travel policy 101

Travel Policy 101



When it comes to company travel, a travel policy brings it all to one place. It allows your travellers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right.


If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way.

Contents

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What is a travel policy?

A travel policy is a guide for business travellers to follow that outlines:

  • How, where, and when to book
  • Approved technology for travel management
  • Preferred suppliers for air travel, land travel, and accommodation
  • Approvals process for out-of-policy bookings
  • Trip extensions and personal travel
  • Expenses and what is covered or not covered
  • Reimbursement processes
  • Business travel insurance information
  • Emergency procedures and contacts

Your company’s travel policy should reflect your company culture and values, be supportive of your travellers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish!
 

Why do you need a travel policy?

Your travel policy is an extension of your travel program and company culture. It’s the glue that holds your travel program together – from approvals, expenses, booking processes, and emergency contacts.

Having a travel policy helps you:

  • Control travel costs
  • Determine how reimbursement works
  • Compile a list of trusted and approved travel vendors
  • Manage an employee’s travel experience and safety
  • Cut rogue bookings – and simplify approvals
  • Budget, report on travel expenses and activity and reconcile bookings

It’s a roadmap or guidebook that your travelers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes. As a company, your travel policy helps centralise your travel program, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travellers are happier to follow.

 

Check out our Travel Policy one pager to get started.
About Flight Centre Travel Group


The Flight Centre Travel Group is one of the world’s largest travel retailers and corporate travel managers. The company, which is headquartered in Brisbane, Australia, has company-owned leisure and corporate travel business in dozens of countries, spanning Australia, New Zealand, the Americas, Europe, the United Kingdom, South Africa, the United Arab Emirates, and Asia. ASX listed Flight Centre Travel Group (FLT) also operates the global FCM corporate travel management network, which extends to more than 100 countries through company-owned businesses and independent licensees, along with Corporate Traveller, the flagship business specific to the small-to-medium-sized enterprise sector. For more information, visit fctgl.com.