With our travel expense policy template, we’ve done the hard work for you. We talked to travel managers to discover what essential elements go in a policy, and we developed one that is concise, simple-to-understand, and very easy to customize.
Grab the template now, or keep reading below to learn more about what’s included, why we included it, and how to customize each element for your own company use. You'll see that planning a business trip has never been easier!
Our company travel policy template for UK, US, or EU travelers includes the six key sections detailed here. We’ve formatted it to be easy to read and easy to customize. It can apply to domestic or international travel, air travel, rail transport, and more.
An effective corporate travel policy is made up of six key sections: Let’s take a look at what you need to include in each section. Download travel policy templateA smart travel expense policy template should always include an introduction. Why? You want to make it clear to employees that your policy is not just a bureaucratic loophole. It helps keep them safe, improves fairness, and reduces manual work and confusion. We recommend including a bulleted point list of the top benefits of your travel policy so travelers know why it matters.
If you have multiple travel policies for departments or types of employees, then you should also use the introduction section to clarify who the policy is for.
Top tip: In your introduction, include the benefits of following your policy for travelers, such as staying safe and getting support, so they know why they should follow it.
In the second section of our free travel policy template, we’ve included everything employees need to know about where and how to book travel. Make travel arrangements for your employees or let them book for themselves—either way, this template will work for you.
book within policyTop tip: Make it crystal clear how travelers are supposed to book trips. Use a corporate booking platform to keep track of travel in one place.
An important part of any expense policy and procedure is what employees are allowed to expense. This is a great way to make your travel policy more cost-effective and aligned with your business needs for this trip.
In the third section of our corporate travel policy template, we’ve broken up business travel expenses by common categories: flights, lodging, ground transportation, food and entertainment, and personal telephone usage.