Travel Policy
HOW TO CREATE THE RIGHT
TRAVEL POLICY
KEY POINTS FOR
YOUR TRAVEL POLICY
Preferred Vendors
» Which airlines fly nonstop to your
most frequent destinations?
» What classes of hotels are acceptable?
» Which hotels are most conveniently
located near your business destinations?
FOR YOUR COMPANY » Do you have a primary car rental vendor?
BY AMY MUTSCHER, MANAGING EDITOR Booking
» Do you need a secondary vendor?
» Since ticket prices are directly related
to advance purchase, what’s the policy
on how many days prior employees
should purchase travel tickets?
H
as your company grown to the
point that you’re contemplating
getting professional help with
travel arrangements? If so, read through
the following approaches, which have
been tested out by seasoned travel
managers, corporate administrators
and human resources professionals.
It’s daunting at first, but it all starts to
make sense the more you dive into the
wonderful world of travel management.
And remember, as Rome was not built in
one day, neither will your travel policy be.
It will continually evolve as your company
does, so don’t let this exercise overwhelm
you. You’ve got to start somewhere!
» Are employees allowed to book business
or first-class seats if coach is sold out?
» What if a senior officer is flying with them?
» Are there variations on the rules
depending on the length of flight or
whether travel is international?
» Is business or first class allowed
if travel is international?
» Should employees only be allowed to book
hotels offering free Wi-Fi or breakfast?
» What car class should be allowed?
» Are there exceptions?
» Will you require cars to be refueled
prior to their return?
» What is your policy regarding car insurance?
Expenses
» How much can be spent on meals, or
is a “per diem” a better choice?
» What are the allowable entertainment
and dining expenses related to
business development or sales?
Culture
» Do employees tend to travel together?
» How does your management team feel
about people adding on a day or two to
the start or finish of a business trip?
» If you work for a high-profile company
or your business caters to the luxury
segment, do you need to account for higher
per diems or upscale hotel chains?
» Conversely, if your business is branded on
smart spending or saving people money,
how does this impact your travel policy?
Elevating the Art of Business Travel
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