Free Corporate Travel Policy Template

Looking to implement a travel policy? Don’t know where to start? Fill in your details below to download our free travel policy template or keep reading to learn more about what’s included.

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What is a travel policy?

A travel policy is your company’s rules and procedures that outline how your employees should book, approve, and expense travel for business purposes. Corporate travel policies are usually created by the Finance team and detail things like, if an employee can fly business class, normally determined by the length of the flight, how many weeks in advance should they book their trips, or if there are any precautions employees must take when traveling alone.

A comprehensive travel policy should have information about the following:

  • Booking process
  • Allowable cost of booking hotels and flights
  • Any exceptions or rules
  • Preferred company vendors
  • Approval process for trips that exceed typical limitations
  • Reimbursement process
  • Permitted and not permitted expenses i.e. Alcohol with the evening meal
  • Travel insurance provider
  • What to do in an emergency
Northedge-Training-Case-Study-Meon-Valley-Travel

What’s in a travel policy?

Our company travel policy template contains eight key sections:

  • General Guidelines
  • Travel Administration
  • Key Travel Policy Guidelines by category, (Air/Rail/Hotel/Car)
  • General Travel Policy Guidelines by category
  • Travel Agency Contact Details
  • Travel Booking Process
  • Travel Request Form
  • Personal Travel Profile Form

Introduction

Your travel policy template should include an introduction to make it clear to employees that your policy is not just a box-ticking exercise. It’s there to keep them safe, improves fairness and reduces manual work and confusion. We recommend including a bulleted point list of the key principles and benefits of your travel policy so travellers know why it matters.

General Guidelines

Your travel policy template should include guidelines that apply to all employees, explaining the benefits to them as well as stating your general policies.

Travel Administration

Once you have a list of corporate travel agencies, the next step is to engage with them, whether that’s a phone call, email or face to face meeting. 

Northedge-Training-Case-Study-Meon-Valley-Travel

Key Travel Policy Guidelines

We always try to meet with our clients before the RFP process begins, many clients are opting for Zoom Calls. It’s helpful for you to pick our brains, and know which questions to ask, and so we fully understand your needs and get to know you and your business. 

After this initial meeting you may feel the RFP is not necessary, as you already have made up your mind. However, if a RFP is part of the process for your business, having one that asks all the right questions will help significantly with your search. We have created a free Word document RPF template, which is ready for you to download. 

Read our blog if you want to further understanding of the RFP process for travel management services

General Travel Policy Guidelines

Once you have a list of corporate travel agencies, the next step is to engage with them, whether that’s a phone call, email or face to face meeting. 

Northedge-Training-Case-Study-Meon-Valley-Travel

Travel Agency Contact Details

We always try to meet with our clients before the RFP process begins, many clients are opting for Zoom Calls. It’s helpful for you to pick our brains, and know which questions to ask, and so we fully understand your needs and get to know you and your business. 

After this initial meeting you may feel the RFP is not necessary, as you already have made up your mind. However, if a RFP is part of the process for your business, having one that asks all the right questions will help significantly with your search. We have created a free Word document RPF template, which is ready for you to download. 

Read our blog if you want to further understanding of the RFP process for travel management services

Travel Booking Process

Once you have a list of corporate travel agencies, the next step is to engage with them, whether that’s a phone call, email or face to face meeting. 

Northedge-Training-Case-Study-Meon-Valley-Travel

Travel Request Form

We always try to meet with our clients before the RFP process begins, many clients are opting for Zoom Calls. It’s helpful for you to pick our brains, and know which questions to ask, and so we fully understand your needs and get to know you and your business. 

After this initial meeting you may feel the RFP is not necessary, as you already have made up your mind. However, if a RFP is part of the process for your business, having one that asks all the right questions will help significantly with your search. We have created a free Word document RPF template, which is ready for you to download. 

Read our blog if you want to further understanding of the RFP process for travel management services

Personal Travel Profile

Once you have a list of corporate travel agencies, the next step is to engage with them, whether that’s a phone call, email or face to face meeting. 

Northedge-Training-Case-Study-Meon-Valley-Travel

Talk to Us

01.

Phone

+44 (0)116 264 5279

02.

Email

03.

Address

Meon Valley Business Travel
The Barn
Bridge Farm
Holt Lane
Leicester
LE17 5NJ