Travel guide
How to write a corporate travel policy (with template)
A good corporate travel policy is short, clear, and enforced by the booking tool rather than by spreadsheets. Below is the framework we use with our managed-program clients, distilled from hundreds of T&E reviews.
1. Class of service rules
Default: economy domestic, premium economy on international flights over 6 hours. Business class only with VP approval or for overnight flights followed by a same-day client meeting. Spell it out — ambiguity is what drives policy leakage.
2. Hotel caps by city
Use GSA per-diem rates as a baseline, then add a 10–15% buffer for major metros. Publish the caps in the policy AND enforce them in your booking tool. Allow exceptions with manager approval.
3. Booking lead time
Domestic: book 14+ days out. International: 30+ days out. Same-day bookings require a documented reason. This single rule typically saves 12–18% on airfare.
4. Preferred suppliers
Negotiate corporate rates with 2–3 hotel chains, 1–2 car rental brands, and route as much air as possible through 2 preferred carriers. Volume = leverage.
5. Approval workflow
Self-approve below a dollar threshold (we recommend $1,500 round trip). Above that, route to the traveler's direct manager. Above $5,000, route to finance.
6. Out-of-policy procedure
Allow exceptions but require a one-line reason. Report on exceptions monthly. The goal is not zero exceptions — it is visibility.
7. Duty of care
Travelers must book through the approved tool so the company can locate them in an emergency. Personal cards for business travel are discouraged for the same reason.
FAQ
How long should the policy document be?+
Should we mandate a single carrier?+
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