Originally Posted by
gfunkdave
I have been tasked with writing our company's travel policy. We're a small enough place that the general attitude is to trust peoples' common sense and judgement. So, I'm keeping it short and simple. I'd appreciate any advice, however, of anyone out there who has done this before. If anyone has an example of a travel policy I could peruse, that would be great.
No, I'm not going to put in "all employees fly paid F".
Though I may put in the draft that the company will pay for J/C on flights longer than six hours. I don't think we have any such flights but it would be interesting to see what they say...
All international travel outside North America is business class. All other is coach.
Employees must book lowest cost ticket for the class. Paying extra for upgradeable fares not allowed.
Side trips and stop overs for personal use are allowed but the employee must pay all costs greater than the lowest costs per class ticket.
Companions are allowed as long as it is appropriate to the job. All costs to be borne by employee.
Employees are allowed to keep all frequent flyer benefits for their own use.
Restrict airlines to be used. No super cheap like PIA or Aeroflot but no hi-so airlines like SQ or Emirates. Last big company I worked for said US airlines only if available and Star Alliance only.
Instead of nickel-diming for things like luggage carts and taxis, allow a $50 per trip allowance for miscellaneous.
Limit the hotels that can be used.
$75 per day for meals without receipts. If greater than that, supply receipts.
It's a good idea to work with a credit card company and have every traveler use the company credit card that can be attached directly to your expense system. That way each employee simply logs into your system and assigns an expense code to each charge. No need for receipts. All air fare, hotels and any meal over $25 must be charged to the card. Plus instead of employees using a card that gets them extra points and other benefits, the company gets that from the CC company (1-2% kickback).