Business travel policy

Policy on travel, accommodation and subsistence

introduction

This policy applies to employees travelling on Company business and sets out the rules surrounding expenses incurred in this way, so that employees are adequately supported and travel is effectively achieved.

It is the Company policy to achieve the best possible value for travel at all times. We have a selection of preferred suppliers and accounts to fund and budget the travel expenditure.

Travelling on company business may not be necessary as other avenues may be more effective, such as video conferencing or telephone conversations. Employees should explore the alternatives before settling on a decision to undertake travel. Authorisation will need to be given to requests to travel prior to the Company incurring expenses in making bookings and reservations.

Travel request authorisation

To make a request for business travel, employees can submit a request through [the online booking system/request form] and request travel arrangements to be made.

Employees making requests for travel need to provide the following information:

  • dates and times of travel
  • mode of travel - own car, train, aeroplane, car hire
  • departure point/train station/airport
  • destination point/station/airport
  • whether accommodation is required and for how long.

These requests will be considered by authorisers within each department prior to be approved. If travel outside the UK has been requested, the travel authoriser should consider any Foreign Office travel advice to ensure the country is safe to travel to prior to submitting a request. Normally, travel to a country which is considered high risk should not be authorised. Where travel to such a country is unavoidable, a thorough risk assessment should be undertaken and a final decision made by senior management. No employee will be required to travel when a there is a high risk involved.

Approved requests for travel will then be passed to the travel booking staff to make the necessary arrangements, in line with the rest of this policy.

Travel agencies/suppliers

The Company’s preferred travel agencies/suppliers are currently[insert names of agencies/suppliers].

The travel booking staff will make contact with the most appropriate of the agencies/suppliers retained by the Company. They will provide sufficient details of the request to the agency to enable a quote to be given for the travel request.

If the preferred supplier is too expensive or cannot meet the specific arrangements requested, the Head of Department can provide authorisation to use another supplier for the particular travel request.

Air travel

Travel by air will be booked for economy class tickets only. Higher classes of travel will not be purchased unless the cost is approved by the authoriser or Department Head.

Employees may need to travel at a different date/time and be given accommodation if the cost of doing so is significantly cheaper. Upgrades will not be permitted unless they are at no cost, or the cost has been approved. Excess baggage costs will not be covered unless the items are required for the purpose for travelling.

Any airmiles or frequent flyer benefits can be retained by the Employees but there should be no cost to the Company in doing so. The Company will not be liable for any tax arising from this.

Train tickets

Travel by rail will be booked for standard class tickets only. First class travel will only be purchased if this has been approved by the authoriser or Head of Department.

The Company will try to purchase advance/cheaper fares where possible and employees should submit their requests for train tickets as soon as possible.

Car travel

Taxis may be used for Company travel on an ad hoc basis. Employees must obtain a receipt for this and the cost of the taxi fare may be reclaimed through the expenses procedure.

Employees can request a hire car for journeys that are over [insert number] miles and where more than one employee is travelling. Cars will be hired through the Company’s preferred supplier unless there is a cheaper alternative or the preferred supplier cannot meet the request.

For shorter journeys, employees may use their private car if this is cheaper than the cost of public transport or car hire. Use of a private car requires business use insurance. Reimbursement for the cost of this will be [insert details of rules on reimbursement - rate per mile etc]

Accommodation, food and drink

The Company will arrange for overnight accommodation upon request. Hotels will be chosen by the booking team based on the convenience to the place of the company business (event, meeting, customer/client etc) and on cost. The Company will select business-class hotels and standard rate accommodation only and anything above that will require approval from a Head of Department.

The Company will reimburse employees for the cost of food and drink required on overnight travel with booked accommodation. Employees should obtain receipts/invoices for the meal/room service, and any necessary tips, and seek reimbursement through the expenses procedure.

Note

Companies may apply their own rules on business travel. Some may require all travel to be booked through a central booking method while others may permit employees to purchase their own travel, subject to a maximum monetary limit, and claim the cost back through expenses upon production of receipts. Subsistence allowances are sometimes provided which are intended to cover purchase of food, drinks or an overnight stay with friends/family. The taxation of such allowances should always be checked.

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