On average, companies spend between $900 to $1,293 on the budget for a three-day domestic company trip.
In those cases, you need to establish a business travel policy to handle your business travel. It’ll help you show who travels, under what circumstances, and what they can expect while away from the office.
Rather than drafting a loose set of guidelines, create a clear set of behavioral rules to keep your company on track.
Once you have that, you’ll be able to track employee travel expenses and reduce wasted resources. Here’s how your travel policy can benefit your business.
- Define Your Objectives
This process includes brainstorming with key stakeholders to identify the organization’s overall objectives for business travel and then developing specific, measurable goals that align with these objectives.
It is crucial to develop and communicate a clear policy to all employees. Outline what is expected of them when traveling on behalf of the organization. This policy should address budgeting, expenses, itinerary planning, and safety.
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- Indicate Expenses Covered in Your Business Travel Policy
Employees should know what business travel expenses are covered and what are not. The company usually covers airfare, lodging, ground transportation, and meals. Other costs, like laundry, phone calls, or pleasurable activities, may not be covered.
Some companies give air miles and hotel points to their employees. It can be a form of incentive for their time on the road.
- Give Options to Your Employees
You must allow your employees to choose the most convenient and cost-effective travel options. Make sure to provide them with the support they need to make their travel arrangements.
This leniency in your travel policy allows your employees to have the freedom to choose the travel options that best suit their needs. It also ensures that they are getting the best possible value for their travel.
- Review and Update Your Existing Travel Policies
If your company already has a business expense travel policy, review and update it annually. The policy should be clear, concise, and easy for employees to understand.
The policy should explain why business travel is necessary, how it will be conducted, and who is responsible for what. It should also include guidelines on how to book a trip, how to claim expenses, and what it will be able to cover.
Make sure your business travel policy is in line with your company’s culture and values and that it meets the needs of your employees. Doing so will ensure that business travel is a productive and positive experience for all involved.
Handle Your Business Travel Policies Like A Pro
Overall, having a business travel policy helps protect both the employer and the employee. By outlining expectations and covering common expenses, both parties can feel confident that there is a plan for business travel.
If you’re an employer, consider creating a policy that meets the needs of your business. If you’re an employee, review your company’s policy before your next business trip.
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