What’s in your company travel policy?
If it’s been some time because you reviewed it, or if your company doesn’t have a travel policy but, now would be the time begin interested by it.
Here are half a dozen steps you’ll be able to take now to construct or refresh your group’s travel insurance policies to make sure that they meet workers’ wants, adjust to any state legal guidelines that apply and maintain your price range beneath management.
1. Decide what bills your company will cowl.
The typical company travel policy covers the prices of transportation and associated bills, together with:
- Travel time
- Fares for flights, prepare rides and floor transportation
- Auto rental charges, tolls and parking
- Lodging prices
- Meals whereas touring
- Costs for entertaining purchasers
Each company can set pointers and, in many states (see under), limits on the entire expense per day or per expense class. For instance, you may need a restrict of $50 per day on meals for touring workers, or guidelines about what sorts of inns they will e-book — a four-star versus a five-star, maybe.
However, attempt to keep away from setting a one-size-fits-all policy. Make certain your policy takes context into consideration.
Read more: How to write a travel policy
For instance, a senior chief who’s entertaining executives from a possible shopper might must spend extra on a dinner assembly than the standard gross sales group member would whereas they’re on the street.
2. Spell out what’s not lined.
Even although it ought to go with out saying, you’ll be able to state clearly that private bills and bills that go over the bounds you’ve set usually are not lined.
Because it’s unlawful for an employer to request workers’ private bank card statements, you’ll be able to keep away from uncertainty about bills by issuing your common vacationers a company expense card.
Similar to a company bank card, a company-issued expense card robotically provides every transaction to your expense administration system, the place you’ll be able to assessment them to ensure they’re legit.
3. Know the state legal guidelines that will have an effect on your travel policy.
In most states, organizations can set their very own caps on per diem bills and resolve whether or not they wish to require workers to submit receipts to doc their travel bills. However, firms working in California and Illinois, as an example, should comply with these states’ legal guidelines about per diems and receipts.
For instance, employers in California can’t deny reimbursement for an worker travel bills solely as a result of the worker doesn’t have a receipt.
Employers in California and Illinois can also’t set a tough cap on the price of meal reimbursement for touring workers, as a result of legal guidelines in these states require reimbursement of all affordable and crucial enterprise bills.
Read more: Company Travel Policy – Betterteam
That doesn’t imply that your arms are tied in the case of setting expectations for the sorts of bills your touring workers can incur. You can set pointers and require that workers get written approval earlier than spending extra.
4. Let workers use the travel factors and miles they earn on the job.
Employees who travel often can rack up a lot of airline miles, resort factors and different travel perks. Letting them use these advantages for his or her private travel is a option to reward them for the time they spend on the street and in the air. That manner not solely are they amassing a paycheck for his or her enterprise journey, however they’re additionally accumulating factors towards their subsequent trip.
If their schedule and your price range enable, giving workers some “downtime” throughout their journey will help make up for the hours they spend away from residence. This offers them an opportunity to discover a brand new metropolis or unwind between the journey and conferences.
5. Write down the main points.
A travel policy is a communication software that may present readability for workers on the street and keep away from confusion after their return.
In addition to your company’s spending caps for each day meals, lodging and shopper leisure, make sure to define each process and course of you count on your touring workers to comply with. For instance, it’s possible you’ll require your workers to:
- Get authorization earlier than reserving enterprise travel.
- Book enterprise journeys by your company travel web site.
- Purchase the bottom out there fare on work-related flights.
- Follow company travel security procedures, similar to figuring out emergency contacts in advance when touring overseas.
Your travel policy ought to be a part of your group’s worker handbook. That manner when every worker acknowledges the handbook, you’ve got their phrase that they’ve learn and can comply with the policy.
6. Set a schedule to assessment your travel policy
Read more: How to Write a Company Travel Policy
It’s a good suggestion for firms to assessment and replace their travel policy not less than annually, to account for modifications in travel prices and any new legal guidelines that take impact.
Here are just a few examples of questions it is best to ask when reviewing your company’s travel policy:
- What is the present price of travel? Does your price range and policy enable for the mandatory bills?
- Are your workers getting what they want after they travel? For instance, are floor transportation, coworking area, and Wi-Fi bills factored into your each day expense limits?
- Have there been any modifications to the way in which you count on your workers to e-book their journeys?
- Have there been any points or worker complaints which may change your policy or procedures?
By answering these questions, you’ll be able to replace your company travel policy to precisely replicate your present enterprise wants and price range.
Of course, occasions inside or exterior your company can power fast modifications to your travel insurance policies. For instance, a illness outbreak, pure catastrophe, or different disaster may limit cross-border travel to some areas, and even restrict home travel.
In these instances, it’s necessary to replace your workers through e-mail or by your company intranet, so everybody understands:
- What modifications have taken place.
- What new guidelines and pointers are in impact.
- Who workers ought to contact if they’ve questions.
With a transparent, compliant travel policy in place, you’ll be able to set your workers up for fulfillment on the street whereas managing prices and avoiding surprising bills.
Want to study extra methods your group can profit from creating insurance policies? (*6*) our complimentary e-book: 7 most-frequent HR errors and methods to keep away from them.
Find more How to write a travel policy – Indochina Airlines