Most companies cover certain travel expenses for employee travel, lodging and accommodations. But many organizations do not have written policies and procedures outlining the guidelines for how expenses are pre-approved, approved, submitted for reimbursement, tracked, etc. What type of accommodations are acceptable? Is there a maximum hotel room rate per night? It is critical for every company to create a written standard operating procedure that specifies their guidelines for all employees. Having an Employee Travel Policy to clarify a Standard Operating Procedure (SOP) will govern what a team member will consider to be appropriate without allowing personnel to make decisions for the company that may not be reasonable.
When creating a draft for your organization’s travel policies and procedures here are some important details that need to be included:
When reviewing your corporate employee travel policy, it is critical to review the in-house administration and personnel and the cost of their time to control and manage your overall lodging expenditures. Determine the cost for your administrative staff that have full job descriptions to add employee travel management to their full time schedule. A second option is to implement a travel department in house, however, there is a cost for the staff and their labor that most companies do not want to incur. Or a third option is to outsource your employee travel for no additional cost.