Does your company have an employee travel policy?

Most companies cover certain travel expenses for crew lodging and travel.  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.  It is critical for every company to create a written standard operating procedure that specifies their guidelines for all employees.  Having an Expense & Reimbursement Standard Operating Procedure (SOP) will govern what a team member will consider to be appropriate without allowing an individual 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:

  • Who makes the employees travel plans? The employee, the crew supervisor, the administrator at the regional office?
  • Does your corporate or regional office have a designated travel coordinator?
  • What is the process for employees to make travel arrangements?
  • Does your company have requirements for facility quality and maximum nightly room rate agreed upon?
  • Within your organization who authorizes the travel expenditures?
  • How have you determine per diem rates and are they continually analyzed to see if there are additional savings that are not being realized?
  • Do you have one central “hub” or area to tie your reservation requests to the actual charges to ensure they match?