travel expenses policy template

• English (CA)
• Deutsch (DE)
• Deutsch (CH)

The complete guide to corporate travel policies

Corporate travel policy (+ free template).

Start writing your own corporate travel policy with our comprehensive template

What’s inside our travel policy template.

• Introduction
• Travel booking process
• Expense categories
• Non-reimbursable purchases
• Expense reporting and reimbursement process
• Travel support, safety and duty of care

Section 1: Introduction

Section 2: travel booking process.

• How to book travel – What is your approved process, method and/or platform for booking business travel? If your company use a platform to enable travelers to book within policy , include the name of your approved booking platform. Otherwise, write out the name and contact details of the company or person they’re supposed to contact in order to request a booking.
• Approval process for senior management - the approval process for c suite and senior members of staff will likely differ from that of other employees. Senior management might require approval from an executive, and executives might require sign-off from other c suite members. All of this must be included in your policy.
• Use of loyalty programs – Many companies don’t allow travelers to collect points for their personal loyalty programs. But if you trust your travelers to do the right thing, you can allow this and include a line in your policy like “Employees may not choose more expensive options only to get loyalty points.”
• Leisure extensions – Sometimes business travelers want to extend their trip into the weekend, or use up some of their vacation days. You should include rules around leisure extensions (or “bleisure”), such as what cost difference is allowable for return flights. It's important to outline what expenses you will cover and what you consider "personal expenses" for "personal travel". Make clear that these are additional costs that do not fall within the ambit of business expenses under your travel policy.
• Traveling with non-employees - travel expenses related to travel with spouses, family members, pets or anyone outside of the company are not normally eligible for reimbursement. These situations can be subject to approval if they are accompanying staff members for business reasons such as attending a conference or for a networking event.

Section 3: Expense categories

Here’s the information to include in each expense category:.

• Approved tool or method for booking
• Preferred vendors (if any)
• Rules on whether or not business class is allowed, such as for flights over a certain duration, or flights taken by employees of a certain seniority level. Highlight whether travelers should go in economy class or business.
• How many days in advance international flights must be booked
• How many days in advance domestic travel must be booked

Accommodation

• Maximum nightly rates per city for hotel rooms
• Preferred vendors and negotiated rate details (if any)
• Rules on standard rooms and upgrades, for example standard rooms are required but room upgrades are allowed if offered at no additional charge
• Reimbursable hotel costs, such as parking
• Rules for booking Airbnb or apartment rentals

Rail travel

• Type of train ticket allowed, such as economy

Taxis and ride-sharing

• When taxis and ride-sharing is allowed, for example when public transportation isn’t viable
• Maximum amount per transaction

Rental and personal car

• Type of rental car class allowed, such as compact or mid-size
• The number of employees expected to share a rental car when traveling together
• How much is reimbursed per mile or kilometer

Conferences & events

• Expense reimbursement process for conference or event registration in cases where it was not pre-paid.
• Process for other conference or event related expenses such as business meals or anything not included in the registration cost.

Food, travel and entertainment

• Reimbursable amount, per breakfast
• Reimbursable amount, per lunch
• Reimbursable amount, per dinner
• Alternatively, a daily maximum or per diem
• Personal meal expenses throughout their trip
• Rules for business meals, such as who approves the amount
• Rules for client entertainment expenses, such as what is allowed

Personal telephone usage

• Cell phone bill amount or percentage that is reimbursable during the weeks that the employee travels. Clarify whether calls for personal reasons will be covered by your company.
• Whether or not personal phone damages or theft are reimbursable during business travel, and if so up to what amount?

Section 4: Non-reimbursable purchases

• In-flight purchases, not airfare
• Excess baggage fees
• Childcare, pet care, and pet boarding
• Costs for family members joining travelers on their trip
• Toiletries or clothing
• Airline club memberships
• Minibar purchases or bar bills
• Laundry or dry cleaning
• Parking fines or traffic violations
• Airline ticket change fees
• First-class rail transportation
• Premium, Luxury or Elite car rentals
• Movies, online entertainment or newspapers
• Spa and health club usage
• Flowers, sweets and confectionery
• Room service
• Additional beds or bedding
• Damage to personal vehicles
• Rental car company insurance

Section 5: Expense reporting and reimbursement process

• What tool to use for expensing
• What items do not need to be added in the expense tool, for example if a trip is booked with your approved booking tool
• Who to submit expense reports to
• What to include in reimbursement requests, such as original receipts
• Deadline for submitting reimbursement requests
• Typical processing time for receiving reimbursement

Section 6: Travel support, safety, and duty of care

• Tracking travelers’ whereabouts – Use this opportunity to let travelers’ know that when they book using your approved method or tool, their trip is tracked. In the event of an emergency, steps will be taken to evacuate them. If you don’t know where they are, you can’t help! Include the name of your approved tool, and what they should do to ensure their trip is accurately tracked if they must book outside of it for a valid reason.
• Travel support – In case of trip cancellations, changes, etc., who should your travelers call? Include contact details for your travel support provider, including phone numbers, email addresses and whatever applies. If there are multiple numbers based on region or language, include those as well.
• Support for emergency needs – In this sub-section, include your duty of care vendor (if you have one) and your travel insurance policy details. Also include the employee name or vendor name they should contact in the event of an emergency.

How to implement your travel policy

• Customize – Customize and finalize the travel policy template. Work with stakeholders to make all of the necessary edits and customizations to the policy; collect all details like travel insurance, nightly rates, etc.
• Automate – Update your automated travel policy. Create or update an automated travel policy so travelers and/or admins can book within policy all the time.
• Deploy – Roll out changes to employees. Depending on the size of your company, roll out your new policy document and automated policy to all employees or an initial subset.
• Listen – Collect feedback on the new policy. Get feedback from employees on the clarity of your travel policy, as well as the ease-of-use of your approved tools and automated policy.

How to improve corporate travel policy compliance

How to improve travel policy compliance with travelperk.

• Is your policy outdated? This could be down to changes within your organization or simply that your current policy isn’t being adhered to. Maybe it’s time to revisit and revamp your policy.
• Monitor your compliance issues. Use travel management software that monitors your policy compliance and use that data to help you understand the reasons behind the barriers you’re facing.
• Self-booking improves policy compliance. Your preferred booking tool plays a role here too. Make use of one that allows your team to book the business trip they want within your policy to avoid confusion and breach of policy.
• Choose an easy-to-use booking tool. Your employees aren’t going to want to use software that is difficult to use, offers little to no support, and has limited options.
• Build your travel expense policy into the booking tool. By doing this, you create an automatic system that allows or rejects different types of travel arrangements based on your business needs.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
• Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.
• Business Travel Management
• Offset Carbon Footprint
• Flexible travel
• Travelperk Sustainability Policy
• Corporate Travel Resources
• Corporate Travel Glossary
• For Travel Managers
• For Finance Teams
• For Travelers
• Thoughts from TravelPerk
• Careers Hiring
• User Reviews
• Integrations
• Privacy Center
• Help Center
• Privacy Policy
• Cookies Policy
• Modern Slavery Act | Statement
• Supplier Code of Conduct

• Book a Speaker

Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vivamus convallis sem tellus, vitae egestas felis vestibule ut.

Error message details.

Reuse Permissions

Request permission to republish or redistribute SHRM content and materials.

Travel Expense Policy

It is the policy of [Company Name] to reimburse staff for reasonable and necessary expenses incurred during approved work-related travel.

Employees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken.

Business travel policies are aligned with company reimbursement rules. All business-related travel paid with [Company Name] funds must comply with company expenditure policies.

Authorization and responsibility

Staff travel must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Within 30 days of completion of a trip, the traveler must submit a travel reimbursement form and supporting documentation to obtain reimbursement of expenses.

An individual may not approve his or her own travel or reimbursement. The travel reimbursement form must be signed by the executive director or the director of finance (for travel over $[amount]) or by the business manager (for travel under $[amount]).

Travel and reimbursement for members of the management team must be approved by the executive director or the director of finance and will be reviewed annually by the internal auditor.

Designated approval authorities are required to review expenditures and withhold reimbursement if there is reason to believe that the expenditures are inappropriate or extravagant.

Personal funds

Travelers should review reimbursement guidelines before spending personal funds for business travel to determine if such expenses are reimbursable. See Section II: Travel Expenses/Procedures for details. [Company Name] reserves the right to deny reimbursement of travel-related expenses for failure to comply with policies and procedures.

Travelers who use personal funds to facilitate travel arrangements will not be reimbursed until after the trip occurs and proper documentation is submitted.

Vacation in conjunction with business travel

In cases in which vacation time is added to a business trip, any cost variance in airfare, car rental or lodging must be clearly identified on the travel request form. [Company Name] will not prepay any personal expenses with the intention of being "repaid" at a later time, nor will any personal expenses be reimbursed.

Occasionally it may be necessary for travelers to request exceptions to this travel policy. Requests for exceptions to the policy must be made in writing and approved by the executive director or by the director of finance. Exceptions related to the director's or the director of finance's expenses must be submitted to the opposite person or to the treasurer of the board of trustees for approval. In most instances, the expected turnaround time for review and approval is five business days.

Travel Expenses/Procedures

General information Authorized business travel for staff that includes prepayments must be pre-approved.

Reimbursement of parking, mileage, gasoline in lieu of mileage and ferry or bus passes do not require requests if they are under $[amount]. Requests for reimbursement of expenses over $[amount] are to be submitted on a travel reimbursement form.

Permissible prepaid travel expenses Before the travel, [Company Name] may issue prepayments for airfare, rail transportation, rental vehicles, conference registration fees and cash advances. Applicable policies and methods of payments for these prepayments follow.

Airfare. Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be prepaid by the business office.

Travelers are encouraged to book flights at least [amount of time] in advance to avoid premium airfare pricing.

Coach class or economy tickets must be purchased for domestic or international flights with flight time totaling less than five consecutive hours excluding layovers.

A less-than-first-class ticket (i.e., business class) may be purchased at [Company Name]'s discretion for domestic or international flights with flight time exceeding five consecutive hours excluding layovers.

Airfare may be purchased with a credit card or check through the business office with a request for payment form.

Rail transportation. [Company Name] will prepay rail transportation provided that the cost does not exceed the cost of the least expensive airfare.

Rental vehicles. [Company Name] will pay for approved use of a rental vehicle. See the section on reimbursements below in this section.

Conference registration fees. Conference registration fees can be prepaid with a credit card or check through the business office with a request for payment form. Business-related banquets or meals that are considered part of the conference can be paid with the registration fees; however, such meals must be deducted from the traveler's per diem allowance.

Travel advances. Cash advances are authorized for specific situations that might cause undue financial hardship for business travelers. These situations are limited to staff traveling on behalf of [Company Name]. A maximum of 80 percent of the total estimated cost can be advanced.

Expenses associated with the travel must be reconciled and substantiated within two weeks of the return date. The traveler must repay [Company Name] for any advances in excess of the approved reimbursable expenses. The department initiating the travel is responsible for notifying the business office to deposit any excess funds into the appropriate departmental account.

Travel advances are processed by submitting a completed request for payment form and travel request form to the business office. Reimbursement for any remaining expenses is processed on a travel reimbursement form approved by the designated approval authority.

Reimbursements Requests for reimbursements of travel-related expenses are submitted on a travel reimbursement form. This form must be accompanied by supporting documentation. If the requested reimbursement exceeds 20 percent of the total pre-trip estimate, the travel reimbursement form must be signed by the executive director or the director of finance.

These forms must be submitted to the business office within two weeks after the trip is completed. Travel reimbursement forms not submitted within this time frame require exception approval from the executive director or from the director of finance.

Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by the original, itemized receipts where required. Reimbursements that may be paid by [Company Name] are shown below.

Airfare. If the airfare was not prepaid by the business office, an original itemized airline receipt, an e-ticket receipt/statement or an Internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made.

Rail transportation. If rail transportation was not prepaid by the business office, an original itemized receipt, original e-ticket receipt/statement or Internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made.

Automobile (personally owned—domestic travel). A valid driver's license issued within the United States and personal automobile insurance are required for expenses to be reimbursed. Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature.

Reimbursement for use of a personal automobile is based on the [Company Name] mileage rate.

A staff travel reimbursement form is required for reimbursement of all vehicle-related expenses, including gasoline, wear and tear, and personal auto insurance. As of [date], the rate is [$] per mile. Travelers may opt to request reimbursement for actual gasoline expenses in lieu of the [Company Name] mileage rate. In these instances original, itemized receipts are required.

Automobile (rental—domestic travel). Reimbursement for a commercial rental vehicle as a primary mode of transportation is authorized only if the rental vehicle is more economical than any other type of public transportation, or if the destination is not otherwise accessible. Vehicle rental at a destination city is reimbursable. Original receipts are required.

[Company Name] authorizes reimbursement for the most economic vehicle available. In certain circumstances larger vehicles may be rented, with supervisory approval. The rental agreement must clearly show the date and the points of departure/arrival, as well as the total cost. Drivers must adhere to the rental requirements, and restrictions must be followed. Original receipts are required.

When vehicle rentals are necessary, [Company Name] encourages travelers to purchase collision damage waiver (CDW) and loss damage waiver (LDW) coverage. [Company Name] will reimburse the cost of CDW and LDW coverage; all other insurance reimbursements will be denied.

Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature.

Parking fees, tolls and other incidental costs associated with the vehicle use are not covered by the rental agreement.

Travelers are strongly encouraged to fill the gas tank before returning the vehicle to the rental agency to avoid service fees and more expensive fuel rates.

Conference registration fees. If the conference fee was not prepaid, [Company Name] will reimburse these fees, including business-related banquets or meals that are part of the conference registration. Original receipts to support the payment are required. If the conference does not provide a receipt, then a cancelled check, credit card slip/statement or documentation that the amount was paid is required for reimbursement.

A prorated amount for the meals provided must be deducted from the traveler's per diem. See Meals (per diem) for more detail. Entertainment activities such as golf outings and sightseeing tours will not be reimbursed.

Registration fees paid directly by an individual will not be reimbursed until the conference is completed.

Lodging (commercial). The cost of overnight lodging (room rate and tax only) will be reimbursed to the traveler if the authorized travel is 45 miles or more from the traveler's home or primary worksite.

Exceptions to this restriction may be approved in writing by the executive director or by the director of finance.

[Company Name] will reimburse lodging expenses at reasonable, single occupancy or standard business room rates. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate.

Only single room rates are authorized for payment or reimbursement unless the second party is representing the agency in an authorized capacity. If the lodging receipt shows more than a single occupancy, the single room rate must be noted. If reimbursement for more than the single room rate is requested, the name of the second person must be included.

Meals (per diem). Per diem allowances are reimbursable for in-state overnight travel that is 45 miles or more from the traveler's home or primary worksite.

Per diem allowances are applicable for all out-of-state travel that is 45 miles or more from the traveler's home or primary worksite.

[Company Name] per diem rates are based on the U.S. General Services Administration Guidelines, which vary by city location. In addition to meals these rates include incidental expenses such as laundry, dry cleaning and service tips (e.g., housekeeping or porter tips). Incidental expenses, unless specifically cited in this policy, will not be reimbursed.

Per diem reimbursements are based on departure and return times over the entire 24-hour day and are prorated accordingly.

If a free meal is served on the plane, included in a conference registration fee, built in to the standard, single hotel room rate or replaced by a legitimate business meal, the per diem allowance for that meal may not be claimed.

Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed.

Business meals. Travelers are required to follow [Company Name] expenditure policies when requesting reimbursement for business meals. Original itemized receipts are required.

Business expenses. Business expenses, including faxes, photocopies, Internet charges, data ports and business telephone calls incurred while on travel status, can be reimbursed. Original itemized receipts are required.

Parking. Original receipts are required for parking fees (including airport parking) totaling $[amount] or more. The lodging bill can be used as a receipt when charges are included as part of the overnight stay.

Telephone calls. The costs of personal telephone calls are the responsibility of the individual.

Tolls. Original receipts are required for tolls totaling $[amount] or more.

Miscellaneous transportation. Original receipts are required for taxi, bus, subway, metro, ferry and other modes of transportation if costs are $[amount] or more for each occurrence.

Visa, passport fees and immunizations. If these items are required for international travel, their reimbursement is left to the discretion of your supervisor. If approved by the designated authority, original itemized receipts are required.

Nonreimbursable Travel Expenses The following items that may be associated with business travel will not be reimbursed by [Company Name]:

• Airline club memberships.
• Airline upgrades.
• Business class for domestic flights or first class for all flights.
• Child care, babysitting, house-sitting, or pet-sitting/kennel charges.
• Commuting between home and the primary work location.
• Costs incurred by traveler's failure to cancel travel or hotel reservations in a timely fashion.
• Evening or formal wear expenses.
• Haircuts and personal grooming.
• Laundry and dry cleaning.
• Passports, vaccinations and visas when not required as a specific and necessary condition of the travel assignment.
• Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theater movies, social activities and related incidental costs.
• Travel accident insurance premiums or purchase of additional travel insurance.
• Other expenses not directly related to the business travel.

Travel for Non-Employees Additional costs for travel, lodging, meal or other travel expenses for spouses or other family members will not be reimbursed unless the individual has a bona fide company purpose for engaging in the travel or attending the event. Such travel is generally limited to senior management and should occur infrequently.

Related Content

Rising Demand for Workforce AI Skills Leads to Calls for Upskilling

As artificial intelligence technology continues to develop, the demand for workers with the ability to work alongside and manage AI systems will increase. This means that workers who are not able to adapt and learn these new skills will be left behind in the job market.

Employers Want New Grads with AI Experience, Knowledge

A vast majority of U.S. professionals say students entering the workforce should have experience using AI and be prepared to use it in the workplace, and they expect higher education to play a critical role in that preparation.

Advertisement

Artificial Intelligence in the Workplace

​An organization run by AI is not a futuristic concept. Such technology is already a part of many workplaces and will continue to shape the labor market and HR. Here's how employers and employees can successfully manage generative AI and other AI-powered systems.

HR Daily Newsletter

New, trends and analysis, as well as breaking news alerts, to help HR professionals do their jobs better each business day.

Success title

Success caption

Travel and Expense

Here's the travel expense policy template you need.

Setting clear guidelines is important in every aspect of business, particularly with your most valued audience – your employees. Managing business expense and travel is no exception. And, with  an average of 10%  of a company's business budget devoted to employee expense and business travel, this isn't a cost area you can afford to overlook.

A formal travel expense policy provides employees with knowledge of what they can and cannot submit as reimbursable, while providing management with critical real-time visibility into budgets. Having this protocol in writing will cut down on reimbursable expense report fraud, which is often unintentional, but can have big consequences. Oversight found that 37% of business travelers had at least one exception on their expense reports, and the typical company loses at least 5% of its annual revenue to fraud.  

Build your own expense policy

Get a free template to customize for your business.

Where do you start?

Creating an employee expense reimbursement policy from scratch can be overwhelming but an expense policy template can help get you started. You can use our expense policy builder   to create your own customizable expense policy template in just a few clicks.

Consider the following when you start working on (or revising) your policy.

1. Ditch the jargon:  Write the policy to cover the basics, but don’t be afraid to revise it later. Make sure it’s easy to read and not bogged down by jargon. The easier a policy is to understand, the easier it is for your employees to follow on their next business trip.

2. Keep it fair and sensible:  Write your policy to guide behavior, but be flexible enough to adapt to local and international travel requirements— such as higher air travel fares in more remote locations and hotel room costs in more expensive cities.

3. Invite participation:  Before you implement your expense policy, ask team members to participate in the new expense reporting process. For example, if they help develop the policy they’ll see why it’s necessary and will be more likely to adhere to the rules, encouraging others to do the same.

4. Make it easy to find and easy to use:  Your expense policy won’t be followed unless people know about it. Make sure yours is visible and easy for company employees to find.

Emphasize the positives of a revised expense policy and lead by example

Hold a training session for employees, accounting and human resources teams to explain your expense policy’s benefits and purpose. Familiarizing managers who approve expenses with the content, the importance of compliance, and the reasons for implementing the policy can help them confidently enforce the rules.

Consider helpful software tools and leverage existing technology

An automated solution that automatically populates charges from suppliers, credit card companies, common expense categories and receipts such as business meal expenses, car rentals, dry cleaning, hotel rooms and airfare will save time and allow you to focus on your core business purpose. Choose an expense management solution that works with mobile devices and allows for the submission and approval of employee expenses via photographed receipts no matter where you or your employees are.

Ready to get started? Generate your custom expense policy template now with our expense policy builder  or download our expense policy template .

• Human Resources
• Tools and Samples

Company Travel Policy

A company travel policy is designed to outline a business's travel arrangement procedures and guidelines, stipulating which travel expenses are paid for by the company and how to manage the reimbursement process. A company travel policy should include a purpose statement, scope, authorization and reimbursement section, and travel arrangement processes.

Creating a detailed company travel policy will help ensure all business trips run smoothly, are secured ahead of time, and adhere to all company requirements.

Try Betterteam

Post your jobs to 100+ job boards

• Reach over 250 million candidates.
• Get candidates in hours, not days.

Company Travel Policy - Free Template

Download this company travel policy template in Microsoft Word format.

Company Travel Policy Template:

Introduction..

When employees travel for company-related purposes, it is [ company name's ] responsibility to provide safe and reliable travel arrangements. This company travel policy serves to clarify the conditions and parameters of a company-paid trip.

The purpose of this company travel policy is to (a) outline the authorization and reimbursement process for travel arrangements and expenses; (b) list the company-paid travel expenses; and (c) establish protocols that oversee the travel arrangement process.

This company travel policy is applicable to all employees under contract at [ company name ], including paid interns, contractors, as well as seasonal, part-time, and full-time employees. [ Company name ] sees traveling out of the city, state, and/or country as a fully-paid business trip, as well as one-day trips that are [ number of hours ] hours away from the office.

Authorization and Reimbursements.

All company travel arrangements must be authorized by senior employees at least [ number of weeks/months ] before the expected travel date, depending on the circumstances and the required travel arrangement time period. Employees are not permitted to authorize their own travel arrangements.

Employees are expected to submit a Travel Expense Report at least [ number of days/weeks ] after the first business day back at work. On the Travel Expense Report, employees must include all company-paid expenses and personal expenses. The finance department is responsible for examining the Travel Expense Report and finalizing reimbursement payments.

Travel Arrangement:

All travel arrangements must be reserved at least [ number of weeks ] weeks before the travel date. The finance department is responsible for the booking and payment of all transportation, accommodation, and travel-related expenses.

Travel Expenses.

[ Company name ] employees are entitled to a company-paid travel ticket for any means of transportation the employee(s) require, including a [ type of class ] return plane, boat, train, and/or coach ticket, [ number of meals ] meals, and [ number of luggage ] luggage. While traveling, employees will be able to use a company-paid taxi service from and to the airport, hotel, and business location. If an employee wishes to travel for personal reasons, they will be financially responsible for the travel fare.

Accommodation.

[ Company name ] employees are permitted to stay in a [ number of stars ][ type of accommodation ] while traveling for company purposes. The finance manager is responsible for securing the [ type of accommodation ] room and paying for an employee's stay.

Other Expenses.

[ Company employees ] will be reimbursed for [ number of meals ] lunch(s) and [ number of meals ] dinner(s) for a maximum of [ $/meal amount ] per meal. If an employee is hosting a client of [ company name ], the entire meal will be reimbursed. In addition, if an employee requires a meeting, boardroom, or conference room while traveling, [ company name ] will book the room and make payment.

Personal Travel.

[ Company name ] will not be financially responsible for any personal expenses and travel arrangements. If an employee chooses to travel with a partner, [ company name ] is not responsible for their partner's accommodation, leisure, and/or travel expenses. An employee is required to submit this information on the Travel Expense Report and produce payslips for their expenses only.

International Travel.

If employees are required to travel out of the country for business, [ company name ] is financially responsible for all travel arrangements, including accommodation, transportation, visas, travel insurance, and medical expenses. International business trips must be authorized at least [ number of months ] months before the expected travel date. The finance department is required to submit a Travel Expense Report before and after the trip. Both reports must be signed off by at least two senior officials before and after the trip.

More Policies:

• Bereavement Leave Policy.
• Cell Phone Policy.
• Company Credit Card Policy.
• Company Travel Policy.
• Company Vehicle Policy.
• Conflict of Interest Policy.
• Cyber Security Policy.
• Dress Code Policy.
• Paid Time Off Policy.
• Social Media Policy.
• Telecommuting Policy.
• Overtime Policy.
• Attendance Policy.
• Expense Reimbursement Policy.
• Sexual Harassment Policy.
• Remote Work Policy.

Company Credit Card Policy

What should be included in a travel policy?

• Introduction .
• Purpose statement .
• Authorization and reimbursements .
• Travel arrangement (both business-related and personal) .

What is corporate travel policy?

A corporate travel policy is a formal document that details the procedures and rules of business-related trips. The policy mainly focuses on the arrangements, expenses, and authorization processes.

How do you write a travel expense policy?

Use our free, customizable company travel policy template in Word format.

What is a travel and expense policy?

A travel and expense policy is an alternative name for a company travel policy, which outlines the travel arrangements and expenses required on a company-paid business trip.

Related Articles:

Employee handbook, expense reimbursement form, conflict of interest policy, code of ethics, professional code of conduct.

Building a better travel and expense (T&E) policy: step by step 

A travel and expense policy (T&E) is a dynamic set of rules regulating how employees book travel. From setting budgets on flights and accommodations to standardizing the process for expense reports, your T&E should answer any (and all) questions about company travel, so you don’t have to. 

But whatever the scope of your policy, its main purpose is to control spending. Defining specific guidelines makes it much easier to predict how much individual travelers will spend – and determine if you need to get that number down.  

Plus, with a corporate travel expense policy in place, there’s no room for ambiguity. An expense is either authorized, or it’s not. Say bye-bye fraud. 

What happens without a T&E policy? 

Let’s just say, what can go wrong, will probably go wrong.  

At the end of the day, a travel and expenses policy aims to streamline business processes, save costs, and eliminate fraud. If these factors go unaddressed, you leave yourself vulnerable to:  

• Overspending due to hidden costs if expenses are not under constant supervision. 
• Expense reports arriving late or without essential information if employees are unaware or unsure of specific guidelines. 
• A rise in fraudulent expense claims in the form of duplicate, exaggerated, and misreported business expense claims. 
• Without guidelines, fraudulent behavior cannot be controlled or addressed, and, therefore, encouraged further. 
• Without a fixed way of recording and storing expense data, you’re left with no insights into spending trends and patterns.    

T&E is not one-size-fits-all 

No two companies are the same, so naturally, not every company’s travel and expense policy is going to look the same. For example, some companies will need to reimburse incidentals, but that won’t really apply for others. Some provide per diem allowances while others only reimburse actual expenses. You get the picture. 

The key to creating an effective and dynamic travel expense policy is to first figure out your organization’s specific needs from a control and spend perspective. And to figure out what you need, you’ll need to analyze your current expenses. Here’s some key factors to consider:  

• How much does an average business trip cost? 
• What percentage of your employee’s travel? 
• How often do they travel? To where? 
• What is your return-on-investment (ROI)? This can be easy or difficult to measure depending on the nature of the trips.  

(Pssst! All that data sound like a daunting task? Don’t worry – travel management software   can make this process so much easier. 

Defining the scope of your T&E policy 

Now that you know what you need, it’s time to set your guidelines.  

Keep in mind: T&E policies are meant to manage and regulate the process for submitting an expense report. As you create it, here are a few expense categories to keep in mind:   

1) Transportation 

Transportation expenses can include airfare, train or bus tickets, car rentals, and taxi or ride-sharing services. A comprehensive travel and expense policy should clearly state which modes of transportation are allowed and what limits are in place for each. 

For example, team members may be allowed to rent a car for up to a certain cost per-day or only use a ride-sharing service for trips under a certain distance. Are your employees flying first or business class? The policy should clearly state which class of flight bookings will be applicable for reimbursements.  

2) Lodging 

Accommodations are another important aspect of business travel. The policy should state the hotels or hotel chains your employees are allowed to stay and what the maximum per-night rate is – and be sure to consider the discounted rates your travel management company  can offer you. 

If hotels aren’t being booked through your travel booking software or dedicated travel consultant, make sure you drive travelers to your preferred booking solution. This way you can define capping amounts for hotel bookings and are not overpaying for hotels or other accommodations. 

3) Meals and Per Diems 

When defining a corporate travel expense policy, remember not to overlook meals and incidentals. The per diem – also known as a subsistence allowance – should cover these expenses, including meals, snacks, incidentals (such as laundry or tips), and even entertainment expenses. It should also provide guidance on what types of meals are covered and what limits are in place. 

For example, employees may be allowed to expense a certain amount for lunch and dinner, but not breakfast or alcoholic beverages. Most importantly, set clear boundaries not to mingle personal and business expenses. So even though your policy does cover a few drinks with clients during a sales pitch, team members shouldn’t use it as an excuse to turn up at happy hour on the company dime. 

4) Corporate credit card expenses 

These cards are typically issued to employees who frequently travel for business, allowing them to charge expenses directly to your company. Not every organization implements corporate credit cards for travel, but if you’re one of the companies that do, you’ll need to lay some ground rules.  

The expense policy should outline what types of expenses are allowed to be charged to the card (like airfare, hotel rooms, and meals), who can use one, and what limits are in place. Just as with per diems, discourage employees from using this card for non-business purposes by emphasizing the consequences for violating policy.   

Creating an effective T&E policy 

Every organization requires rules and regulations to perform its day-to-day operations smoothly. As such, you’ll need to think beyond the basics and deeply consider the current state of your travel expenses. 

A well-written and well-communicated travel and expense policy streamlines travel expense management for the company and simplifies the employee process. 

And trust us: you don’t want to get stuck scrambling for receipts when employees return from a training event or leave them in the dark while waiting for expense reimbursements (talk about a hit to employee morale). 

But the work doesn’t end after successfully writing your first draft. Like any operation, an efficient T&E policy is enforced and consistently refined.  

Communicate your policy to your employees. And if they try to claim excess reimbursement? Stand by your policy. Afterall, it’s there for a reason. 

If your policy says it won’t pay for extra luggage fees, don’t pay them. If it sets a maximum mileage rate, don’t pay above that. The easier you make it to comply, the more your employees will guide themselves. 

Phew – that was a lot. If the thought of building a business travel expense policy for your organization from scratch has you running for the nearest exit, don’t fret. Check out our travel policy  template  to guide the first draft of your policy.  

Stay in the loop.

The world of corporate travel is always changing.  Sign up and never miss a beat. 

How to Create a Travel and Expense Policy Template

A travel and expense policy template is a key part of budget management that benefits both the senior leadership team and employees.

But while the crisis may have dented business travel, that does not deter corporate payables from coming in. Employees continue to incur expenses that are necessary for them to perform their roles. The work-from-home arrangement has also opened new expense categories, such as the purchase of ergonomic chairs and office desks, with the aim of making this set-up as conducive to employees as possible.

Now, with countries like Singapore making great strides in inoculating their population, analysts are expecting a return, albeit gradual, of corporate travel. This, coupled with the anticipated adoption of a hybrid set-up, underscores the importance of a travel and expense policy (T&E policy). This set of guidelines is necessary not just to simplify the reimbursement process, but to centralize a company’s spending management system to save on costs and labour work.

What is a travel and expense policy?

A travel and expense policy is a set of guidelines detailing how employees should book business-related travels, what items can be reimbursed, and how reimbursement works. It lists the company’s do’s and don’ts on all approved business travels to keep potential cases of fraud at bay and bring costs down by creating wider visibility over the budget.

Having an expense policy is essential to streamlining organizational processes, making business expenses more predictable, and helping employees understand the spending limitations of an approved business trip. A travel and expense policy is often part of a wider corporate travel policy, which reflects a company’s culture and values when it comes to how an employee represents the business outside the office premises.

This policy is also key to creating an expense report used to track business spending. With corporate travel expenses accounting for about  10% of a company’s yearly revenue , an expense report is even more crucial to ensure that your business is operating in a cost-efficient manner. Without a travel and expense policy, a company runs the risk of irresponsible spending during a business trip, having misreported expenses, and encouraging fraudulent behaviour.

What should be included in a travel and expense policy template?

A solid travel and expense policy should anticipate all the potential queries of all the stakeholders. When can one upgrade from first class to economy class? Can one bring non-employees during a business trip? Are there different sets of protocols for domestic travel and international travel? 

Failure to address questions like these could lead to overspending, abuses, and fraud, regardless of whether they are intentional or not. Representatives of a company’s finance and human resources department are often in charge of crafting a travel and expense policy. If a company has a dedicated manager for corporate travel, they can get in the mix, as well.

Since the guidelines should be clear and in detail, a travel and expense policy may often take several pages. In some cases, a company may also opt to produce a condensed one-page version summarizing all the key policies. Keep in mind that one of the key goals of a travel policy is to remove ambiguity for better enforcement. To create the guidelines, the following key components must be considered:

Introduction and Purpose

A travel policy should start with a purpose. You should explain to all stakeholders involved that the policy is not just a procedural step but a safeguard to ensure fairness, cut manual work, and improve the overall budget management. If your company has different policies depending on the seniority level or department, your introduction should also clearly explain who the guidelines are for.

The introduction part is also the best venue to mention the benefits (and consequences) of following the protocols, such as getting travel support, to encourage employees to follow them.

Travel booking process

In this section, you should discuss how to book airline tickets and accommodations, specifying the company’s approved booking tool or platform. If your company does not have these, including the contact details of the agent an employee needs to contact if they need to make a booking. The arrangement should likewise include the lead time per travel booking, meaning an airfare or a hotel room booking must be made before a specified number of days before the expected arrival.

This section should also explain the approval process of such bookings. In most cases, the process differs per seniority level. The travel policy needs to write out the names or positions of the approving officers for all types of travel. 

Another component of a travel policy is the guideline for using loyalty programs. Expenses for a business trip are often made through a corporate credit card, which is known for offering lucrative perks. The company must specify whether the employee can use the loyalty points and other perks for personal expenses and if there are limitations to doing so. If a corporate card is issued, the expense policy needs to specify if there are certain purchases that should only be made via the said card and not out of an employee’s own pockets.

In some cases, the employee may choose to extend their stay for personal leisure. The T&E policy must detail the rules around such extensions, tackle differences in airfare and accommodation costs during the additional stay and provide a black-and-white guideline for what your company can cover under your travel policy. Other items that you can discuss under the booking process are the rules for bringing along non-employees during a business trip, as well as the per diem for every type of employee.

Expense categories

The next section is all about expense categories. This is one of the key parts of your  expense policy template  as it will determine how cost-efficient are your guidelines and whether they are aligned with the overall budget. Here are the common categories under expenses:

Travel expenses

This type of expense covers airfare, including the type of airline, approved booking tool, or preferred third-party vendor. The policy should address the nitty-gritty details of corporate travel, such as what type of travel class is allowable. Some companies allow employees to book a business class if a certain mileage is met, while in other cases, only an economy class is permitted for short-haul flights.

Accommodation

Under this section, your company should outline the policies on booking hotels, Airbnb, or apartments. This should cover the authorized booking tool or travel agency, nightly rate ceilings per city or country, the hotel’s star classification, and reimbursable hotel expenses like parking. You can also specify the hotel and negotiate rates whenever available.

Other travel expenses

Corporate travels incur other types of expenses that fall outside of airfares and hotel bookings. They can be:

• Taxi, ride-sharing, car rental, and other commuting fees
• Business meals
• Business-related telephone charges
• Asset repair costs during the business trip

Remember to be as specific as possible when listing down allowable reimbursements. For example, you can set an amount allowed per breakfast, lunch, and dinner meal. In some cases, companies opt for per diem or a daily maximum.

Non-reimbursable expenses

To remove ambiguities, the T&E policy should set out rules on what costs are excluded. This can be as specific as room service charges, room upgrades at an extra cost, and minibar purchases, additional cost and meal expenses of a non-employee joining the business trip, excess baggage, laundry or dry cleaning, parking fines, and entertainment expenses, among others.

When discussing non-reimbursable expenses, seek the opinion of finance leaders and stakeholders who frequently go on business trips to come up with a fair and justifiable list.

Reimbursement process and filing of expense report

In this section, the policy should identify the tool used to file an expense report, the person in charge of receiving the report, the deadline for submission, and the average processing time of reimbursements. But the most important component of this section is the list of items that an employee must include in expense reporting. Typically, these are original receipts that the employee can upload directly to the expense management tool.

Travel support

Other T&E policies dedicate a section to travel support to ensure employees that they are being taken care of during a business trip. This is where you need to specify other information on travel arrangements such as the name and details of the persons in charge in case of flight cancellations or other booking problems. You can also include information on the company’s travel insurance in this section as part of the expense policy template.

Manual vs automated travel expense filing

Corporate travel expenses  easily accumulate especially among companies with frequent jet-setters, making them hard to track and adding to the monthly burden of the finance department. Technology draws the fine line that separates efficient business travel management from the opposite.

Traditional companies that use manual travel expense filing require employees to collect their paper receipts for a specified period and only then can they begin crafting the report. This cumbersome process not only leaves room for costly human errors, but it also extends the work of the HR department by going through piles of receipts, authenticating each, and separating allowable expenses from not. This results in delays to the reimbursement process, slow claim submissions, and loss of productivity. 

Manual filing of expense reports also tends to prevent a company from gaining full visibility into the budget and spending trends, which could have been essential when crafting an effective travel policy.

On the other hand, an automated travel expense filing adopts a centralized and end-to-end expense management process covering claims submissions, authentication, approvals, and release of reimbursement. Under this process, an employee simply has to log the expenses online and directly upload the original receipts, which will then get picked up by the expense management software for it to analyze and extract details from. 

Once submitted, the employee can generate the expense report within minutes, leaving a digital audit trail for all the stakeholders. This process is much more efficient as it offers black-and-white guidelines on what types of expenses are allowable or not while minimizing the possibility of committing fraud.  

Read more on the types of allowable expenses

3 ways you can improve your T&E policy and process

1) go paperless.

Manual work is a daunting task, be it for verification of submitted claims or plain manual data entry. To unload this burden, companies must adopt a paperless policy through an expense management platform. 

Spenmo , for example, requires four easy steps when processing corporate travel reimbursements: first, an employee will have to upload the photo of the original receipt to the Spenmo app; next, they will log a few key details such as expense category, and then send the form to the approving manager; third, the manager will approve or reject the reimbursement request; if approved, the payout will be released in an instant either via the Spenmo dashboard or company payroll.

2) Use Corporate Cards

Assigning a corporate credit card to employees helps fine-tune a company’s expense management by leaving a digital audit trail for all business purchases. The company can customize its account to block certain spends and merchants, giving it full control of and insights into an employee’s incurred costs during travels, as well as reducing the possibility of committing costly human errors. 

Additionally, a corporate card prevents out-of-the-pocket expenses, which often lead to piles of physical receipts that are hard to sort and authenticate individually. It also helps segregate business and personal expenses since transactions made via a corporate card are easily seen and tracked by the finance or human resources department.

3) Keep it up-to-date

You should also revisit your expense policy regularly to ensure that it stays relevant and up-to-date with the existing protocols, be it company-wide or regulatory. The policy should also be readily available to employees to reduce the risk of disobedience. It should be accessible via your travel booking tool, on the company intranet, and on the cloud. The HR should also have a ready-made hard copy for additional access.

A travel expense policy is an essential part of budget management as it helps the company’s senior leadership gain insight into an efficient allocation of money through spending patterns and trends while allowing the employees to claim reimbursements in a fast and systematic manner. It helps reduce the risk of committing fraud by outlining the black-and-white details of what types of expenses are allowable and not, as well as the approved booking tools. 

Companies must fully automate their expense management to remove time-consuming and inefficient manual work such as going through each receipt and authenticating them, a process deemed cumbersome among human resources professionals.

Having an automated expense management platform that supports your travel expense policy also helps centralize the system for all the stakeholders, creating a digital audit trail that anyone can refer back to when verifying a transaction. The expense policy must be relevant to company-wide and regulatory protocols, adopt the latest practices such as the use of corporate credit cards, and be readily available to anyone within the company

Similar posts

How the spenmo team manages its payments.

This article will discuss the use cases of how different departments such as marketing, HR, sales, and our operational team uses Spenmo in our daily...

10 Finance Problems a Payment Management Software Can Solve

Mistakes can arise no matter how detail-oriented your AP team is. Enable your team to be more productive and efficient with a payment management...

The True Cost of Invoice Payments

Finance team employees spend almost 50 hours of their time processing invoices. Find out how automation can reduce the cost of invoice payment...

Stay up to date with Spenmo

Sign up to get the latest news, updates, and special offers delivered directly to your mailbox

10 travel & expense policy samples, templates & resources

Published on January 14, 2023

So it's time to write your company's expense policy. And either you have no idea where to start, or you've done this before and you just want to make sure that you hit all the important points.

Either way, we've got you covered. We've pulled together a handful of useful templates that you can copy directly. And perhaps more useful are the seven real-world expense policies from companies and institutions you've heard of.

See how each approaches its travel and expense requirements differently, and what they each expect from employees. Then use these insights to write a successful policy that team members actually use .

Let’s begin with a collection of ready-to-copy templates to help you create your company expense policy.

Disclaimer : The real expense policy examples below were easily found online and not provided by the businesses themselves. They are to be used for the purposes of comparison and inspiration, and Spendesk will happily remove them from this post if requested.

hbspt.cta.load(2694209, '496b7000-1d9a-42cb-a345-7142cd1cef17', {"useNewLoader":"true","region":"na1"});

Real travel & expense policy samples.

We’ll share hands-on, ready-to-use policy templates shortly. But perhaps more valuable is to see the real travel and expense policies successful companies use .

We’ve pulled out the most noteworthy aspects of each below, and you can click the links to see them in full. Read through a few and decide which company’s approach best matches your own philosophy . It’s always nice to know that there are thriving, famous institutions that think the same way you do.

You don’t need a link to see the full Netflix expense policy - it only contains five words:

“ Act in Netflix’s best interests. ”

For obvious reasons, this has become famous. And it matches Netflix’s overall culture code, which includes a full section on Freedom and responsibility . It’s a fascinating document, including a few highlights:

Our vacation policy is “take vacation .” We don’t have any rules or forms around how many weeks per year. Our leaders make sure they set good examples by taking vacations, often coming back with fresh ideas, and encourage the rest of the team to do the same.

Our parental leave policy is: “ take care of your baby and yourself .” New parents generally take 4-8 months.

Each employee chooses each year how much of their compensation they want in salary versus stock options . You can choose all cash, all options, or whatever combination suits you.

If that sounds like the kind of company you’re building - and you’re willing to back it up - then perhaps the Netflix approach is right for you.

Basecamp’s expense policy is not quite as simple as Netflix’s, but displays a similar ethic. We don’t have the full policy itself, but rather a set of key benefits given to Basecamp employees. These were shared by CEO Jason Fried in a 2016 blog post.

The most important aspect shared is the company’s “no-red-tape business account.” Every employee gets their own American Express card. There’s no need to ask for approval for transactions - just be reasonable.

Which is clearly a highly trusting approach to managing spending. But if you plan to replicate this, you’ll still need to ensure you have a clear process for documenting transactions - otherwise your finance team will be forever in the dark.

Because this post is full of fascinating nuggets, we’d better share a few more:

Employees receive a $100/month massage allowance.

They also receive $100/month towards their gym, yoga studio, or fitness pursuit of choice.

Employees can work from anywhere in the world. “Move cities, keep your job.”

There’s plenty more to read in there. It may not be the exact expense policy that employees use when spending, but it’s fascinating just the same.

In a word: classic. The document is comprehensive and contains all the main expense categories and key pieces of information you’d expect to find. It’s a good example of a more prescriptive (but still easy to follow) policy .

Here are a few highlights:

The BBC has a written sustainable travel policy , and explicitly requires staff to use public transport where possible.

There are specific rules governing “ late night/early morning transport ” (LNEMT), which makes sense given the operating hours of its radio and television channels.

Employees may claim interest incurred on personal credit cards if reimbursement from the BBC was late and this was the reason for the interest.

There are a huge range of incredibly specific rules in this document. Which makes for a very interesting read.

Allowances for things like food, accommodation, and mileage follow HMRC’s recommendations, as you’d expect. Read our detailed explanation of HMRC’s travel expense rules .

Note : This is an older document - last updated in 2015. So it’s possible that it’s no longer 100% up to date. But nonetheless, it’s worth looking through it to see what inspiration you can draw.

As an enormous international company, it’s probably not surprising that FedEd’s policy reads like a legal document more than a set of guidelines . The company likely feels that can’t afford to be unclear about its rules, and has been quite exhaustive in stating what’s permitted.

It’s up to you whether this matches your own philosophy. At Spendesk, we prefer overarching guidelines to prescriptive rulebooks. This suits us better.

Here are some noteworthy sections of FedEx’s travel and expense policy:

The first page of the policy explicitly states that “termination” is a possibility if employees don’t follow the policy . Which makes sense, but isn't always spelled out in a simple policy document.

Expense reports should be submitted on a weekly or per-trip basis . The latter is quite standard, but submitting reports weekly can easily put a huge burden on both travelling employees and finance teams.

Team members are expected to keep all of their receipts for 12 months . This has likely been updated with more companies using e-receipts these days. If not, that’s quite a tall order.

Vice Presidents and above are permitted to travel first class , while other employees are expected to fly coach (economy). For flights longer than six hours, business class may be allowed.

Because this travel policy is so detailed, there’s plenty more of interest to explore.

Bank of England

Similar to FedEx’s, Bank of England’s policy and long and detailed. Similar to the BBC, Bank of England is a public entity and therefore takes fiscal responsibility seriously.

The policy begins by setting out two clear operating principles :

The value-for-money principle : because the bank is accountable to Parliament and the public, it needs to take good care of spending.

The integrity principle : “we should not be influenced by the prospect of personal advantage or gain. We must use the Bank’s resources responsibly for the public good, not to profit personally.”

While quite exhaustive, this policy does read as though written by those with the best interests of both employees and the institution at heart. The language is clear and easy to understand , and many of the ideas are based on what’s good for the individual.

For example, “wellbeing is also important. Travelling long distances and being away from family and friends has a cost. The Bank wants staff to be able to perform at their best when travelling for work.”

This shows that, even if long and quite technical, a good expense policy can also show the care with which a company treats its team .

Dartmouth College

Dartmouth’s travel and expense policy is one of the more legal and technical policies we’ll see. It’s written more like a piece of legislation than a “clear and simple” playbook . Whether that suits your business is your own call, but it probably makes it more difficult to follow for employees.

On the other hand, it’s very comprehensive . And we might imagine that Dartmouth employees are naturally more used to technical and academic writing than the average company employee.

Similar to others we’ve seen above, the document sets out a list of non-allowable expenses, which is important if you want your policy to be exhaustive. It also states clearly the likely penalties if the policy isn’t followed properly.

It’s also worth examining the procurement section near the beginning of the policy . If your business handles lots of high-value purchases, you may be interested in the rules set out by Dartmouth.

Victoria University of Wellington

We can compare Dartmouth’s policy with another academic institute: Victoria University. Similarly, this policy is formulated like a legal document, setting out very clearly what’s permitted and what isn’t.

Despite this, it’s fairly easy to understand and is only 9 real pages of text . Which compared with some others isn’t too daunting.

A few things worth noting:

All University travel should be economy class , with a few narrow exceptions. These exceptions are not related to job description.

For meals, mileage, parking fees, and other on-the-road travel expenses, the University doesn’t state a fixed amount covered . Instead, it will cover “all ordinary, necessary and reasonable expenses required for the individual to undertake approved University travel.”

The second page sets out the ethical framework upon which the whole document was written .

Expense policy templates

Putting an expense policy together is often a long, drawn out process. You need buy-in from different teams, managers, and executive leadership, to ensure you’ve covered all your bases.

And even then, there’s no guarantee that everyone will read and appreciate your hard work. Expense policies are regularly overlooked or ignored , and many employees prefer to do things their own way.

Which is frustrating, of course.

Given this, it doesn’t make sense to devote hours and hours to writing it from scratch. Instead, take one of these templates and tailor it to your own company’s needs .

This is a very clear and easy to understand expense policy , written in plain English (which is always important). It can be downloaded in DOC format, with spaces for you to fill in managers’ names, points-of-contact, and any other important information.

You know, a template.

And a very good one at that. If you simply want a plug-and-play expense policy that you can get live in a hurry, this is the perfect place to start.

Corporate Traveller

This PDF from Corporate Traveller isn’t exactly a copy/paste template like the two above. But it includes the firm’s recommended top 10 elements to include in your own policy.

Some of these don’t feature in our other listed templates, but may be good ideas. For example, “traveller profile forms” which ask frequent travellers for information to the company which might help in an emergency. This isn’t rocket science, but it’s the sort of thing that you might easily forget.

This template is specifically for employee expense reimbursements . We always advise you avoid expense claims , but since most companies still rely on them on some form, it’s a good idea to make sure the rules are clearly stipulated.

Further resources

If all the above isn’t enough information and inspiration to draft a winning expense policy, here are two more excellent resources that give you principles and foundations to build upon.

Expense policy 101: understanding the basics

Company expense policy: a guide for modern businesses

Spend management guide for growing businesses

Create the perfect T&E policy with help from others

As we've seen, there's plenty of inspiration available for finance leaders and managers to craft a winning travel and expense policy. It doesn't have to be a chore.

And on top of the excellent examples we've shared, get help from the people around you. A good expense policy isn't simply a top-down affair. If other team members have input - not just your finance team - you can be confident that your policy will reflect what's best for the whole company.

In the end, it's about writing something that people will actually follow . More often than not, that means a simple, clear, and concise travel and expense policy.

And even better, it might mean a policy that's built into the tools your teams use every day. That's how it works here at Spendesk, and we'd love to help you achieve the same outcome:

More reads on Expense management

Limited company expenses: allowable expenses in the UK & Ireland

The complete guide to company travel & expense management

Employee expense reports: how to fix this broken system

Get started with spendesk.

Close the books 4x faster , collect over 95% of receipts on time , and get 100% visibility over company spending.