Business travel policy template

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This policy is aimed at staff travelling on business paid for by the company, and covers approval and travel expenses.

This policy has three parts: an 'overview' that explains what it's about, 'scope' which details who it applies to, and 'general principles' that list the main rules it follows.

Why this policy is necessary

This Business travel policy template aims to offer you a versatile and customisable tool, serving as a solid foundation for your needs. Utilise it to ensure consistency, enhance accuracy, and save valuable time.

Adapt it to suit your unique requirements, ensuring efficiency and effectiveness in your HR processes.


Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
242 words, 1 page A4
Date last reviewed icon
Date last reviewed
1 July 2024
business travel policy template

Business travel


The purpose of this company travel policy is to outline the authorisation and reimbursement process for travel arrangements and expenses, list the company-paid travel expenses; and establish protocols that oversee the travel arrangement process.


This company travel policy is applicable to all employees of [company name].

General principles


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

Expense claims

Employees are expected to submit an expense claim to the finance department. This must include all company-paid expenses expenses.

Arranging travel

All travel arrangements must be reserved at least [number of weeks] weeks before the travel date. Travel must be authorised by [name] in advamnce of the booking. The finance department will be responsible for payment of all travel-related expenses, including accommodation.

Travel costs

[Company name] employees are entitled to a company-paid travel ticket for any means of travel that the employee(s) require, including a [type of class] return flight, rail, taxi etc..


[Company] employees are permitted to arrange overnight accommodation while traveling for company purposes.


[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.

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This policy [does not] form[s] part of your terms and conditions of employment.

Version: [1.0]

Issue date: [date]

Author: [name, job title]

Why choose our Business travel policy template?

Our content:

Is easy to edit and execute, with comprehensive implementation guidance.
Is designed by accredited, experienced HR practitioners.
Maintains your compliance with ACAS guidelines, legislation, and industry best practices.
Includes 12 months access to your purchase, with email alerts if updated or expanded.

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