Corporate Travel Policy - Primary Areas of Focus
1. Authorisation and Booking
- Who authorises trips?
- How are trips booked and by whom?
- Use of single travel agency?
- Are Purchase Orders required and who issues?
- Who keeps agency aware of authorised trips, bookers and travellers and what is in force?
- How will en-route changes be made and how will additional expenses be handled and authorised?
2. Control/Monitoring Budget
- Who authorises payments?
- Are Cost Centres necessary?
- Quarterly/Annual budgets?
- Who monitors travel expenditure against budget?
- Interface between booking authority and payment authority?
3. Air travel guidelines
- Must all travellers use economy - acceptable criteria for booking Business Class?
- Preferred Carriers - single carrier if possible?
- Who benefits from special deals (e.g. 2 for 1 etc)?
- Frequent flyer programme benefits?
- Long Haul (e.g. over 6 hours) upgrading?
- Non-approved carriers?
4. Accommodation
- Hotel category
- Single or double share rooms, suites allowed?
- Use a preferred chain - exceptions in certain locations?
- Room service and other hotel "extras"?
5. Rental car and ground transportation
- What class (size) is allowed and in what cases?
- Refilling - gas station or rental facility?
- Use a preferred chain - exception in certain locations?
6. Expenses (meals - mileage etc)
- Per day - does it vary by city or purpose of travel?
- Do meals on the aeroplane override meals purchased?
- What is the reimbursement policy?
7. Enforcement and violation policies
- If policy is violated, resulting in higher cost, what is the action to be taken?
- Who is in charge of policy enforcement?
- How often will the policy be reviewed, and by whom?
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