Travel Policy
                     Travel  Policy
An Overview 
Index 
• Benefits of Having Travel policy in the company 
• What  makes an effective travel policy
• Purpose of travel policy 
• General guidelines to be followed  in the policy 
•  International entitlements
• Classification of countries
• Domestic travel entitlements
• Classification of  cities
• Process for expense reporting
• Expense Payment
Benefits of Having Travel policy in the company 
● Complete and robust management of “ 
company travel policy and procedure”.
● Substantial Cost savings for the company as the 
1
company gets the negotiated rates by 
consistently using the preferred airline, Car 
rentals, Hotels etc.
● Company fulfils its responsibilities towards 
employee care and help.
2 ● Employee can focus on the core business 
without worrying for little details related to 
travel.
● Parameters as defined under “Business travel 
policy” are known to all employees so there is 
no confusion while making travel 
3
arrangements. 
● Travel policy set clear guidelines to be followed 
while travelling.
Some more benefits.........
● Time-saving is another important aspects by 
defining clear rules and regulations to be 
followed under travel policy
4
● Safe for employees to travel long/short 
distances whether domestic or international 
Twriatnhs tphaer ecnotm wpaaynsy o afu ctahrorryiisnegd o vuetn ed● voerrsy. 
transaction from employees and employer end.
● Makes and speed up the reimbursement 
5 process as both the employee and employer 
are known of claim process to be followed as 
per policy directives
● Travel policy in place develops a more cost-
conscious culture
● Generates valuable corporate travel data.
What  makes an effective travel policy
Proper 
feedback 
needs to be 
taken Need to 
provide some 
Practical 
basic "Do's 
concerns "and don'ts 
which include 
"safety "while 
designing the 
procedure " 
corporate 
travel policy
Consider 
Employees including non-
ways to 
expense 
conduct related 
themselves 
material in 
become more 
important. the travel 
policy
Purpose of travel policy 
The “Purpose 
of travel It is also 
policy”  is to it is expected meant to 
ensure that from reimburse the 
the travel employees amount spent 
expense of that they will by an 
the company follow the employee 
is controlled "travel when on 
by guidelines for international 
establishing employees “ or domestic 
certain travel.
standards
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International entitlements
                                        Entitlement in Euros/ country 
Level Class A  Class B Class C 
countries countries countries 
12 - 14 225 200 175
8-11 200 175 150
4-7 175 150 120
Classification of Countries 
                                      Classification of Countries 
Group                                    Countries 
    A Americas region,  Australia and North 
France, Italy, North, Asia.
and West Europe
    B Central and South Africa, East Asia, and 
Europe, Middle East South East Asia
     C South  Asia Excluding India 
Domestic travel entitlements
                                                     Entitlement( in Rs.) City/Town 
Level A B C
12-14 14,000 8,000 5,000
8- 11 10,000 6,000 3,000
4-7 6,000 4,000 2,000
Classification of cities 
                                                  Classification of Cities 
Class Cities 
A Mumbai, Delhi, Hyderabad, Indore, 
Pune, Kolkata,  Bangalore
B All state capital and union territories 
C All other cities and towns
Process for expense reporting 
Expense Payment 
All the 
expense 
Credit payment is 
made by the 
card not finance 
for department.
personal 
use 
Finance 
validates 
the bills
Form for 
issuance of 
credit card  
taken by 
employee For 
internation
al travel, 
credit card 
is issued