Free Corporate Travel Policy Examples

This is a collection of corporate travel policy examples and templates. You are free to do with these as you wish, including editing them or sharing with others. 

So the boss has given you the task to come up with your company travel policy, has he? Lucky you! Or, maybe you are the boss and you’re finally getting around to creating the policy and being able to scratch it off the “to-do” list? Regardless, you’ve landed in the right place!

Below you will find a collection of travel policy templates customized to various industries that have frequent business travel. These travel policy examples are totally free to download. Each .zip file contains a PDF and a DOC version of the policy. 

Free Travel Policy Template Downloads - Industry Customized

• Construction & Engineering - download.zip (PDF & DOC)
• Entertainment & Media - download.zip (PDF & DOC)
• Government, Defense, and Contractors - download.zip (PDF & DOC)
• Hospitality & Event Planning - download.zip (PDF & DOC)
• Oil & Gas - download.zip (PDF & DOC)
• Sports Teams - download.zip (PDF & DOC)
• Tech Companies & Startups - download.zip (PDF & DOC)
• Travel Nurses - download.zip (PDF & DOC)

Corporate Travel Policy Template (general use)

This is a basic policy, not nessasarily relating to any one industry. A vanilla template, if you will.

1. Purpose

This policy outlines company-wide standards for employee travel. Its purpose is to provide clear procedures for travel booking, expense reimbursement, and employee safety, while ensuring cost-effective and responsible travel practices.

2. Scope

This policy applies to all full-time and part-time employees, contractors, and consultants traveling for work-related purposes at company expense.

3. Pre-Trip Authorization

All business travel must be pre-approved by a manager. Requests must be submitted through the company’s travel portal or approval system at least 7 days in advance. International travel requires director-level approval.

4. Booking Procedures

Employees must use the company’s designated travel platform to book flights, hotels, and ground transportation. This ensures visibility, negotiated rates, and policy compliance.

Flights:
- Economy class is standard for domestic travel.
- Premium Economy may be used for flights over 6 hours.

Hotels:
- Lodging should not exceed $[insert limit] per night unless pre-approved.
- Business-class hotels with Wi-Fi and workspace are preferred.

Ground Transport:
- Rideshare apps (Uber, Lyft) preferred.
- Rental cars allowed if ground travel exceeds 50 miles/day.
- Personal vehicle use reimbursed at the IRS mileage rate.

5. Meal & Per Diem Allowances

Employees will receive a daily per diem or submit receipts for reimbursement.
- Domestic per diem: $[insert amount]/day.
- International per diem: $[insert amount]/day.
- Alcohol and personal entertainment are not reimbursable.

6. Reimbursable Expenses

Employees must submit expenses within 10 business days of returning from a trip.
Required documentation includes:
- Itemized receipts for all expenses over $20.
- Trip dates and purpose.
- Manager approval.
Reimbursement requests must be submitted through the designated expense platform.

7. Non-Reimbursable Expenses

- Airline seat upgrades (without approval)
- Hotel mini-bar and movies
- Personal travel extensions
- Fines, violations, or parking tickets
- Personal gifts or souvenirs

8. Safety and Emergency Protocols

All employees must provide emergency contact details before traveling.
The company offers 24/7 support through its travel desk.
Employees should follow health, safety, and local travel advisories.

9. Conduct During Travel

While traveling, employees are representatives of the company and are expected to act professionally at all times. Company policies on ethics, anti-harassment, and substance use remain in effect.

10. Quick Reference Contacts

- Travel Booking Platform: [Insert URL or system]
- Expense Submission Tool: [Insert platform/tool name]
- Travel Manager Contact: [Insert name/email]
- Emergency Line: [Insert phone/email]

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Corporate Travel Policy Template (construction)

Construction Company Travel Policy Template

1. Purpose

This policy outlines standards and procedures for all employee travel related to construction projects, training, and company operations. The objective is to ensure efficient cost management, crew safety, and clear expectations for reimbursable travel.

2. Scope

This policy applies to all full-time and part-time employees, subcontractors, and forepersons whose travel is authorized and paid for by the company.

3. Travel Eligibility

Travel must be project-related, pre-approved, and aligned with job assignments or scheduled training.
Requests should be submitted to the Field Operations Manager or Project Lead prior to booking.
Last-minute/emergency travel must be approved via phone or text and logged within 24 hours.

4. Booking Guidelines

All travel should be booked through the company’s designated travel platform or trip manager (e.g., Engine.com).

Hotels & Lodging:
- Extended stay or all-suite hotels with full kitchens are preferred for projects over 3 nights.
- Room rate cap: $[insert rate]/night, unless otherwise approved.
- Crew lodging should be close to the job site to reduce daily transportation needs.
- Truck parking availability must be confirmed before booking.

Airfare:
- Flights may be booked only when ground transportation exceeds 6 hours one-way.
- Economy class only, unless project timelines require upgraded flexibility.

Ground Transportation:
- Company vehicles should be used when available.
- Rental trucks/vans must be approved by Field Operations.
- Personal vehicles may be used and reimbursed at the IRS mileage rate if prior approval is given.
- Carpooling is required when crews travel to the same project site.

5. Per Diem & Meals

Standard per diem: $[insert amount]/day domestic.
Meals provided on-site (catered, per diem, etc.) must be deducted from reimbursement.
Receipts are required for all expenses above $20 unless using flat-rate per diem.

6. Expense Reimbursement

Submit expense reports through [insert expense tool or process] within 10 business days of returning from a job.
Required documentation:
- Receipts for lodging, fuel, tolls, parking, and meals
- Job code or project number
Unapproved expenses may not be reimbursed.

7. Non-Reimbursable Expenses

- Alcohol, tobacco, or cannabis
- Hotel entertainment (movies, room service)
- Speeding or traffic violation fines
- Personal travel deviations
- Additional guest charges (family/friends)

8. Travel Safety

All travelers must carry a valid driver’s license and insurance (if using a personal vehicle).
Employees are required to follow OSHA safety guidance when traveling to remote sites.
In case of emergency while traveling, notify [Supervisor or HR contact] and document incident.

9. Long-Term Assignments

Projects lasting longer than 14 days may include special lodging arrangements (e.g., corporate housing).
Per diem rates may be adjusted to reflect regional cost of living.
Weekend travel home is subject to pre-approval and project timelines.

10. Conduct While Traveling

Employees are expected to represent the company professionally.
All jobsite conduct policies apply while offsite, including zero tolerance for harassment or discrimination.
Crew members should avoid disruptive behavior at hotels or shared lodging facilities.

11. Quick Reference Contacts

- Travel Coordinator or Trip Manager: [Name, phone, email]
- Project Lead Contact: [Insert]
- Travel Booking Portal (if applicable): [Insert platform]
- Expense Reimbursement Portal: [Insert platform/tool]
- Emergency Travel Hotline: [Insert contact]

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Corporate Travel Policy Template (government)

Construction Company Travel Policy Template

1. Purpose

This policy outlines standards and procedures for all employee travel related to construction projects, training, and company operations. The objective is to ensure efficient cost management, crew safety, and clear expectations for reimbursable travel.

2. Scope

This policy applies to all full-time and part-time employees, subcontractors, and forepersons whose travel is authorized and paid for by the company.

3. Travel Eligibility

Travel must be project-related, pre-approved, and aligned with job assignments or scheduled training.
Requests should be submitted to the Field Operations Manager or Project Lead prior to booking.
Last-minute/emergency travel must be approved via phone or text and logged within 24 hours.

4. Booking Guidelines

All travel should be booked through the company’s designated travel platform or trip manager (e.g., Engine.com).

Hotels & Lodging:
- Extended stay or all-suite hotels with full kitchens are preferred for projects over 3 nights.
- Room rate cap: $[insert rate]/night, unless otherwise approved.
- Crew lodging should be close to the job site to reduce daily transportation needs.
- Truck parking availability must be confirmed before booking.

Airfare:
- Flights may be booked only when ground transportation exceeds 6 hours one-way.
- Economy class only, unless project timelines require upgraded flexibility.

Ground Transportation:
- Company vehicles should be used when available.
- Rental trucks/vans must be approved by Field Operations.
- Personal vehicles may be used and reimbursed at the IRS mileage rate if prior approval is given.
- Carpooling is required when crews travel to the same project site.

5. Per Diem & Meals

Standard per diem: $[insert amount]/day domestic.
Meals provided on-site (catered, per diem, etc.) must be deducted from reimbursement.
Receipts are required for all expenses above $20 unless using flat-rate per diem.

6. Expense Reimbursement

Submit expense reports through [insert expense tool or process] within 10 business days of returning from a job.
Required documentation:
- Receipts for lodging, fuel, tolls, parking, and meals
- Job code or project number
Unapproved expenses may not be reimbursed.

7. Non-Reimbursable Expenses

- Alcohol, tobacco, or cannabis
- Hotel entertainment (movies, room service)
- Speeding or traffic violation fines
- Personal travel deviations
- Additional guest charges (family/friends)

8. Travel Safety

All travelers must carry a valid driver’s license and insurance (if using a personal vehicle).
Employees are required to follow OSHA safety guidance when traveling to remote sites.
In case of emergency while traveling, notify [Supervisor or HR contact] and document incident.

9. Long-Term Assignments

Projects lasting longer than 14 days may include special lodging arrangements (e.g., corporate housing).
Per diem rates may be adjusted to reflect regional cost of living.
Weekend travel home is subject to pre-approval and project timelines.

10. Conduct While Traveling

Employees are expected to represent the company professionally.
All jobsite conduct policies apply while offsite, including zero tolerance for harassment or discrimination.
Crew members should avoid disruptive behavior at hotels or shared lodging facilities.

11. Quick Reference Contacts

- Travel Coordinator or Trip Manager: [Name, phone, email]
- Project Lead Contact: [Insert]
- Travel Booking Portal (if applicable): [Insert platform]
- Expense Reimbursement Portal: [Insert platform/tool]
- Emergency Travel Hotline: [Insert contact]

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Corporate Travel Policy Template (oil & gas)

Travel Policy Template for Oil, Gas & Energy Sector Professionals

1. Purpose

This policy outlines procedures and expectations for travel related to field operations, engineering assignments, compliance visits, and rotating shift work in the oil, gas, and energy sectors.

2. Scope

Applies to all field technicians, engineers, inspectors, consultants, and support staff traveling to remote rigs, plants, substations, and energy facilities.

3. Travel Authorization & Planning

All travel must be approved by a project supervisor or operations manager.
Trip requests should include site location, project code, and duration of assignment.
Travel to restricted or high-risk regions must follow HSE protocols.

4. Transportation & Site Access

Air Travel:
- Economy class for domestic flights.
- Business class permitted for international or intercontinental assignments > 8 hours.

Ground Travel:
- 4WD rental vehicles or company trucks may be used for off-road access.
- Personal vehicle use requires prior approval and mileage logs.
- Helicopter or crew transport services must follow site-specific safety standards.

5. Lodging & Rotational Housing

Rotational workers may be assigned to:
- Company-owned housing or man camps.
- Extended stay hotels near facilities.
- Per diem for self-arranged accommodations.

Housing must meet company safety and hygiene standards. Shared housing arrangements must be pre-approved.

6. Per Diem & Reimbursement

Per diem rates are based on location and GSA or company guidelines:
- Meals, incidentals, and laundry (after 4+ nights) included.
- Fuel and tolls reimbursed with receipts.

Expense reports must be submitted within 10 business days post-trip, using [Insert Expense Tool].

7. Safety Protocols

Travelers must complete required HSE training prior to deployment.
- PPE must be carried to all job sites.
- Emergency procedures vary by location and must be reviewed prior to travel.
- Contact info for onsite safety officers must be on file.

8. Equipment Transport

Company equipment (tools, meters, drones, etc.) must be documented before travel.
Oversized or hazardous items must be coordinated with logistics and approved for transport.

9. Behavior & Representation

Employees represent the company while on-site and during travel. Professional behavior is required at all client sites, airports, lodging facilities, and when interacting with vendors or partners.

10. Support & Key Contacts

- Field Travel Coordinator: [Insert contact]
- Expense Submission Helpdesk: [Insert contact]
- Emergency Response Contact: [Insert phone/email]
- HSE Officer or Safety Lead: [Insert name/contact]

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Corporate Travel Policy Template (sports teams)

Travel Policy Template for Sports Teams

1. Purpose

This policy provides standardized guidelines for athletic team travel to ensure safety, accountability, and budget adherence for players, coaches, and staff during sanctioned team trips.

2. Scope

Applies to all athletes, coaches, trainers, and support staff participating in team-sanctioned travel for games, tournaments, training camps, and recruitment events.

3. Travel Authorization

All team travel must be approved by the Athletic Director or Program Manager.
Travel plans should be submitted at least 14 days prior to departure, unless otherwise approved for last-minute competitions.

4. Transportation & Booking

Transportation and lodging will be arranged by team administrators unless otherwise noted.

Flights:
- Teams will fly coach/economy on approved carriers.
- Checked bags and team equipment fees are covered.

Buses/Vans:
- Charter or rental vehicles must be arranged through approved vendors.
- Drivers must be licensed and insured.

Hotels:
- Rooming assignments will be coordinated in advance.
- Players will share rooms; coaches/staff may receive private rooms depending on seniority.
- Lodging must be within safe, reasonable distance of the venue.

5. Meals & Per Diem

Meals may be provided directly or through a per diem allowance.
- Standard meal per diem: $[insert amount]/day.
- Meals arranged through hotels, caterers, or restaurants must accommodate dietary restrictions.
- Snacks and hydration must be provided on game days.

6. Behavior & Conduct

All travelers represent the team and institution. Athletes and staff are expected to follow the team’s code of conduct at all times, including during transit, at hotels, and at competition sites.

Curfews, team meetings, and travel schedules are mandatory. Failure to comply may result in removal from future travel opportunities.

7. Medical & Safety Protocols

A designated team trainer or medical contact must accompany the team when required.
Emergency contacts must be submitted prior to departure.
Athletes are responsible for managing prescriptions and injury care routines while traveling.

8. Expense Guidelines

Covered Expenses:
- Flights, lodging, team meals, team transport, competition fees, and gear.

Non-Reimbursable:
- Personal purchases (souvenirs, personal food, entertainment)
- Room service, hotel movies
- Unapproved lodging upgrades

9. Chaperone & Supervision Guidelines

Chaperones, coaches, and administrators are responsible for maintaining safety and order during trips.
All minors must be supervised at all times.
Staff must conduct periodic room checks and maintain an up-to-date headcount.

10. Contact Information

- Travel Coordinator: [Insert name/contact] - Athletic Director: [Insert contact] - Medical Staff Contact: [Insert name] - Emergency Hotline: [Insert number or email]

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Corporate Travel Policy Template (tech & start-ups)

Corporate Travel Policy Template for Tech Companies

1. Purpose

This policy outlines company-wide standards for employee travel. Its purpose is to provide clear procedures for travel booking, expense reimbursement, and employee safety, while ensuring cost-effective and responsible travel practices.

2. Scope

This policy applies to all full-time and part-time employees, contractors, and consultants traveling for work-related purposes at company expense.

3. Pre-Trip Authorization

All business travel must be pre-approved by a manager. Requests must be submitted through the company’s travel portal or approval system at least 7 days in advance. International travel requires director-level approval.

4. Booking Procedures

Employees must use the company’s designated travel platform to book flights, hotels, and ground transportation. This ensures visibility, negotiated rates, and policy compliance.

Flights:
- Economy class is standard for domestic travel.
- Premium Economy may be used for flights over 6 hours.

Hotels:
- Lodging should not exceed $[insert limit] per night unless pre-approved.
- Business-class hotels with Wi-Fi and workspace are preferred.

Ground Transport:
- Rideshare apps (Uber, Lyft) preferred.
- Rental cars allowed if ground travel exceeds 50 miles/day.
- Personal vehicle use reimbursed at the IRS mileage rate.

5. Meal & Per Diem Allowances

Employees will receive a daily per diem or submit receipts for reimbursement.
- Domestic per diem: $[insert amount]/day.
- International per diem: $[insert amount]/day.
- Alcohol and personal entertainment are not reimbursable.

6. Reimbursable Expenses

Employees must submit expenses within 10 business days of returning from a trip.
Required documentation includes:
- Itemized receipts for all expenses over $20.
- Trip dates and purpose.
- Manager approval.
Reimbursement requests must be submitted through the designated expense platform.

7. Non-Reimbursable Expenses

- Airline seat upgrades (without approval)
- Hotel mini-bar and movies
- Personal travel extensions
- Fines, violations, or parking tickets
- Personal gifts or souvenirs

8. Safety and Emergency Protocols

All employees must provide emergency contact details before traveling.
The company offers 24/7 support through its travel desk.
Employees should follow health, safety, and local travel advisories.

9. Conduct During Travel

While traveling, employees are representatives of the company and are expected to act professionally at all times. Company policies on ethics, anti-harassment, and substance use remain in effect.

10. Quick Reference Contacts

- Travel Booking Platform: [Insert URL or system]
- Expense Submission Tool: [Insert platform/tool name]
- Travel Manager Contact: [Insert name/email]
- Emergency Line: [Insert phone/email]

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Corporate Travel Policy Template (travel nurses)

Travel Policy Template for Travel Nurses

1. Purpose

This policy provides clear guidelines for travel nurses on assignment-related travel, covering booking procedures, reimbursable expenses, housing standards, and safety protocols.

2. Scope

Applies to all contract and staff nurses traveling for temporary assignments, orientation, or training as coordinated through the staffing agency or employer.

3. Assignment Travel Approval

Travel must be approved by a staffing coordinator or recruiter before booking.
Approved assignments will include documentation outlining destination, assignment length, and approved start date.

4. Travel & Housing Arrangements

Nurses may choose to:
- Use agency-booked travel and housing, or
- Arrange their own travel and receive reimbursement (if approved in advance).

Housing Standards:
- Private housing (hotel or short-term rental) is required unless otherwise agreed.
- Must include kitchen access and be within 30 minutes of the worksite.
- Safety and proximity to medical facilities are priority considerations.

5. Travel Reimbursement Guidelines

Eligible reimbursable expenses include:
- Airfare or mileage to assignment location (whichever is lower).
- One checked bag (for flights).
- Lodging costs if not provided by the agency.
- Ground transportation (Uber, rental car, or public transit).
- Meals on travel days up to $[insert amount]/day.

Receipts must be submitted within 10 business days of arrival.

6. Non-Reimbursable Expenses

- Personal travel or sightseeing
- Extra guests in agency-paid lodging
- Room service, alcohol, or hotel entertainment
- Upgrades not pre-approved

7. Emergency Protocols

Nurses must provide emergency contact details and check in upon arrival.
In case of travel delays, accidents, or unsafe conditions, notify your recruiter immediately.
The agency provides 24/7 support during travel.

8. Conduct & Professionalism

Nurses are expected to maintain professional conduct while representing the agency.
All housing and travel-related behavior should comply with employer standards and state licensing regulations.

9. Return Travel

At assignment end, return travel may be booked by the agency or reimbursed after approval. Early departures require coordinator approval unless due to medical or family emergencies.

10. Quick Contacts

- Travel Nurse Coordinator: [Insert name/contact]
- After-Hours Support: [Insert phone/email]
- Housing/Booking Desk: [Insert platform or email]
- Expense Reimbursement Portal: [Insert tool or process]

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