# Business Travel Policy Template, Free Source: https://nerix.ai/templates/travel-policy Set clear rules for work trips: who approves, how to book, what is covered and how to claim. Before you send it Tax treatment of allowances and travel time, and your duty of care when staff travel, vary by country. Check the rules where your staff work. Keep the limits here to amounts you can afford. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/travel-policy) ### Business travel policy **Brightwater Analytics** **Takes effect:** 1 January 2027 **Owner:** Finance Manager ## 1. Purpose This policy says how staff travel for work, what the company pays for and how to claim it. It aims to keep people safe and costs fair. All amounts are in EUR . ## 2. Approval The line manager approves every trip before anything is booked. Trips abroad and trips costing more than EUR 1,500 also need approval from the Finance Manager. ## 3. Booking Book through the company travel account or the travel desk ([travel@brightwater.example](mailto:travel@brightwater.example)). Do not book on a personal card unless the travel desk cannot. ## 4. Flights and trains Economy class. Book at least 14 days ahead where possible. Choose the cheaper reasonable option, not the cheapest if it costs a day of work. ## 5. Hotels Up to EUR 140 a night in a city, EUR 100 elsewhere, breakfast included where offered. Choose a safe, clean hotel close to the work. ## 6. Meals Actual meal costs up to EUR 50 a day with receipts. Alcohol is not covered. ## 7. Local transport and car use Use public transport or a taxi. A rental car needs approval. Personal car use is paid at EUR 0.30 per kilometre. ## 8. Personal time on a trip You may extend a trip at your own cost. Extra days, hotel and flights that change because of it are paid by you. ## 9. Claiming expenses Submit the expense report with receipts within 30 days after the trip. Late claims may not be paid. ## 10. Safety and emergencies Share your itinerary with your manager. Save the emergency number 0000 and our insurer's helpline. Tell us at once if you are ill, delayed or in danger. ## 11. Insurance The company's travel insurance covers all approved trips. Ask the Finance Manager for the policy number. ## 12. If the policy is not followed Costs outside the policy may not be paid, and repeated breaches are handled through the usual HR process. Questions about this policy go to the Finance Manager . Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. People and HR ## What this template is for A business travel policy covering approval, booking, flights, hotels, daily allowances, expenses and safety. Fill it in online, then download as Word or PDF. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all People and HR templates](https://nerix.ai/templates/people-hr) People and HR ## What you fill in The form asks for 15 details. The document fills itself in as you type. - ### Company name For example: Brightwater Analytics - ### Takes effect on For example: 1 January 2027 - ### Policy owner For example: Finance Manager - ### Currency for the limits For example: EUR - ### Who must approve a trip and when For example: The line manager approves every trip before anything is booked. Trips abroad and trips costing more than EUR 1,500 also need approval from the Finance Manager. - ### How to book For example: Book through the company travel account or the travel desk (travel@brightwater.example). Do not book on a personal card unless the travel desk cannot. - ### Flights and trains For example: Economy class. Book at least 14 days ahead where possible. Choose the cheaper reasonable option, not the cheapest if it costs a day of work. - ### Hotels For example: Up to EUR 140 a night in a city, EUR 100 elsewhere, breakfast included where offered. Choose a safe, clean hotel close to the work. - ### Meals and daily allowance For example: Actual meal costs up to EUR 50 a day with receipts. Alcohol is not covered. - ### Local transport and car use optional For example: Use public transport or a taxi. A rental car needs approval. Personal car use is paid at EUR 0.30 per kilometre. - ### Mixing business and personal travel optional For example: You may extend a trip at your own cost. Extra days, hotel and flights that change because of it are paid by you. - ### How and when to claim For example: Submit the expense report with receipts within 30 days after the trip. Late claims may not be paid. - ### Safety and emergencies For example: Share your itinerary with your manager. Save the emergency number 0000 and our insurer's helpline. Tell us at once if you are ill, delayed or in danger. - ### Travel insurance optional For example: The company's travel insurance covers all approved trips. Ask the Finance Manager for the policy number. - ### If the policy is not followed optional For example: Costs outside the policy may not be paid, and repeated breaches are handled through the usual HR process. People and HR ## What is inside The parts of this document, in order. - 1 1. Purpose - 2 2. Approval - 3 3. Booking - 4 4. Flights and trains - 5 5. Hotels - 6 6. Meals - 7 7. Local transport and car use - 8 8. Personal time on a trip - 9 9. Claiming expenses - 10 10. Safety and emergencies - 11 11. Insurance - 12 12. If the policy is not followed Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=travel-policy) ### Was this template helpful? People and HR ## Questions people ask ### What details does this template ask for? The form asks for 15 details, starting with Company name, Takes effect on, Policy owner, Currency for the limits, Who must approve a trip and when. 4 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? Tax treatment of allowances and travel time, and your duty of care when staff travel, vary by country. Check the rules where your staff work. Keep the limits here to amounts you can afford. ### Are these HR templates free? Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price. ### Do the HR templates follow my country's employment law? They assume no country's law. Employment rules differ a lot, so each template says where to check local requirements before you use it. ### Can a small team use them too? Yes. They work for a team of two or a company of two thousand, and you can cut any section you do not need in the Word version. 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