How to Write a Simple Employee Travel Policy (Template + Examples)

Small businesses don’t need a 40-page corporate travel manual. You need a clear, one-page policy that answers the questions employees ask before they book—and protects the business from surprise costs, safety issues, and awkward reimbursements.

This guide gives you a simple framework plus a copy/paste template you can customize in under an hour.

What a good travel policy should do

A simple travel policy should:

• Set spending expectations (without nickel-and-diming)

• Make booking easy and consistent

• Clarify what’s reimbursable (and what isn’t)

• Reduce risk (safety, data security, emergencies)

• Prevent “case-by-case” decisions that feel unfair

The 10 sections to include (keep it simple)

You can cover 95% of situations with these sections:

1. Who the policy applies to

2. When travel is approved / who approves it

3. Booking rules (how to book, how far in advance)

4. Airfare & ground transportation

5. Lodging

6. Meals & incidentals

7. Reimbursements & receipts

8. Personal travel add-ons (bleisure) and companions

9. Safety & emergency expectations

10. Tech & data security while traveling

Copy/paste travel policy template (edit the brackets)

1) Purpose & scope

This policy applies to all employees traveling for business on behalf of [Company Name]. It covers booking, expenses, reimbursements, and safety expectations.

2) Travel approval

All business travel must be approved in advance by [Role/Name].

• Submit travel request at least [X] days before departure when possible.

• Travel should be booked at least [X] days in advance to control costs.

3) Booking guidelines

• Employees should book travel through [tool/person/site].

• Choose reasonable options that balance cost, schedule, and safety.

• If a lower-cost option adds significant risk or time (e.g., overnight layovers), employees may choose a reasonable alternative.

4) Airfare

• Standard class: [Economy/Main Cabin] unless pre-approved.

• Preferred airlines: [optional].

• Baggage fees are reimbursable when required for the trip.

5) Ground transportation

Reimbursable options include:

• Rideshare/taxi to and from airports

• Rental cars when more cost-effective than rideshare

• Public transit when safe and practical

Employees should choose the most reasonable option for the location and schedule.

6) Lodging

• Book safe, reputable lodging within a reasonable distance of the work site.

• Nightly limit: [$X] (or “reasonable for the market”).

• Employees should avoid booking non-refundable rates unless the trip is confirmed.

7) Meals & incidentals

Choose one approach (don’t mix unless you have to):

Option A: Per diem (simple)

• Meals per diem: [$X/day]

• Receipts: [required/not required]

Option B: Reimbursement (more precise)

• Meals are reimbursed up to [$X/day]

• Alcohol: [reimbursable/not reimbursable]

• Receipts required for meals over [$X]

8) Non-reimbursable expenses (examples)

• Personal entertainment

• Room service (unless pre-approved)

• Upgrades not required for business

• Fines/parking tickets

• Expenses for companions

9) Personal travel add-ons (“bleisure”)

Employees may extend a business trip for personal reasons if:

• The business portion remains the priority

• The company only pays for business-related costs

• Any incremental costs (extra hotel nights, fare differences) are paid by the employee

10) Reimbursements & receipts

• Submit expenses within [X] days of trip completion.

• Receipts required for expenses over [$X].

• Reimbursements are paid via [payroll/AP tool] within [X] business days.

11) Safety & emergencies

• Employees should share an itinerary with [manager/ops].

• In an emergency, contact [name/number] and local emergency services.

• If a situation feels unsafe, employees should prioritize safety and notify management as soon as possible.

12) Tech & data security (quick rules)

• Use company-approved devices for work whenever possible.

• Avoid public Wi‑Fi for sensitive work; use [VPN/hotspot].

• Enable MFA on email and critical systems.

• Report lost/stolen devices immediately to [IT contact].

Examples: three simple versions by company type

Example 1: Small service business (occasional travel)

• No per diem; reimburse meals up to $60/day with receipts

• Economy flights only

• Hotel “reasonable for market,” no strict cap

• Approvals required for any trip over $1,000

Example 2: Sales team (frequent travel)

• Per diem $75/day, no meal receipts

• Preferred airline/hotel programs encouraged

• Rideshare default; rental car only when cheaper

• Clear “bleisure” rules to avoid fare disputes

Example 3: Field/technical team (site work)

• Rental car standard

• Hotel within 20 minutes of site for safety

• Higher meal cap due to limited food options

• Strong safety + emergency escalation section

Common mistakes to avoid

• Being too vague (“reasonable” without examples)

• Being too strict (creates workarounds and resentment)

• No receipt rules (finance chaos)

• No safety guidance (risk you don’t want)

• No bleisure policy (constant exceptions)

Bottom line

A simple travel policy reduces costs, speeds up booking, and keeps things fair. Start with the template above, choose a per diem or reimbursement approach, and keep approvals clear.