Your Company Name /Logo
Corporate Travel Policy
Distribution / Issuance / Review
Effective Date: 3/5/08
Distribution: All employees
The following travel policy supersedes the travel document issued on (Date). All changes or
additions to the policy are in bold type for easy reference. Any questions on this policy may be
addressed to __________________, our travel coordinator.
It is the employees’ responsibility to ensure compliance to these policies, as well as any updates
that may be issued.
This policy has been approved by the President, and is applicable to all locations of (Company
Name). Although this policy is to be distributed to all employees who incur costs on behalf of
Company Name, it is the responsibility of the senior person at each location to ensure compliance
to the policy.
Company Philosophy / Statement Of Purpose
While it is understood that travel sometimes can be an imposition, COMPANY NAME strives to
create a balance between traveller comforts and cost effectiveness. The following guidelines were
created to be equitable to employees while maintaining standard business practices.
Employees of COMPANY NAME will be reimbursed for necessary and actual expenses that are
incurred while performing company business. While employees are not expected to suffer
financial or personal hardships while traveling on company business, neither are they to enjoy
financial gain nor raised standard of living. Employees are expected to exercise prudent business
judgment in relation to all travel and entertainment expenses. Only actual expenditures will be
reimbursed; estimated expenses are not permitted.
These policies are for all employees of COMPANY NAME, as well as for any of its subsidiary
Table of Contents
Method of Making Travel Arrangements 4
Air Travel 6
Ground Transportation 11
Payment Methods 15
Expense Reports 15
Method of Making Travel Arrangements
Before traveling for the first time, COMPANY NAME recommends that each employee complete a
UNIGLOBE Personal Travel Profile. This profile can be found online at the UNIGLOBE website at
www.uniglobeatlanta.com. This will allow UNIGLOBE to provide a high level of personalized
service, and to speed up the reservation process. Once this information is stored in the
UNIGLOBE reservation system, the UNIGLOBE travel counsellor will not have to ask again for
this basic yet pertinent information. It should be noted that it is the employee's responsibility to
advise UNIGLOBE of any changes to this information by calling their office, completing an update
online or on the web based booking engine sponsored by UNIGLOBE.
All employees must receive authorization to travel prior to issuance of any travel documents. The
employee is to make all bookings with UNIGLOBE, obtaining the best fare quote(s).
Executive level Officers may approve all air travel for themselves and their subordinates.
How To Make Travel Arrangements Prior To Departure
All corporate travel arrangements are to be made through the UNIGLOBE Total Access Booking
site or with their office and contacts listed below:
UNIGLOBE FIVE STAR TRAVEL
3330 Piedmont Rd. NE
Atlanta, GA. 30305
Travel arrangements should be made as early in advance as possible in order to take advantage
of savings available in the marketplace. Additionally, the flexibility of the employee to alter their
travel plans may assist COMPANY NAME to reach their cost savings' goal.
Please note that UNIGLOBE also has a separate Leisure Travel Department that can assist
employees with their vacation planning.
The following planning tips will assist COMPANY NAME to reduce our travel budget, and should
be used whenever practical:
travel reservations should be made as far in advance as possible, but at least five days prior
find out when the best fares are available before business meetings are confirmed
one multiple client trip is usually more cost effective than separate trips
How To Make Travel Arrangements While Traveling, Or After Normal Business Hours
Should it be necessary to alter your travel plans while away from home or office, or if you need
emergency travel assistance after normal business hours, call the UNIGLOBE toll-free number 1-
800-206-1533 and provide VIT CODE: E6940. For non-emergency assistance of reservations for
future travel you should use the UNIGLOBE Total Access Booking Engine or call UNIGLOBE
during normal business hours. Additionally, UNIGLOBE has access to our corporate agreements
with the travel suppliers, and booking through their toll-free number will ensure COMPANY NAME
of the best available rates. As tickets are valuable tender and most carry penalties to cancel, the
employee is reminded to make any change or cancellation requests PRIOR to your scheduled
travel by contacting the UNIGLOBE office or after-hours service.
Meeting / Group / Incentive Travel
As UNIGLOBE is assisting COMPANY NAME to reduce our travel and entertainment budget by
negotiating cost saving programs with travel suppliers, COMPANY NAME encourages the use of
UNIGLOBE for meeting, group, and incentive travel. Travel suppliers providing COMPANY NAME
with cost saving programs are to be utilized whenever possible.
Unless otherwise advised by UNIGLOBE all travel documents will be delivered electronically via
email as 99% of all tickets are electronically issued. Your emailed itinerary/invoice will serve as
your airline ticket/confirmation. Please print it and retain it for your records and any expense
reporting that may be required. Employees should review the travel documents to ensure the
accuracy of their requests.
Internal Reporting Procedures
Although COMPANY NAME has tried to choose reputable travel suppliers for our employees, we
recognize that occasionally something may not be to the employee's satisfaction. Please help us
monitor our supplier's performance by advising the travel coordinator, Caroline Hottle of the
concerns. The Travel Coordinator, in conjunction with UNIGLOBE, will research the
circumstances and resolve the issue.
Class of Service Allowed
COMPANY NAME employees are to travel on the lowest logical available airfare at the time of
booking and/or flight time. COMPANY NAME has supplied UNIGLOBE with reasonable
parameters in order to determine the balance between cost savings and travelers' comfort.
Pre-trip exception reports to this policy will be provided to COMPANY NAME, and employees will
be asked to justify the use of a higher fare.
COMPANY NAME has requested that UNIGLOBE provide management information reports
detailing who has, and has not, traveled at the lowest available airfare. Employees traveling on
flights less than three hours who have not utilized the lowest available fare may be asked to justify
this decision in writing to the President.
COMPANY NAME recognizes how stressful travel can be, and therefore has instructed
UNIGLOBE to book direct, non-stop flights whenever possible.
On flights less than three hours in duration, employees are to travel at the lowest available rate
within a one hour window of convenience. For flights over three hours in duration, employees are
to travel at the lowest available rate within a 2 hour window of convenience. However, should
coach or economy class not be available, and the employee's business is deemed too urgent to
wait for the next flight, then First class travel may be allowed with written pre-approval from the
employee's immediate supervisor. Upon return from the trip, the written approval is to be attached
to the employee's completed expense report. It should be noted that this approval is valid only for
the specific situation, and may not be used for subsequent trips.
Stops en route or change of aircraft may not delay the employee more than one and a half hour if
a direct, non-stop flight is available, and the savings must exceed $100.00
On flights more than three hours in duration First class travel may be allowed with written
pre-approval from the employee's immediate supervisor.
Employees may travel first class at anytime when traveling with a client who is allowed to travel
first class. Approval prior to travel is required by the employee's direct report.
Employees are not to request specific flights or carriers as this may neutralize the ability of
COMPANY NAME to obtain the lowest airfare.
First class travel is only allowed for Executive level Officers or above when flights are under 3
Business class travel is acceptable for international flights outside North America.
Number Of Executives / Employees On One Airplane, Ground Transportation Or Lodging
When a large number of employees are traveling to the same destination, the senior most person
traveling is responsible for determining the potential risk to the company in the event of a travel
catastrophe. This individual may look at feasibility of utilizing multiple aircraft, lodging, or ground
Frequent Flyer Programs
Employees are allowed to keep their frequent flyer bonus points as long as they do not travel
unnecessarily, or cause COMPANY NAME to incur costs above the lowest available airfare,
lodging or car rental. Use of COMPANY NAME's preferred suppliers must also receive preference
so as to not jeopardize any existing negotiated programs.
Bonuses derived from frequent flyer programs may be retained by the employee as long as
COMPANY NAME does not incur additional costs, or jeopardize any of COMPANY NAME's
negotiated programs with preferred travel suppliers.
The accumulation of individual travel points must always be secondary compared to the most
advantageous fare available to and paid for by COMPANY NAME.
Airline Club Dues
Airline Club dues are the responsibility of the employee, and are not reimbursable by COMPANY
Since most airline tickets carry change/cancel penalties all employees are required to notify
UNIGLOBE prior to their scheduled departure to avoid excessive penalties and possible loss of
Combining Vacation With Business Travel Or Saturday Night Stay
Employees are allowed to extend their business trip into vacation time, provided that the
employee directly pays all additional costs. The personal expenses are not to be paid with
COMPANY NAME's Corporate Card, and are not to appear on the employee's expense report.
However if an employee elects to stay over a Saturday night in order to reduce the cost of the
airfare, COMPANY NAME will reimburse the employee for lodging, meals, and car rental,
provided that the cost does not exceed the cost of the airfare if the employee was not staying a
Side trips of a personal nature in conjunction with a business trip must be approved by the
employee's direct report. UNIGLOBE will advise the employee of the difference in fares between
the straight business trip and the extended one. The employee is responsible for all additional
costs, and this payment must take place upon issuance of the airline ticket. Employees are
allowed to downgrade the ticket as long as they are aware of the dangers associated with penalty
fares. Should the employee downgrade and a change of plans occurs for either business or
personal reasons, the employee is responsible for all incurred penalty charges.
Spouses are not encouraged to travel with employees as they might distract from the business at
hand. If the spouse however does travel with the employee, then the employee must separately
pay for all her/his travel expenses. In the event that COMPANY NAME asks the spouse to travel
with the employee, COMPANY NAME would incur the additional travel expenses. This is provided
that the spouse travels as per the company policy.
Although COMPANY NAME discourages the presence of anyone who may disrupt the business at
hand, an employee may occasionally choose to combine business with personal or family travel.
In this situation, employees are not allowed to downgrade their airline ticket or hotel
accommodations in order to cover the additional personal expenses.
Telephone Calls On Board Aircraft
Telephones on board aircraft are only to be used in a situation when a delay could seriously
jeopardize company business.
Weekend Return Home
COMPANY NAME will pay for an employee's return trip home on a weekend, provided that it is
practical and economical to do so. The following guidelines will be used to determine the feasibility
of the return home:
The cost of returning home is less than expenses incurred if the employee was to stay on location.
COMPANY NAME will compare the following items in order to determine the cost differential:
- taxi fare
- long distance telephone charges
- in-town ground transportation
- possible lower airfare negated by not staying over a Saturday night
Return Home Expenses
- return airfare
- transportation to and from airports
If an employee is on an extended-stay work assignment, COMPANY NAME will pay for a return trip
home every third weekend for North American destinations, and every sixth weekend for International
Instructions On How To Make Lodging Arrangements
For reservation efficiency and cost effectiveness, employees should make all hotel reservations
Employees are required to stay within COMPANY NAME's designated hotel guidelines unless:
- space is not available at hotels that are in-policy
- the conference that the employee is attending is at another hotel
- location of the hotel greatly increases travel time and costs to the place of business
- there is no designated hotel at the destination
COMPANY NAME has determined the following guidelines for determining the "suitableness" of
- lodging to be located as close as possible to the place of business in order to avoid
unnecessary ground transportation charges
- net lodging fees for a night's accommodation in major North American cities should not
exceed $200.00 (local currency)
Employees are to first select hotels that meet COMPANY NAME guidelines using the net
accommodation charge which is not to exceed $200.00 (US or Canadian) per night. If the hotel
charges are in excess of the above guideline, the employee must justify the costs prior to departure
and get authorization from the Travel Coordinator, Caroline Hottle for an out-of-policy request. Unless
deemed that the employee acted in an inappropriate manner regarding the selection of the hotel, the
hotel charges will be paid for in full by COMPANY NAME.
Hotels will be guaranteed for late arrival (usually after 6:00PM) against the employees Corporate
Card or COMPANY NAME Ghost Credit Card whenever appropriate. A late arrival means that the
hotel guarantees to hold a room for you, regardless of when the employee arrives at the hotel
As hotels are guaranteed for late arrival, it is imperative to cancel the hotel in order to avoid a
"no-show" charge. In most cases the cut-off time for this cancellation is 6:00PM and is detailed on
your invoice/itinerary confirmation. It is the responsibility of the employee to advise the hotel or
UNIGLOBE, and to obtain either a cancellation number or name of the individual who processed
the cancellation. Employees are encouraged to use the UNIGLOBE toll-free number while
traveling or after business hours in order to accomplish this task.
Executive Floors / Suites / Apartments
Employees travelling on company business will utilize single room accommodation. Use of
executive floors or suites are only permitted by Senior Management, unless pre-authorized prior to
departure by the Travel Coordinator. A sound business reason must exist in order to warrant the
use of a suite.
All accommodation expenses are to be paid for at time of check-out. No direct billing from the
hotel to COMPANY NAME will be allowed unless authorized by the Travel Coordinator prior to
In Room Movies
The cost of in room movies will be at the expense of the employee, and this charge is not to
appear on the traveller’s expense report.
As room service charges are considerably more expensive than those found in restaurants,
travelers should avoid the use of this service whenever possible.
Mini Bar Charges
Mini bar charges are not a reimbursable item, and will be considered a personal expense. These
charges are not to appear on the employee's expense report.
Laundry / Dry Cleaning
Laundry or dry cleaning charges while traveling are reimbursable in the case of an emergency, or
if the employee is away from home a minimum of four days.
Telephone Charges (Long Distance and Local Calls)
Employees should use cell phones for long distance and local business calls in order to avoid
surcharge rates levied by the hotel. One reimbursable call home per day, not to exceed 15
minutes, is chargeable to COMPANY NAME.
Frequent Traveller Programs
The policy regarding the earning of frequent traveller miles for lodging is similar to that for air
travel. Employees are allowed to keep any benefits derived from the program provided the
following conditions are adhered to:
- employees are to utilize COMPANY NAME's designated hotels when space available
- employees may not upgrade the room category in order to achieve more points
- employees are not to extend their stay in order to receive additional points
Avis Rent A Car is the preferred car rental supplier of COMPANY NAME, and employees are to
use this supplier wherever possible.
Employees are required to utilize the designated car rental company unless:
- no cars are available from the preferred vendor
- the designated company does not provide service at the required location
- other vendors provide significantly cheaper rates.
In this situation, UNIGLOBE will offer our employees the most cost effective alternative.
Car Size (# Of Travelers)
Employees are to rent a mid-size or intermediate size car through UNIGLOBE unless traveling
with more than 3 employees, or if the size of COMPANY NAME equipment and supplies justifies
the use of a larger vehicle.
Restrictions / Hotel Vans / Airport Bus Service
Complimentary hotel vans to and from the airport are to be utilized whenever possible. When the
hotel does not supply airport service, taxi should be used whenever possible and convenient to
and from the airport.
Car rentals should only be utilized when cost effective to do so. The use of a rental car must be
justified by an economic need, not a matter of personal convenience. The employee should
compare the use of a taxi cab and/or hotel shuttle against the cost of a rental car including
insurance, gasoline, and parking at the hotel as well as the place of business.
Car rentals may only be utilized if the following conditions are met:
One Day Trip
Distance from the airport to the place of business exceeds 20 miles, or total daily mileage to
exceed 40 miles.
Distance from the airport and the hotel or place of business exceeds 15 miles.
Daily mileage to place of business exceeds 2.5 miles, or total daily mileage other than to or
from the airport exceeds 5 miles.
Travelers are to compare the cost of the rental car including parking at the hotel and gas
charges, with the cost of utilizing other modes of ground transportation. Employees are
expected to exercise prudent business judgment.
When travelling with other employees, sharing of rental cars or taxis will be practiced in order to
Employees must refuel rental cars prior to return to the airport in order to avoid surcharges. The
cost of the gasoline is reimbursable when accompanied by original receipts, and is to be reported
under the ground transportation category on the expense report.
Car rental companies will offer options to purchase types of insurance, most commonly called
collision damage waiver (C.D.W.) and personal accident insurance (P.A.I.) at time of rental.
Employees are to decline both of these options.
Annual cost for C.D.W. insurance greatly outweighs the protection afforded and losses incurred.
The company will be responsible for expenses incurred as long as the employee is not charged
with a negligent offense. Employees are reminded to check the rental car before leaving the lot for
any damage to the car. Any scratches or dents must be noted on the rental form. In the event of
an accident, employees are to complete a Vehicle Accident Report, and submit to their immediate
supervisor within three days of the accident.
Frequent Traveller Programs
Travelers are allowed to keep any benefits derived on frequent traveller programs from car rental
companies as long as the following conditions are met:
- employees are to utilize COMPANY NAME's preferred vendors whenever available
- employees are not allowed to upgrade the class of car in order to increase points
- employees are not allowed to rent a car unnecessarily or prolong the use of the rental car in
order to achieve additional points
Offsite Airport Parking
Employees are encouraged to utilize off-site airport parking whenever practical. Be sure to allow
an extra 20 minutes when utilizing this type of facility. These facilities are convenient and
affordable and offer the added service of picking you up/dropping you off at your car.
Private Automobile (Mileage, Gas Purchase, Related Expenses)
When an employee is asked to use his/her personal car for company business, the employee will
be reimbursed for the gas utilized at the rate allowed by the Internal Revenue Service, currently
$0.485 per mile.
Parking / Tolls
All parking and toll charges incurred by the employee on company business are reimbursable.
Charges are to be reported on the expense report.
COMPANY NAME promotes safe driving habits, and therefore traffic fines are not a reimbursable
Reimbursable / Non-Reimbursable Expenses
The following are reimbursable items, and are to be expensed on COMPANY NAME's expense
- currency conversion
- traveller check fees
- passport and visa fees for employees required to travel internationally
The following items are considered to be personal in nature, and are the responsibility of the
employee. These items are not reimbursable:
- bar charges
- in-room movies
- airline clubs
- luggage and other personal travel items
"Meals" are defined as those meals consumed while traveling on company business. The policy
for meals consumed while entertaining a client will appear in the Entertainment section of this
Actual meal expenses (including beverages and gratuities) will be reimbursed up to the limits
listed below. Original receipts such as a charge card receipt must be attached to the expense
report for reimbursement. Tear tab receipts obtained from restaurants are not acceptable. A copy
of the register receipt is a good alternative to tear tabs.
Employees are permitted to combine meals and distribute the daily total as long as the total daily
amount does not exceed $60.00.
Tip, Alcoholic Beverages
In North America it is customary to tip serving staff approximately 15% of the net bill. While
COMPANY NAME supports this custom, it also wishes to remind the employees not to abuse
company funds by leaving a tip greatly above the norm. Refer to the International Travel Advisory
for tipping guidelines for international destinations.
COMPANY NAME wishes to remind employees that they are representing the company while
traveling on company business. Therefore COMPANY NAME asks that alcoholic beverage
consumption be kept to a reasonable level.
"Entertainment" is defined as when an employee of COMPANY NAME entertains a client for
business reasons. This category may include such items as a business meal, sporting event,
Employees are to use prudent judgement when spending company money to entertain a client of
COMPANY NAME. A business reason must exist in order to entertain a client, and must be
reported on the receipt. Excessive expenses may not be reimbursable to the employee, so if in
doubt, check with the reporting Director before an abnormally high expense is incurred.
Expenses for entertainment will be approved only when the entertainment is necessary to
promote or maintain business. These expenses must be substantiated with the following
- name of the individual(s) entertained by COMPANY NAME
- and titles of guests
- business discussed with expected results (income or benefit)
- type of expense (lunch, dinner, theatre, etc.)
Employees are expected to use sound judgement concerning utilization of company funds for
Payment Methods For Airfare/Lodging/Ground Transportation/ Meals/Miscellaneous
UNIGLOBE and COMPANY NAME have designed a billing program for our airline tickets
purchased for corporate travel. Other than reporting the cost and ensuring that the best fare is
utilized, the employee does not have to worry about carrying the actual expense of the airfare. All
other travel expenses are to be paid for by the traveller, and reimbursed through the expense
Expense reports should be completed promptly. These reports must be completed on
any expense you incur when they are on behalf of a client, a prospect, or the Firm and
whether or not they are reimbursable.
Expense reports submitted 31 days or more after the expense is incurred will not be
The Finance Manager will conduct the initial review upon receipt of the expense report
and will submit it to the Chief Executive Officer or President for final approval.
Checks will be issued the Friday after approval.
Pay particular attention to the “Bill To” section of the report. If the expenses are
reimbursable to Company Name and Associates, please specify this on the “billable”
section of the report.
Please make sure you categorize the expense on the front of the report (ie: Business
Development, On-site training, Sales, Conventions, etc.).
Attach all receipts to the expense report. This includes hotel bills, airline tickets, meals,
rental cars, taxis, limos, etc. Receipts must accompany all expenses $25 and over.
All Entertainment/meal charges $75 and over must include the date, place, name, title
and company affiliation of each person, as well as the business purpose of the expense.
This is an IRS, not Company Name, rule!
Individual charges on the hotel bill should be distributed amongst the various categories,
(lodging, breakfast, lunch, dinner, telephone, internet, parking, etc.) and balanced to the
total shown on the bill.
Incomplete expense reports will be returned unpaid.