A travel policy template is only useful if the blanks are numbers. This one is the ten clauses a small company's policy needs, in order, with the figure that goes in each and where it comes from; the free travel policy worksheet on this site works the two-night ceiling and the headroom those figures imply, so a corporate travel policy template becomes the company's own policy in an afternoon. It is a travel policy template free to use, computing on the page, and it is written for the company that has no travel manager to interpret it.
Clauses one to four: scope, booking, caps, approval
Scope: who the policy covers and what counts as business travel (the IRS's definition of travel away from home is the usual reference). Booking: the lead time (fourteen days is common), where to book, preferred suppliers. Caps: the fare cap, the nightly cap and the daily allowance, as numbers; many companies start from the federal standard rates the GSA publishes. Approval: the estimated trip cost above which a named approver signs, and who approves below it. A company travel policy template that fills those four with figures is most of a policy.
Clauses five to seven: duty of care, exceptions, expenses
Duty of care: check-ins on elevated-risk trips, the emergency contacts on file, a pointer to the travel risk management policy for destination classes. Exceptions: how a traveler asks and who decides, in one sentence. Expenses: a pointer to the claims process and nothing else, because reimbursement is a different document. A travel policy for employees template that keeps these short is read; one that expands them is not.
Clauses eight to ten: conduct, insurance, review
Conduct and safety: the company's rules on driving, alcohol and working hours away, consistent with the Department of Labor's guidance on travel time. Insurance: what cover the company holds and where the certificate is, not the wording. Review: a date, usually a year out, when the caps are read against the record and the allowance against the new fiscal year's federal rate. Three sentences.
Working the figures before filling the template
Put the travelers, the trips a month, the lead time, the caps, the allowance and the threshold into the travel policy worksheet. It returns the two-night trip ceiling, the annual spend if every trip hit it, the trips per traveler and the headroom between the ceiling and the threshold. If the headroom is negative the threshold is set below an ordinary trip and every request will need the senior approver; move one figure and re-read. Then fill the corporate travel policy template with the figures that worked, and Perdiemo Pro files the result as the version every request is read against.
Questions people ask about travel policy template
Is there a free travel policy template?
Yes: the ten clauses on this page and the free travel policy worksheet that works the ceiling and headroom from your figures. No account, no download form.
What figures does a company travel policy template need?
The fare cap, the nightly cap, the daily allowance, the lead time and the approval threshold. The federal standard rates the GSA publishes are a common starting point for the cap and the allowance.
Is a travel policy for employees template different from a corporate one?
Same clauses, different order: the employee version leads with the caps and the approval route, because those are the traveler's questions. Both fit on a page.