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Compensation
Travel & Per Diem Policy
A policy for business travel covering booking procedures, transportation classes, accommodation standards, per diem rates, reimbursable expenses, and submission timelines.
TRAVEL & PER DIEM POLICY — [COMPANY NAME]
Effective: [Date] | Version: [X.X]
1. BOOKING & APPROVAL
• All travel pre-approved by manager.
• Book through preferred agency/platform: [Details].
• Book [X] days in advance for best rates. Use corporate rates.
2. TRANSPORTATION
2.1 Air: Economy under [6] hours. Premium/business over [6] hours with approval.
2.2 Rail: Standard under [3] hours. First class over [3] hours with approval.
2.3 Ground: Taxi/rideshare reimbursed with receipt. Personal vehicle at [rate]/km. Rental car (compact/intermediate) with insurance, pre-approved.
2.4 Parking: Reimbursed with receipt.
3. ACCOMMODATION
• [3-star] hotels up to [Amount]/night.
• Extended stays: Consider serviced apartments.
• Incidentals (minibar, movies) are personal.
4. PER DIEM (Meals & Incidentals)
• Domestic: [Amount]/full day, [50%] on travel days.
• International: [Amount]/day (varies by location).
• No receipts needed for per diem. If breakfast included in hotel, reduce by [Amount].
5. REIMBURSABLE
Flights, trains, ground transport, hotel, meals (per diem or actual), visa fees, travel insurance, work internet/roaming, business calls.
6. NON-REIMBURSABLE
Personal side trips, minibar/movies/spa, fines, upgrades without approval, excessive alcohol.
7. TRAVEL INSURANCE
Company provides insurance for business trips. International travellers carry insurance card.
8. SUBMISSION
Within [14] days of travel completion. Receipts for expenses over [Amount].
9. SAFETY
Comply with travel advisories. Register international travel with security provider. Emergency: [Number].
I acknowledge receipt.
Name: _______________________ Signature: _______________________ Date: _______________________