Business Travel Policy

BUSINESS TRAVEL POLICY

WHEREAS, Company Name: maintains a program for employee travel in the conduct of official business; and

WHEREAS, the parties desire to establish uniform rules governing authorization, booking, conduct, reimbursement and accountability for travel undertaken on behalf of the company effective on Effective Date: .

WHEREAS, this policy applies to all employees, contractors and authorized agents traveling for company business as described herein.

Purpose

To define authorized travel, ensure cost-effective and safe travel arrangements, and establish clear procedures for authorization, documentation and reimbursement of travel expenses incurred while conducting company business.

Scope of Policy

Definitions

For purposes of this policy: "Traveler" means any employee or authorized agent; "Business Travel" means travel required for performance of duties; "Per diem" means daily allowance for meals and incidental expenses; "Authorized Expense" means expenses approved under this policy.

Travel Authorization

All travel must be authorized in advance by an employee's immediate supervisor or the designated travel approver. Written authorization required: Yes

Travel request form or electronic approval must include purpose, destination, itinerary and estimated cost. Emergency travel must be reported to the approver within 24 hours of commencement.

Booking and Reservations

Travel arrangements should be performed through the company's approved booking channels unless otherwise authorized in writing. Travelers must seek economy-class options for air travel of less than six hours; upgrades require documented business justification and prior approver consent.

Class of Travel

Air travel class: Economy for nonstop or single-connection flights under six hours; Premium Economy or Business allowed only with prior written approval. Long‑haul flights over six hours may be approved for Business class with documented medical or operational necessity.

Lodging

Travelers must select standard, mid-range hotels unless alternative lodging is approved. Reasonable room rate maximum (per night): . Upgrades and incidental charges are the responsibility of the traveler unless pre-approved.

Meals and Per Diem

Meal reimbursement follows either actual-expense submission with receipts or a daily per diem. Company per diem amount (domestic): per calendar day.

Ground Transportation and Car Rental

Use of taxis, rideshare, or authorized car rental is allowed for reasonable travel between airport, lodging and business sites. Rental car insurance coverage will be handled as follows: company policy provides primary insurance where available; traveler must select the company's insurance option when renting unless prior waiver is granted.

International Travel

International travel requires additional approvals and completion of country-specific safety briefings. Travelers must provide passport information to the travel office at least 14 days prior to travel: Passport Number:

Expense Reimbursement and Payment Terms

Reimbursement is contingent upon submission of an itemized expense report with original or electronic receipts within Reimbursement Period: following trip completion. Reimbursements will be processed on the next payroll cycle or within 30 days of receipt of a complete expense submission, whichever occurs first.

Travel advances may be issued where necessary. Maximum advance per trip: . Advances must be reconciled within 15 days of trip completion.

Late reimbursement by the company beyond 60 days without a documented dispute will incur interest at Late Fee Rate: applied to the reimbursable amount, unless prohibited by law.

Non‑Reimbursable Expenses

Personal expenses, alcohol (unless part of a documented client entertainment and pre-approved), fines and penalties, travel upgrades booked without approval, and costs for family or companions are non-reimbursable.

Safety, Security and Compliance

Travelers must comply with applicable laws, maintain required travel documentation, and immediately report incidents, accidents, or security concerns to their manager and the designated risk contact. The company reserves the right to suspend travel privileges for policy violations.

Confidentiality

Travelers shall protect confidential company information while traveling and must not disclose or expose sensitive data in public settings. Any lost or compromised device or material must be reported immediately. This confidentiality obligation survives termination of employment to the extent allowed by law.

Recordkeeping and Audit

All travel records, receipts and approvals shall be retained for a minimum of years and are subject to audit. Deliberate falsification of expense reports is cause for disciplinary action, up to and including termination.

Amendment, Term and Termination

This policy is effective from Start Date: and will remain in effect until End Date: or until superseded. The company may amend this policy with Notice Period: days' written notice to employees.

Governing Law

This policy shall be governed by and construed in accordance with the laws of Governing State: , without regard to conflict of law principles.

Entire Agreement

This policy, together with any written travel procedures issued by the company, constitutes the entire agreement between the company and travelers with respect to travel conduct, authorization and reimbursement, and supersedes any prior oral or written policy statements on the same subject.

Acknowledgment

By signing below, the undersigned acknowledge receipt of this Business Travel Policy, agree to comply with its terms, and understand that violation of the policy may result in disciplinary action, including denial of reimbursement.

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