Can this be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, attribution, consent, and the record is retained.

How soon must receipts be submitted?

Companies commonly require receipts within 30 days of travel end; shorter windows minimize lost documentation and support timely reimbursement and tax substantiation.

Who approves international travel?

Specify approval levels for international travel in the policy; many companies require senior manager or travel-risk approval for high-risk destinations.

Are per diem payments taxable?

Per diem paid under an accountable plan is generally not taxable if substantiated; improper documentation can convert payments to taxable income, requiring payroll reporting.

Do I need notarization or witnesses?

Not typically for a travel policy acknowledgement; notarization is rarely required unless local law or special contract terms mandate it.

How can an employee revoke acknowledgement?

Acknowledge revocation procedures in the policy; record the revocation and require re-acknowledgement of an updated policy to maintain enforceability.

Electronic Signature
Templates
HR
Employee Travel Policy Agreement

Employee Travel Policy Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE TRAVEL POLICY AGREEMENT

Employee Name: Employee ID:

Personal Information

Home Address Primary Phone Email Address

Position Information

Job Title Department Reporting Manager Anticipated Start Date for Travel Duties

Employment History (Most Recent Two Employers)

Employer 1 — Company Name Title / Position

Dates Employed: From to

Primary Responsibilities Reason for Leaving Employer 2 — Company Name Title / Position

Dates Employed: From to

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Policy Purpose, Scope and Definitions

Purpose: This Travel Policy sets forth the Company's requirements for approval, booking, expenditure, reimbursement, and conduct related to travel undertaken on Company business. Scope: This policy applies to all employees, contractors, and temporary personnel who incur travel-related expenses for Company business.

Definitions: "Company business" means travel authorized in writing by the employee's manager. "Travel day" means a day in which an employee is in transit or at a business destination. "Per diem" refers to daily allowances for lodging and meals where applicable under Company rules.

Authorization and Booking

All travel must be pre-approved by the employee's reporting manager. Employees must use Company-designated booking channels unless expressly authorized otherwise in writing by the manager. Exceptions require manager justification and approval attached to expense submissions.

Manager Approval (Name)

Allowable Travel Expenses and Standards

Air Travel: Economy class is the standard for domestic travel. Premium or business class requires pre-approval for compelling business reasons documented by the manager. Employees must accept the lowest logical fare that satisfies the business need.

Lodging: Employees should select standard rooms at reasonably priced hotels. The Company reimburses actual room rate, taxes, and mandatory fees. Upgrades, incidental charges, and entertainment are the employee's responsibility unless otherwise approved.

Meals and Per Diem: The Company's per diem allowance for meals is set at the amount below. Reimbursement for actual meal costs requires original itemized receipts and is subject to the per diem cap.

Standard Daily Per Diem Amount

Personal Vehicle, Mileage and Rental Cars

Use of Personal Vehicle: Employees using a personal vehicle for Company business will be reimbursed at the mileage rate set by Company policy. Reimbursement is limited to the lesser of actual fuel and maintenance costs or the mileage rate. Insurance and liability remain the driver's responsibility.

Mileage Reimbursement Rate

Rental Cars: Standard-size rentals are expected. Employees must decline unnecessary insurance if personal or Company corporate coverage applies. All rental agreements shall list the employee as the primary driver.

Expense Documentation, Advances and Reimbursement

Receipts: Expense reimbursement requires submission of original, itemized receipts. Credit card statements are not sufficient without corresponding itemized receipts. Electronic copies are acceptable when originals are unavailable, accompanied by an explanatory statement.

Expense Submission Deadline (days)

Cash Advances: Cash advances must be approved in writing prior to travel. Employees who receive advances must submit expense reports and return any unspent funds within the reimbursement timeframe.

Non-Reimbursable Expenses

Non-reimbursable items include, but are not limited to: personal entertainment, fines for traffic or parking violations, personal travel extensions, personal items, and costs incurred by family members or companions unless pre-approved and invoiced to the Company.

Safety, Duty of Care and International Travel

Employees must comply with safety directives issued by the Company. For international travel, employees must secure required travel documents, visas, and immunizations. The Company will not assume responsibility for fines or costs arising from failure to comply with foreign entry requirements caused by the employee.

Emergency Contact While Traveling

Audit, Compliance and Discipline

The Company reserves the right to audit travel and expense records. Failure to comply with this Travel Policy may result in denial of reimbursement, repayment obligations, and disciplinary action up to and including termination. False claims or fraudulent documentation will be referred for disciplinary action and legal remedy.

Acknowledgment, Certification and Authorizations

By signing below, the employee certifies that all travel-related expenses submitted under this policy will be accurate, substantiated by receipts where required, and incurred for legitimate Company business. The employee acknowledges understanding of reimbursable and non-reimbursable expenses and agrees to comply with the policy's approval and documentation requirements.

Authorization to Contact: The employee authorizes the Company to contact prior employers or references to verify information provided on this form as required for administrative or compliance purposes related to travel duties.

Employee acknowledges receipt of the Travel Policy and agrees to comply with its terms: I acknowledge and agree

Applicant Certification

I certify that the information provided in this Employee Travel Policy Agreement and accompanying sections is true and complete to the best of my knowledge. I understand that materially false statements or omissions may constitute grounds for disciplinary action.

Additional Comments or Restrictions (e.g., medical, accessibility)

Employee Printed Name:

By:

Date:

Employer Representative:

Title:

By:

Date:

What the Employee Travel Policy Agreement Covers

An Employee Travel Policy Agreement is a written company policy that defines allowable business travel, authorization workflows, expense reimbursement rules, per diem and lodging limits, corporate card usage, safety procedures, and documentation requirements. It clarifies traveler responsibilities, manager approval steps, and finance processes for auditing and tax compliance. The document also establishes whether employee acknowledgements may be executed electronically; under U.S. law (ESIGN Act and UETA) properly executed e-signatures can create a binding record in most commercial contexts.

Why a Formal Travel Policy Agreement Matters

A clear Employee Travel Policy Agreement reduces expense disputes, streamlines approvals, enforces legal and tax compliance, and standardizes safety and approval controls across locations. It supports auditability and consistent reimbursements while enabling secure electronic acknowledgement where permitted by ESIGN and UETA.

Who Creates and Uses This Agreement

Human resources, finance, travel managers, and business unit leaders typically draft, approve, and apply a travel policy across the organization.

Human Resources and People Ops: Draft policy language, define allowable travel types, and manage employee acknowledgement records.
Finance / Accounts Payable: Enforce receipt and documentation standards, audit reimbursements, and reconcile corporate card charges.
Managers and Travelers: Submit requests, approve itineraries, and retain necessary receipts and approvals for audit.

The agreement is intended for employees who travel on company business, approvers who verify compliance, and finance personnel who process reimbursements.

Primary Signers and Stakeholders

HR Manager

Leads policy drafting and updates, ensures consistency with employment law and benefits, and maintains signed acknowledgements for personnel files.

Finance Lead

Defines reimbursement mechanics, tax treatment, and audit controls; enforces submission deadlines and coordinates with payroll or AP for payments.

Step-by-Step: How to Complete the Agreement

Follow these steps to complete the Employee Travel Policy Agreement and record approvals in a compliant, auditable way.

01

Prepare draft: Assemble policy language and company-specific limits.
02

Populate fields: Enter names, dates, destinations, and approver information.
03

Obtain approvals: Route to manager and finance for signed assent.
04

Store record: Save signed copy in secure records for retention.

Core Elements to Include for a Professional Policy

A complete Employee Travel Policy Agreement should address authorization, allowable expenses, booking rules, safety, reimbursements, and recordkeeping to minimize disputes and meet regulatory obligations.

Authorization Scope

Define who may approve travel by cost threshold, job level, or type of travel; include delegated approver rules and pre-approval workflows.

Allowable Expenses

List reimbursable items such as airfare, lodging, meals, ground transportation, and incidentals; specify per diem or itemized receipt rules.

Booking and Class

State preferred vendors, allowable fare classes, advance-purchase requirements, and corporate travel agency or portal use.

Corporate Card Use

Explain when to use a company card versus personal payment with reimbursement, and set reconciliation and receipt-submission requirements.

Safety and Duty of Care

Include emergency procedures, travel risk assessments, and reporting obligations for incidents or health-related events.

Reimbursement Process

Detail submission timelines, documentation requirements, approval routing, and timelines for payment processing.

Practical Clauses to Add for Clarity

These clauses reduce ambiguity and support auditability when employees submit travel requests or expense reports.

Expense Documentation

Require itemized receipts for all expenditures above a set threshold, specify acceptable electronic formats (PDF, JPG), and state that credit card statements alone are insufficient.

Per Diem and Meals

Define daily meal allowances, whether they cover taxes and tips, and how partial travel days are handled to avoid inconsistent reimbursements.

Non-Reimbursable Items

List examples such as alcohol, personal entertainment, or family travel expenses to minimize disputes and prevent accidental approvals.

International Travel Rules

Address visa, passport responsibilities, currency conversion, and any company-required pre-travel approvals for high-risk destinations.

Digital Workflow Settings for Online Completion

When configuring an online workflow, map each form field to a routing and authentication setting to preserve control and audit logs.

Field	Configuration
Approval Flow	Manager → Finance → HR; sequential routing
Authentication	Email link plus optional SMS code
File Formats	Accept PDF, DOCX for templates
Retention Flag	Mark signed record for archival and retention schedule

Technical Considerations for eSign and Distribution

Ensure the chosen tool supports ESIGN/UETA-compliant audit trails, offers secure storage (TLS and AES-256 encryption), and can produce a certificate of completion for each signed agreement.

Supported Formats: PDF, DOCX, and common image files
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication Options: Email, SMS code, or advanced methods

Where to Send and How Signatures Are Collected

Typical routing includes submission by the traveler, manager approval, finance verification, and final archival; eSignature platforms capture timestamps and signer attribution.

Submit to Manager: Traveler uploads request and receipts for approval.
Finance Review: Finance verifies policy compliance and expense coding.
Final Sign-off: Authorized approver signs electronically to authorize payment.
Archive Copy: Signed agreement stored in secure records for retention.

Timelines and Processing Expectations

Set explicit deadlines for submission and processing to avoid late claims and ensure predictable cash flow.

Receipt Submission Deadline:

Submit receipts within 30 days of travel completion.

Reimbursement Processing Time:

Finance processes reimbursements within 14 business days of approval.

Manager Approval Window:

Managers should review requests within 5 business days.

Policy Acknowledgement:

Employees must sign policy on hire and after material updates.

Tax Reporting:

Retain records to support year-end reporting and audits.

Common Mistakes to Avoid

Missing manager pre-approval for discretionary travel often leads to denied reimbursement and delays.
Submitting incomplete or low-quality receipts results in manual follow-up and longer processing times.
Mixing personal and business expenses without clear allocation creates tax exposure and internal disputes.
Vague policy language about per diem or allowable classes of travel invites inconsistent enforcement.

Consequences of an Incorrect or Incomplete Agreement

Denied Reimbursement: Employee bears cost

Tax Exposure: Incorrect reporting, backup withholding risk

Audit Findings: Regulatory scrutiny and remediation costs

Fraud Loss: Potential financial loss

Non-Compliance: Violations of company or grant rules

Employee Relations: Disputes and morale impact

How This Agreement Differs from Related Forms

Compare the Employee Travel Policy Agreement with common related documents to choose the right form for each need.

Document	Travel Policy Agreement	Travel Authorization Form
Purpose	ongoing rules	single-trip approval
When Used	company-wide	per-request
Signatures Required	policy ack by employee	manager approval
Retention	policy retained long-term	trip record retained per finance

eSignature Provider Comparison for Executing the Agreement

Typical vendor choices differ on price, envelope caps, and enterprise features. signNow appears first as a pricing and capability reference point.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr	Varies by plan	Varies by plan	Varies by plan

Use Cases: How Organizations Apply Travel Agreements

Real-world examples illustrate typical deployment patterns and measurable outcomes from policy adoption.

Tech Data Example

Company-wide rollout to standardize travel approvals

centralized booking reduced vendor fragmentation
Finance tracked approvals and reduced reconciliation time while maintaining compliance.

Martin Properties Example

Property management teams adopted a digital policy acknowledgement

field staff submitted travel requests from mobile devices
The firm improved documentation and maintained audit-ready expense records.

Essential Data Elements to Collect and Protect

Employee Name: Full legal name

Dates of Travel: Start and end dates

Destination: City, state, country

Expense Types: Airfare, lodging, meals

Receipt Attachments: PDF or image file

Approver ID: Manager name and title

Frequently Asked Questions and Practical Answers

Answers to common questions about execution, signatures, retention, and what to do when problems arise.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, attribution, consent, and the record is retained.
How soon must receipts be submitted?
Companies commonly require receipts within 30 days of travel end; shorter windows minimize lost documentation and support timely reimbursement and tax substantiation.
Who approves international travel?
Specify approval levels for international travel in the policy; many companies require senior manager or travel-risk approval for high-risk destinations.
Are per diem payments taxable?
Per diem paid under an accountable plan is generally not taxable if substantiated; improper documentation can convert payments to taxable income, requiring payroll reporting.
Do I need notarization or witnesses?
Not typically for a travel policy acknowledgement; notarization is rarely required unless local law or special contract terms mandate it.
How can an employee revoke acknowledgement?
Acknowledge revocation procedures in the policy; record the revocation and require re-acknowledgement of an updated policy to maintain enforceability.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now