Revising Travel Policy: How Do You Handle Reimbursements and Driver Benefits?

Hello all, I presently work in an Agro company. I have been asked to revise the travel policy. I have certain doubts, so please give your inputs on the following:

1) How to decide the amount to be reimbursed for food and accommodation.

2) Should the drivers (who are not on the payroll) be given additional benefits/reimbursements if they travel long distances?

I have a few suggestions here:

- Make a classification of cities into 2-4 classes, where your employees usually go.
- You may have grades for employees; if not, then create them.
- Analyze earlier hotel bills where your employees have stayed. It will help you decide on accommodation.
- Previous expenses may include food bills; if not, try contacting hotels/restaurants to determine food expenses.
- Determine how many meals you will cover, 3 or 6.
- You can inquire with a local travel agent about how they reimburse their drivers.

I hope you will find some ideas to work on your policy.

Initially, analyze your company's travel needs. Examine your employees' travel patterns so that you may take note of their reasons for traveling, destinations, and the providers you use. Then, evaluate your answers.

Decide on the Class of Service

Decide on the class of service you're willing to pay for. Some employees are entitled to travel in premium classes. Consider whether they need refundable airline tickets for maximum flexibility or if nonrefundable tickets, which are typically less expensive, would suffice.

Negotiate Discounts

Contact agents for travel, hotels, and rental cabs to negotiate discounts for corporate purposes. Depending on the volume of travel, consider working with specific travel agents instead of all.

Draft a Corporate Travel Policy

Draft a document outlining your corporate travel policy. Keep it concise and straightforward. If employees are responsible for booking their travel, provide clear procedures for booking.

Establish Expense Limits

Establish expense limits for meals and entertainment, and specify what is and isn't permitted. Clarify the process and timeline for submitting travel expense sheets, reports, and required supporting documents.

Reimbursement and Approval

Consider setting up reimbursements based on levels/designations, subject to approval from management or the manager. For drivers, address any charges, such as "beta," provided by owners. Establish a system for paying the supervisor or person in charge.

For more information on creating a policy, please refer to the following link: https://www.citehr.com/289776-travel-policy.html

Thank you.