Hi Ajukumar,
can provide you with a sample structure for an International Travel Policy. Please note that policies may vary based on company size, industry, and specific needs, so you may need to customize this to fit your company's requirements. Additionally, it's advisable to consult with legal and HR professionals to ensure compliance with local regulations. Here's a basic outline to get you started:
International Travel Policy
1. Purpose
Clearly define the purpose of the International Travel Policy, emphasizing the company's commitment to the safety, well-being, and productivity of employees during international travel.
2. Eligibility Criteria
Specify the criteria for employees eligible for international travel, considering factors such as job role, project requirements, and seniority.
3. Approval Process
Outline the process for obtaining approval for international travel, including the need for a pre-travel authorization form and the responsible authority for approval.
4. Travel Duration Categories
Categorize international travel into short-term (below 1 month), medium-term (1 to 6 months), and long-term (more than 6 months).
5. Travel Arrangements
Detail how travel arrangements will be made, whether through a designated travel agency, online platforms, or internal travel coordinators.
6. Accommodation
Define the company's policy regarding accommodation, including approved lodging options, reimbursement limits, and any specific guidelines for booking.
7. Per Diem and Expenses
Establish a per diem allowance for meals and incidentals, specifying rates for each location or region. Provide guidance on eligible expenses and the submission process for reimbursement.
8. Local Transport
Specify the company's stance on local transportation, including reimbursement for public transportation, taxis, or rental cars, and any restrictions or guidelines.
9. Insurance Coverage
Address health and travel insurance, clarifying what coverage is provided by the company and what employees are expected to secure on their own.
10. Currency and Expense Reporting
- Clearly outline the currency in which expenses should be reported and the process for submitting expense reports, along with deadlines for submission.
11. Emergency Procedures
- Communicate the procedures to be followed in case of emergencies, including contact information, medical assistance, and evacuation plans.
12. Compliance and Documentation
- Stress the importance of compliance with local laws, regulations, and company policies. Specify the required documentation, such as valid passports, visas, and any other necessary permits.
13. Post-Travel Reporting
- Request employees to submit a post-travel report, summarizing the purpose, outcomes, and any challenges faced during the trip.
14. Review and Updates
- Highlight that the policy will be periodically reviewed and updated to align with changing business needs, regulations, and industry standards.
For reference documents from specific IT/Tech companies, you may try reaching out directly to their HR or travel departments. It's common for companies to keep such information confidential, but some may be willing to share non-confidential parts to help you in creating your policy.
Thanks