How Do You Create an Effective International Travel Policy for Employee Trips?

Hello HR professionals,

I am working with a small software company in Pune, India, and some of our employees frequently travel abroad, particularly to the USA and UK. They go on business visits of short duration (below 1 month), medium duration (1 to 6 months), and long duration (more than 6 months). However, we do not have any standard "International Travel Policy" outlining their eligibility for per diem, food, local transport, and accommodation at various locations.

Could you please assist me by providing a sample policy in this regard so that I can create a policy for my company? Your help would be greatly appreciated.

With warm regards,
Deepak Parbat

This policy will cover guidelines on Foreign Travel and Reimbursement of expenses incurred on Foreign Travel.

All expenses incurred on travel shall be claimed in the prescribed Travel Expense Statement accompanied by supporting bills, vouchers, etc. The travel expense statement must be submitted within a week of the employees' return.

For the release of Forex, the approved itinerary should be forwarded to the accounts department two days prior to the departure.

Reimbursement will cover the following:
- Actual Hotel Expenses
- Transportation Expenses
- Actual reasonable expenses which may include snacks, tips, and local expenses.

Kindly do not copy the whole policy as it is. Hope you can get some help from this. :) Cheers, Archna

Hi Archana,

Thank you very much for this format. It is very good and definitely will be useful. However, if you can provide me with a detailed policy, that would be really great. I assure you that I will not copy the entire policy but will use it as a baseline.

Regards,
Deepak