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?
From India, Nagpur
Acknowledge(0)
Amend(0)
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?
From India, Nagpur
Acknowledge(0)Amend(0)
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.
From India, New Delhi
Acknowledge(0)Amend(0)
9- 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.
From India, New Delhi
Acknowledge(0)Amend(0)
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.
From India, Visakhapatnam
Acknowledge(0)Amend(0)
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.
From India, Visakhapatnam
Acknowledge(0)Amend(0)CiteHR is an AI-augmented HR knowledge and collaboration platform, enabling HR professionals to solve real-world challenges, validate decisions, and stay ahead through collective intelligence and machine-enhanced guidance. Join Our Platform.
Expense and Travel Reimbursement-I SG.doc