Travel Policy Template for England and Wales

A Travel Policy sets out the rules and guidelines for how employees can book, spend, and claim expenses for business trips. It's a key document that protects both the organization and its staff by clearly stating what travel costs the company will cover, from flights and hotels to meals and ground transportation.

In England and Wales, these policies help companies meet their duty of care obligations under the Health and Safety at Work Act, while ensuring compliance with HMRC requirements for expense claims and tax reporting. A well-crafted policy balances employee comfort and safety with cost control, typically including spending limits, preferred suppliers, booking procedures, and insurance requirements.

Use a Travel Policy when your organization starts sending employees on business trips, even if it's just occasional travel. This document becomes essential once you have staff booking flights, hotels, or claiming expenses - it prevents confusion, disputes, and unexpected costs before they happen.

The need becomes urgent when managing multiple travelers, dealing with high-value expenses, or expanding into new markets. UK companies must implement clear travel guidelines to satisfy HMRC requirements for expense documentation and demonstrate proper duty of care under health and safety laws. Having the policy in place before issues arise saves time, money, and potential legal headaches.

• Basic Travel Policies outline essential rules for booking and expenses, suitable for small businesses with occasional travel needs
• Comprehensive Corporate Travel Policies cover detailed procedures, preferred suppliers, and risk management - ideal for larger companies with frequent travelers
• International Travel Policies focus on overseas assignments, including visa requirements, currency exchange, and cross-border compliance
• Industry-Specific Policies adapt to unique needs, like enhanced security measures for finance sector or flexible arrangements for consulting firms
• Remote Work Travel Policies address hybrid workplace arrangements, including rules for commuting between office locations and temporary workspaces

• HR Teams: Create and maintain Travel Policies, ensuring they align with company values and legal requirements
• Finance Directors: Set budget limits, approve expense categories, and ensure HMRC compliance for tax purposes
• Employees: Must follow policy guidelines when booking travel and claiming expenses for business trips
• Travel Managers: Oversee policy implementation, negotiate with preferred suppliers, and monitor compliance
• Line Managers: Approve travel requests and expense claims according to policy guidelines
• Legal Teams: Review policies to ensure duty of care obligations and regulatory requirements are met

• Travel Patterns: Review current business travel needs, common destinations, and typical expense patterns
• Budget Limits: Set clear spending caps for accommodation, transport, and meals across different employee levels
• Risk Assessment: Identify health and safety requirements, insurance needs, and duty of care obligations
• Booking Process: Decide on preferred suppliers, booking platforms, and approval workflows
• Expense Rules: Define allowable expenses, receipt requirements, and claim submission deadlines that satisfy HMRC guidelines
• Policy Format: Use our platform to generate a legally-sound Travel Policy template, customised to your specific needs

• Scope Statement: Define who the policy applies to and under what circumstances
• Duty of Care: Outline health and safety measures aligned with UK workplace regulations
• Expense Guidelines: Detail permissible expenses and limits that comply with HMRC requirements
• Booking Procedures: Specify approved booking methods and authorization processes
• Data Protection: Include GDPR-compliant procedures for handling travel-related personal data
• Compliance Section: Address anti-bribery, modern slavery, and other relevant UK legislation
• Review Process: State how often the policy will be updated and by whom

A Travel Policy is often confused with a Corporate Policy, but they serve distinct purposes. While both guide employee behavior, their scope and application differ significantly. Let's explore the key differences:

• Corporate Policy: Sets broad organizational principles and governance standards across all business operations
• Scope: Travel Policies focus specifically on business travel arrangements and expenses, while Corporate Policies cover company-wide conduct and operations
• Legal Requirements: Travel Policies must align with HMRC guidelines and duty of care obligations specific to business travel, whereas Corporate Policies address broader regulatory compliance
• Implementation: Travel Policies require detailed expense limits and booking procedures, while Corporate Policies establish general business principles
• Enforcement: Travel Policies typically involve direct expense monitoring and approval processes, compared to the broader oversight mechanisms in Corporate Policies