The Contractor Travel Policy is designed for organizations operating in England and Wales that regularly engage contractors who need to travel for business purposes. It establishes clear guidelines for travel arrangements, expense management, and safety requirements while ensuring compliance with relevant legislation. The policy helps organizations maintain consistency in travel practices, manage costs effectively, and fulfill their duty of care obligations. This document is particularly important in sectors where contractors frequently travel to different locations or client sites.
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1. Introduction: Purpose and scope of the travel policy
2. Definitions: Key terms used throughout the policy including 'contractor', 'business travel', 'expenses'
3. General Principles: Overall guidelines and company approach to contractor travel
4. Travel Authorization: Process for obtaining approval for business travel
5. Health and Safety Requirements: Safety guidelines and risk assessment procedures
6. Expense Guidelines: Allowable expenses and reimbursement procedures
7. Insurance Requirements: Mandatory insurance coverage for travel
1. International Travel: Additional requirements and procedures for overseas travel
2. Vehicle Usage: Specific rules and requirements for using personal or company vehicles
3. Environmental Impact: Guidelines and requirements for making sustainable travel choices
4. Emergency Procedures: Detailed protocols and procedures for handling emergencies during travel
1. Schedule 1 - Expense Claim Form: Standard form for submitting travel expenses
2. Schedule 2 - Mileage Rates: Current mileage reimbursement rates
3. Schedule 3 - Risk Assessment Template: Standard form for travel risk assessment
4. Schedule 4 - Insurance Coverage Details: Detailed insurance requirements and coverage limits
5. Schedule 5 - Emergency Contact List: Key contacts for emergency situations
6. Schedule 6 - Travel Authorization Form: Standard form for travel approval requests
Relevant legal definitions
Contractor
Business Travel
Authorized Travel
Travel Expenses
Company
Client Site
Base Location
Travel Authorization
Per Diem
Mileage Rate
Travel Period
Eligible Expenses
Subsistence
Business Purpose
Travel Documentation
Emergency Contact
Risk Assessment
Insurance Coverage
Working Time
Rest Period
Overnight Stay
Local Travel
International Travel
Travel Itinerary
Expense Claim
Supporting Documentation
Project Manager
Company Representative
Travel Policy
Force Majeure Event
Health and Safety Requirements
Personal Data
Confidential Information
Reimbursable Expenses
Non-Reimbursable Expenses
Business Travel
Authorized Travel
Travel Expenses
Company
Client Site
Base Location
Travel Authorization
Per Diem
Mileage Rate
Travel Period
Eligible Expenses
Subsistence
Business Purpose
Travel Documentation
Emergency Contact
Risk Assessment
Insurance Coverage
Working Time
Rest Period
Overnight Stay
Local Travel
International Travel
Travel Itinerary
Expense Claim
Supporting Documentation
Project Manager
Company Representative
Travel Policy
Force Majeure Event
Health and Safety Requirements
Personal Data
Confidential Information
Reimbursable Expenses
Non-Reimbursable Expenses
Clauses
Purpose and Scope
Travel Authorization Process
Expense Categories
Reimbursement Procedures
Health and Safety
Insurance Requirements
Documentation Requirements
Vehicle Usage
Accommodation Standards
Working Time and Rest Periods
Emergency Procedures
Data Protection
Confidentiality
Environmental Responsibility
Compliance Requirements
Risk Assessment
Reporting Requirements
Duty of Care
Prohibited Activities
Amendment Rights
Dispute Resolution
Termination
Force Majeure
Liability
International Travel Requirements
Record Keeping
Audit Rights
Policy Review Process
Interpretation
Governing Law
Travel Authorization Process
Expense Categories
Reimbursement Procedures
Health and Safety
Insurance Requirements
Documentation Requirements
Vehicle Usage
Accommodation Standards
Working Time and Rest Periods
Emergency Procedures
Data Protection
Confidentiality
Environmental Responsibility
Compliance Requirements
Risk Assessment
Reporting Requirements
Duty of Care
Prohibited Activities
Amendment Rights
Dispute Resolution
Termination
Force Majeure
Liability
International Travel Requirements
Record Keeping
Audit Rights
Policy Review Process
Interpretation
Governing Law
Relevant Industries
Relevant Teams
Relevant Roles
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