Travel Policy Template for Netherlands

A Travel Policy outlines the rules and procedures employees must follow when traveling for work. It covers everything from booking flights and hotels to expense claims and safety guidelines, helping Dutch companies manage their duty of care obligations under local employment law.

These policies protect both employers and staff by setting clear expectations about business travel costs, reimbursements, and required documentation. They typically include specific provisions for international travel within the EU, standard allowances for meals and accommodation, and guidelines that align with Dutch tax regulations for business expense deductions.

Organizations need a Travel Policy when employees start making regular business trips, especially across borders within the EU. This document becomes essential once your team grows beyond 10 people or when travel expenses exceed €5,000 monthly, helping prevent confusion and disputes about reimbursements.

Use a Travel Policy before sending staff to client meetings, conferences, or training sessions abroad. It's particularly important when coordinating international projects that require frequent travel between Dutch offices and other European locations. Having clear guidelines in place protects your company from tax compliance issues and ensures fair treatment of all traveling employees.

• Basic Travel Policy: Covers essential rules for domestic business travel, meal allowances, and basic expense reporting - ideal for small Dutch companies
• International Travel Policy: Includes detailed provisions for EU and global travel, visa requirements, and cross-border expense management
• Executive Travel Policy: Features premium travel arrangements, higher allowances, and special provisions for senior management
• Project-Based Policy: Tailored for companies with frequent client visits and project-specific travel budgets
• Comprehensive Policy: Combines all travel-related guidelines with detailed safety protocols, insurance requirements, and sustainable travel initiatives

• HR Managers: Create and maintain the Travel Policy, ensuring it aligns with Dutch employment law and company policies
• Finance Teams: Set expense limits, review compliance, and process reimbursements according to policy guidelines
• Traveling Employees: Must follow policy rules when booking trips and submitting expense claims
• Department Managers: Approve travel requests and verify expenses align with budget and policy requirements
• Legal Advisors: Review policy content to ensure compliance with Dutch labor laws and tax regulations
• Travel Coordinators: Handle bookings and support staff in following policy procedures

• Budget Assessment: Calculate typical travel costs, including meals, accommodation, and transport within the EU
• Company Culture: Define acceptable travel class, hotel standards, and entertainment allowances
• Legal Requirements: Review Dutch tax laws regarding business expense deductions and per diem rates
• Safety Guidelines: Document emergency procedures and insurance requirements for international travel
• Approval Process: Map out the authorization chain for travel requests and expense claims
• Documentation: List required receipts, forms, and reporting procedures for expense tracking
• Technology Tools: Choose booking platforms and expense management systems that align with policy rules

• Policy Scope: Clear definition of covered employees and types of business travel
• Expense Limits: Specific allowances for meals, accommodation, and transport under Dutch tax guidelines
• Booking Procedures: Required steps for travel arrangements and preferred suppliers
• Documentation Rules: Required receipts and forms aligned with Dutch accounting standards
• Safety Protocols: Emergency procedures and insurance requirements per EU regulations
• Compliance Statement: Reference to relevant Dutch labor laws and tax regulations
• Privacy Section: Data handling procedures compliant with GDPR requirements
• Amendment Process: Procedures for policy updates and communication

A Travel Policy differs significantly from a Corporate Policy in several key aspects. While both documents guide employee behavior, they serve distinct purposes and have different scopes within Dutch business operations.

• Scope and Focus: Travel Policies specifically address business travel arrangements, expenses, and safety protocols, while Corporate Policies cover broader company-wide standards and operational procedures
• Legal Requirements: Travel Policies must align with specific Dutch tax regulations for expense deductions and EU travel rules, whereas Corporate Policies address general business conduct and governance
• Update Frequency: Travel Policies require more frequent updates to reflect changing travel costs and regulations, while Corporate Policies typically remain stable longer
• Implementation: Travel Policies need immediate practical application systems like expense reporting tools, while Corporate Policies often rely on broader management oversight