Travel Policy Template for Singapore

A Travel Policy sets clear rules for business trips and creates a standardized way to handle travel expenses in your organization. It outlines approved booking procedures, spending limits for meals and hotels, and explains how employees should claim reimbursements - all while following Singapore's corporate governance and tax requirements.

Beyond just controlling costs, a well-crafted Travel Policy protects both employer and staff by defining safety protocols, insurance coverage, and duty of care obligations. It helps companies maintain MOM compliance for overseas assignments and ensures proper documentation for IRAS business expense claims, while making travel arrangements smoother for everyone involved.

Use a Travel Policy when your business starts sending employees on regular work trips, especially across borders. The policy becomes essential once you have multiple team members booking flights, hotels, and claiming expenses - it prevents confusion about spending limits and reimbursement processes.

Many Singapore companies implement Travel Policies when expanding regionally into ASEAN markets or opening overseas offices. The policy helps manage GST claims for business travel expenses, ensures MOM compliance for work passes, and protects the company from liability issues. It's particularly important when dealing with different currencies, varying accommodation costs, and complex travel insurance requirements.

• Basic Travel Policies cover essential rules for domestic business trips, focusing on taxi fares, meals, and local hotel stays
• International Travel Policies add currency conversion rules, overseas allowances, and cross-border compliance requirements
• Executive Travel Policies outline premium travel arrangements for senior management, including business class provisions
• Project-Based Travel Policies specifically address client billable travel, with detailed cost allocation guidelines
• Remote Work Travel Policies handle hybrid work arrangements, including rules for commuting between office locations

• HR Managers: Draft and maintain the Travel Policy, ensure it aligns with MOM guidelines, and handle policy updates
• Finance Teams: Set expense limits, manage reimbursement processes, and verify GST claims compliance
• Traveling Employees: Follow booking procedures, maintain proper documentation, and submit expense claims correctly
• Department Heads: Approve travel requests, monitor team compliance, and manage travel budgets
• Legal Teams: Review policy terms, ensure duty of care obligations are met, and address cross-border compliance

• Company Details: Gather information about office locations, typical travel routes, and business subsidiaries
• Budget Framework: Define spending limits for different employee levels, destinations, and expense categories
• Booking Process: Establish preferred travel vendors, booking platforms, and corporate card policies
• Insurance Coverage: Review existing business travel insurance and identify coverage gaps
• Compliance Requirements: Check IRAS guidelines for expense claims and MOM rules for overseas assignments
• Documentation Rules: Set clear standards for receipts, claims forms, and approval workflows

• Scope Statement: Define who the policy applies to and which types of travel it covers
• Expense Guidelines: Detail allowable costs, spending limits, and GST claim procedures
• Booking Procedures: Outline approved booking channels and authorization requirements
• Safety Protocols: Include emergency procedures and duty of care obligations
• Compliance Section: Address PDPA requirements for data handling and MOM regulations
• Documentation Rules: Specify required receipts and forms for IRAS compliance
• Enforcement Clause: State consequences for policy violations and appeal processes

A Travel Policy is often confused with a Corporate Policy, but they serve distinct purposes. While a Travel Policy specifically governs business travel arrangements and expenses, a Corporate Policy sets broader organizational standards and operational guidelines.

• Scope and Detail: Travel Policies focus exclusively on trip-related matters like flight bookings, per diems, and expense claims. In contrast, Corporate Policy covers company-wide conduct, values, and operational procedures.
• Regulatory Focus: Travel Policies primarily align with IRAS requirements for business expense claims and MOM guidelines for overseas assignments. Corporate Policies address broader compliance areas like governance and strategic direction.
• Implementation: Travel Policies require specific workflows for approvals and reimbursements, while Corporate Policies establish general behavioral standards and business principles.
• Flexibility: Travel Policies need frequent updates to reflect changing costs and travel requirements. Corporate Policies tend to remain more stable, requiring updates only for major organizational changes.