Travel Policy Template for South Africa

A Travel Policy sets the rules and guidelines for business travel in your organization, covering everything from booking flights and accommodation to claiming expenses. It helps South African companies comply with tax laws, especially around subsistence allowances and travel reimbursements under SARS regulations.

Beyond just following laws, a good Travel Policy protects both employer and employee by clearly stating what's allowed, required, and reimbursable. It typically includes safety requirements, preferred suppliers, spending limits, and procedures for international travel - particularly important given South Africa's position as a regional business hub connecting Africa with global markets.

Use a Travel Policy when your business starts sending employees on regular work trips - especially across South Africa's provincial borders or internationally. It becomes essential once you're managing multiple travelers, dealing with significant travel budgets, or need consistent rules for expense claims and SARS compliance.

The policy proves particularly valuable during audit season, when handling travel insurance claims, or resolving disputes about allowable expenses. Companies expanding into new African markets also need it to set clear guidelines for different currencies, safety protocols, and regional travel requirements. Having these rules in place before issues arise prevents confusion and protects both the company and traveling staff.

• Basic Travel Policy: Covers essential rules for domestic business travel, subsistence allowances, and SARS-compliant expense claims - ideal for small to medium businesses
• Comprehensive Corporate Policy: Includes detailed sections on international travel, risk management, and multiple expense categories - suited for large organizations
• Education Sector Policy: Focuses on academic conference travel, research trips, and student group arrangements while meeting public sector compliance requirements
• NGO Travel Framework: Emphasizes donor compliance, cost-effective travel solutions, and special considerations for remote area access
• Mining Industry Policy: Addresses specific needs like remote site access, emergency evacuation procedures, and cross-border African operations

• HR Managers: Create and maintain the Travel Policy, ensure it aligns with labor laws and company benefits
• Finance Teams: Oversee expense claims, manage travel budgets, and ensure SARS compliance for subsistence allowances
• Traveling Employees: Must follow policy guidelines for bookings, safety protocols, and expense submissions
• Travel Coordinators: Handle bookings, verify compliance with policy rules, and manage preferred supplier relationships
• Department Heads: Approve travel requests and expenses within policy limits, monitor team compliance
• External Auditors: Review travel expenses and policy adherence during annual audits

• Company Travel Patterns: Review current travel needs, common destinations, and typical expenses across departments
• Budget Parameters: Establish clear spending limits for flights, accommodation, meals, and incidentals aligned with SARS guidelines
• Safety Requirements: Document necessary protocols for different regions, emergency procedures, and insurance needs
• Approval Workflows: Map out who can authorize travel and expense claims at different levels
• Expense Categories: List all allowable business expenses and required documentation for each
• Compliance Check: Ensure alignment with SARS requirements for subsistence allowances and record-keeping
• Digital Integration: Consider how the policy works with your expense management systems

• Policy Scope: Clear definition of who the policy applies to and which types of travel it covers
• Booking Procedures: Detailed process for travel requests, approvals, and preferred booking channels
• Expense Guidelines: SARS-compliant limits for different expense categories and subsistence allowances
• Safety Protocols: Required safety measures aligned with Occupational Health and Safety Act requirements
• Documentation Rules: Specific requirements for expense claims and supporting documents
• Compliance Statement: Reference to relevant tax laws and corporate governance requirements
• Amendment Process: Clear procedure for policy updates and communication of changes
• Enforcement Measures: Consequences for non-compliance and dispute resolution procedures

A Travel Policy is often confused with a Corporate Policy, but they serve distinct purposes and scopes. While both guide employee behavior, their focus and application differ significantly.

• Scope and Coverage: Travel Policies specifically address business travel rules, expenses, and safety protocols. Corporate Policies, in contrast, provide broader governance frameworks covering multiple aspects of business operations.
• Legal Requirements: Travel Policies must align with SARS regulations for subsistence allowances and travel expenses. Corporate Policies focus on overall company compliance with various laws and regulations.
• Implementation Level: Travel Policies operate at an operational level, providing specific guidelines for daily travel decisions. Corporate Policies set high-level strategic direction and company-wide standards.
• Flexibility: Travel Policies require frequent updates to reflect changing travel costs and SARS rates. Corporate Policies typically remain more stable, requiring updates only for major strategic shifts.