Free Travel Policy Template

Download our free Travel Policy Template:

*For internal use only. Not for resale or redistribution. By downloading, you agree to our Free Resources Licensing Agreement.

Travel Policy example

Purpose of a Travel Policy

A Travel Policy outlines the framework and expectations related to travel for business purposes. The policy aims to create a safe and healthy working environment by managing the risks associated with travelling, ensuring the well-being of employees, and minimizing potential hazards.

How to Use

This Travel Policy template should be customised by a competent person, signed by a top-level manager (e.g. the director), and displayed in the workplace or provided by other means (e.g. website). It should also be communicated to new workers as part of their induction or onboarding process.

This document is a template only and it must be customised for your business. Other aspects that need to be considered include ensuring that:

Relevant legal requirements have been met,
Workplace specific risks are identified and managed, and
Workers are consulted with during the customisation / review process.

When to Use

This document should be displayed in a prominent area or uploaded to your website/ centralized document system. You should also use it during employee inductions, and you may wish to refresh your workers on the contents of the policy periodically as part of a safety meeting or refresher training.

Who Should Use

This document should be endorsed with the signature of the appropriate top-level manager (such as a director). It can be used by your Safety Advisor, Project Manager, or other Manager/s to communicate the requirements to workers (including new workers).

Legal Considerations

Generally, under the WHS legislation, there is no specific legal requirement to have or display a Travel Policy. However, it is best practice. It can help meet general legal duties, including:

s(19)(3)a WHS Act – Duty to Provide a Safe Working Environment

Workers also have legal responsibilities, including:

s(28) WHS Act – Duty of workers:
- Taking care of yourself
- Taking care of others
- Following procedure
- Following instruction

FAQ

What is a Travel Policy?

A travel policy is a set of guidelines and rules established by an organization to govern employee travel, including booking procedures, expense reimbursement, safety protocols, and compliance with company standards.

Why do organizations implement Travel Policies?

Organizations implement travel policies to ensure consistency, control costs, mitigate risks, and promote employee safety and well-being while traveling for business purposes.

What safety measures can be included in Travel Policies?

Travel policies may include safety protocols such as pre-trip risk assessments, emergency contact information, health and security advisories for destination countries, travel insurance requirements, and procedures for handling emergencies or crises while traveling.

Did you know?

Did you know that some companies have incorporated unique incentives into their travel policies to encourage employees to book cost-effective options? For example, there have been instances where employees who find the cheapest flights or accommodations within policy guidelines are rewarded with extra vacation days or travel vouchers. It's a creative way to promote budget-conscious travel while boosting employee morale and engagement.