Answer library

Business travel policy template for a small team

A plain business travel policy template for a 5 to 50 person US team, with the ten questions people will ask and a blank for each answer.

Travel questions come at the worst time: the night before a flight. Decide the limits and the approver once, and put the answers where people can check.

A template with blanks, not legal advice. Rules on pay, leave and data vary by state, so check yours.

The template

Who approves trips

  • Ask [person] before you book. Trips over [amount] or longer than [number] days need [person] in writing.
  • Book through [tool or travel agent] where possible.

Flights and lodging

  • Flights: [economy / premium economy allowed over [hours]]. Book at least [number] days ahead where you can.
  • Hotels: up to [amount] per night, near [the event or office]. Shared lodging is [allowed / not allowed].

Ground travel and meals

  • Use [rideshare / rental car / train] when [conditions]. Mileage is [rate or not covered].
  • Meals while traveling: up to [amount] per day. Client meals are covered up to [amount] per person.

Claims and changes

  • Submit expenses within [number] days with receipts in [tool].
  • If plans change, tell [person] and cancel [what] right away.

Safety

  • Share your plan with [person]. In an emergency, contact [person or number].
  • Personal days added to a trip are [your cost / allowed with approval].

Who owns this policy

  • Owner: [name]. Last confirmed: [date]. Check again by: [date].

The ten questions your team will ask

Write each answer once, with an owner and the date you last confirmed it. These ten answers are what a bot or a shared FAQ should answer from.

  1. 1.Do I need approval before I book a trip?

    Answer: [Who approves, and the amount or length that triggers it.]

    Owner: [name]. Last confirmed: [date].

  2. 2.How should I book flights and hotels?

    Answer: [The tool or agent, and how far ahead.]

    Owner: [name]. Last confirmed: [date].

  3. 3.What class of flight can I fly?

    Answer: [Your rule, including long flights.]

    Owner: [name]. Last confirmed: [date].

  4. 4.How much can I spend on a hotel?

    Answer: [The nightly cap and the exceptions.]

    Owner: [name]. Last confirmed: [date].

  5. 5.Can I rent a car or take a rideshare?

    Answer: [When it is allowed, and how it is claimed.]

    Owner: [name]. Last confirmed: [date].

  6. 6.What meals are covered?

    Answer: [The daily cap and client meal rule.]

    Owner: [name]. Last confirmed: [date].

  7. 7.Can I add a personal day to a work trip?

    Answer: [Your rule and who pays for the difference.]

    Owner: [name]. Last confirmed: [date].

  8. 8.What if my plans change?

    Answer: [Who to tell and how to cancel.]

    Owner: [name]. Last confirmed: [date].

  9. 9.How do I claim the expenses?

    Answer: [The tool, receipts and the deadline.]

    Owner: [name]. Last confirmed: [date].

  10. 10.What do I do in an emergency while traveling?

    Answer: [A name and a number.]

    Owner: [name]. Last confirmed: [date].

Before you publish it

  • Match the caps to what you actually approve today.
  • Check how your company card or insurance treats travel before you publish.
  • Test your bot or FAQ with the ten questions before you rely on it.

Want to check a bot against these questions? Use the free honesty test, or turn the answers into a shareable FAQ with the team FAQ builder.

Want early access and new checklists by email?

Leave your email and we write to you when your spot is ready. Or sign in now and the first 100 founders start right away.

Common questions

  • A one page version helps. It stops the same questions about class of flight and hotel caps from reaching you before each trip.

  • Set an amount or length above which it does. Below that, people can book within the caps.

  • The person who approves trips, with a date for the next check.

More templates