Travel and Expenses

A Travel and Expenses policy explains what business costs your organization will reimburse, what approvals and documentation employees must provide, how to use company payment methods responsibly, and when travel time may be compensable under applicable wage and hour rules.

How to Write a Travel and Expenses Policy

• Start with "why" and introduce the concept.
• Define what qualifies as reimbursable business expenses and set a reasonableness, necessity, and documentation standard.
• Set an expectation to use good judgment and make cost-effective spending choices.
• Require advance approval for business travel and higher-cost purchases.
• List common categories of reimbursable expenses to guide employee decisions.
• Explain how employees submit expenses and what documentation is required.
• Address pay treatment for travel time where applicable.
• Set rules for company credit card use and consequences for unauthorized or personal charges.
• Include travel safety expectations, including choosing safe accommodations and following health guidance.

For advice on writing a Travel and Expenses policy in a specific jurisdiction, see below.