Company Travel & Reimbursement Policies
This document outlines the company's policies regarding business travel and general expense reimbursement for its team members and contractors. It covers guidelines for travel authorization, booking procedures for flights, accommodation, and ground transportation, as well as eligible expenses for reimbursement. The policy also details the process for submitting expense claims and specific considerations for contractors.
[company name] Travel and Expense Reimbursement Policies
Last updated: [last updated date]
About
This document covers the policies related to all business travel for [company name] and both travel-related expenses and general expense reimbursement.
Travel
This travel policy is established to ensure efficient, safe, and cost-effective travel arrangements for team members when traveling for business purposes. The policy outlines the guidelines and procedures to be followed by all team members and helps [company name] efficiently and effectively manage reimbursements and expenses.
Please note that our company-wide meet-ups are managed slightly differently but the policies still apply.
Travel Authorization
Except for Company-wide Events, all travel must be authorized in advance by the team member’s respective Manager.
Team members should submit their travel requests at least one month prior to the travel date, except in cases of emergency where advance approval may not be possible.
Travel Booking
Team members book travel themselves unless otherwise planned or agreed.
Team members are encouraged to make travel arrangements through our list of recommended online booking tools (see appendix)
All costs must stay within the approved budget. If additional budget is needed, approval from your manager is required.
Air Travel:
Economy class tickets should be booked for all domestic and international flights unless there are exceptional circumstances approved by your manager.
Flights should be booked well in advance to obtain the most cost-effective fares, considering the overall trip cost and duration.
Business travel assumes round-trip tickets to and from your place of residence. Air tickets are reimbursable up to the approved budget amount.
Travel budget is calculated based on a team member's place of residence to the destination and back for the approved travel dates.
You may travel from a different location than your primary residence or fly to or back from a different location, as long as the cost of doing so stays within the budget approved for the trip. Anything above the budget needs to be covered by the team member.
You are allowed to purchase tickets for different travel dates than approved for the trip. In this case, flight costs will be reimbursed according to the approved budget. All extra costs related to different dates other than approved dates are covered by the team member.
For the approved travel duration of less than 3 days, check-in luggage fees are the responsibility of the team member unless there are special circumstances and pre-approved. [company name] will pay for hand luggage fees. For the longer travel duration, check-in luggage fees will be covered by [company name].
Seat selection such as extra legroom seats, or any other additional services are covered by the team member.
Flight Modification or Cancelation
All ticket modifications, including cancellations, are managed by team members.
If [company name] determines that modification or cancelation is needed, those expenses will be reimbursed
Accommodation:
This is a preview. The full template is free on GitLaw.
5.0 out of 5 on Google
Read reviewsAs seen in
Frequently asked questions
A template isn't binding on its own - like any contract, it becomes binding once it's properly completed and signed. Templates in our curated library are professionally drafted for US or UK law; review any template before you sign it.
Yes. Chat with GitLaw to edit any section, or make changes directly in the editor.
Yes, read about team plans here.
Describe what you need in the chat and GitLaw will draft it for you.
Templates in our curated library are professionally drafted for US or UK law. The wider library comes from the GitLaw community and public sources - a solid starting point, but check any template fits your situation before you rely on it.
Mostly US and UK law. Some templates use general commercial terms that work across jurisdictions, and many note which law they're written for.
It depends on the situation. Templates work well for routine business agreements. For anything involving significant money, complex IP, employment, or areas you're unsure about, it's worth getting professional advice before you sign. GitLaw provides templates and tools, not legal advice.
Open any template in GitLaw and describe the change you want in the chat — 'make clause 4 mutual' or 'add a 30-day notice period', for example. GitLaw drafts the revised language and shows it as a suggested edit. You accept, reject, or keep editing from there.
Yes. Upload a Word, PDF, or Markdown file and GitLaw will open it in the editor. You can review, edit, or chat with GitLaw about it the same way you would with any template from the library.
Trusted by 5,000+ businesses
From template to signed, in one place
Every template opens in an editor with an AI agent alongside it.
Open
Pick a template and open it. Nothing to download, and no credit card to start.
Free to open
Edit with AI
Describe your situation in chat and the agent adapts the wording, clause by clause.
Tracked changes you can review
Send and sign
Share it for negotiation, then collect signatures without leaving GitLaw.
eSign included
Built for your legal work,
with practicing lawyers
Trained on 5,500+ clauses and specialist areas of law. Built with a standards committee of independent lawyers.
As seen in
Ready to get started?
No sales calls, no credit card. Just chat with GitLaw.
GitLaw provides templates and tools, not legal advice. Templates are a starting point, not a substitute for advice on your situation - for anything significant, speak to a qualified lawyer.