Travel Policy

A company's rules on how and what employees may book: classes, limits, suppliers and procedures. It sets out what's permitted — for example, which cabin class or hotel rate tier is allowed at a given seniority level — and the process travellers must follow to book compliantly. A clear travel policy is the foundation that booking tools, approvals and expense systems are all built around.

A typical travel policy covers who can travel and when approval is needed; which booking channels must be used; allowed cabin classes for flights of different lengths; hotel rate limits by city; rules for rail, taxis, car rental and transfers; advance-booking expectations; preferred suppliers; payment methods; daily allowances and reimbursable expenses; and duty of care procedures. Many policies differentiate rules by role, seniority or type of trip, and include a process for exceptions.

A good policy balances cost control with traveller wellbeing and productivity. Rules that are too strict encourage employees to book outside the programme, while rules that are too loose lead to overspending. The policy should be written in clear, simple language and reviewed regularly as prices, destinations and business needs change. Most importantly, it works best when it is built into the booking tool, so employees see compliant options automatically instead of having to remember every rule. Many companies also ask employees to confirm that they have read the policy when they join.

In Tumodo, the travel policy is built directly into the booking process. Companies can set rules for flights, hotels, taxis, car transfers, airport services, car rental and international rail — from allowed cabin classes, connections and flight duration to maximum hotel prices per night, star ratings and free cancellation. Policies can apply to the whole company, specific departments or individual employees, and a dedicated key account manager helps configure them.