Travel Policy and Approval Rules Starter Pack

Most travel programs fail because the policy is either:

• too vague to enforce, or
• too strict so everyone requests exceptions

This starter pack helps you create an enforceable policy and approval system that reduces leakage without stopping travel.

What you will produce

1. One-page travel policy summary
2. Approval matrix and thresholds
3. Exception request template
4. Booking channel rules
5. A weekly exception review cadence

Step-by-step implementation

Step 1: Define the objective in plain English

Beginner-safe objectives:

• reduce out-of-policy spend
• reduce premium cabin and last-minute booking leakage
• standardize approval so Finance is not the bad guy

Pick 2 to 3 objectives. Too many creates confusion.

Step 2: Define booking channel rules

Set a clear rule:

• what tool or channel should be used to book travel
• when direct booking is allowed
• what evidence is required if someone books outside the tool

Step 3: Define class of travel and hotel guardrails

Examples (adapt to your reality):

• economy for flights under a set duration
• premium cabin only with pre-approval
• hotel nightly caps by market band
• preferred hotels when available

Keep it simple and document exceptions.

Step 4: Define approval thresholds

Use thresholds so not every trip needs executive approval.

Common approval triggers:

• travel spend above a threshold
• premium cabin
• last-minute booking
• international travel
• conference fees

Step 5: Define exceptions and the evidence required

Every exception should include:

• what policy rule it violates
• why it is required
• cost impact
• approver

Templates

A) One-page travel policy summary (copy/paste)

Copyable template (TEXT)
Copy
Travel Policy Summary

Booking:
- Required booking channel:
- Direct booking allowed only when:
- Required documentation:

Flights:
- Default class of travel:
- Premium cabin allowed when:
- Last-minute booking rule:

Hotels:
- Preferred booking method:
- Nightly cap guidance:
- Exceptions:

Ground transportation:
- Preferred options:
- Ride share rules:

Approvals:
- Approval thresholds:
- Who approves exceptions:

Receipts and documentation:
- Receipt requirements:
- Expense submission window:

Exceptions:
- How to request:
- Evidence required:

B) Approval matrix (copy/paste)

Copyable template (TEXT)
Copy
Travel Approval Matrix

Default travel (in policy):
- Approver: manager

Out of policy booking channel:
- Approver: manager + finance (optional)

Premium cabin:
- Approver: department head

Last-minute booking (under X days):
- Approver: manager + department head

Trip cost above threshold:
- Approver: department head

International travel:
- Approver: department head + finance (optional)

C) Exception request form (copy/paste)

Copyable template (TEXT)
Copy
Travel Exception Request

Traveler:
Dates:
Destination:
Policy rule being exceptioned:
Reason:
Estimated cost impact:
Alternative considered:
Approver requested:
Notes: