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Most companies cover certain travel expenses for crew lodging and travel.  But many organizations do not have written policies and procedures outlining the guidelines for how expenses are pre-approved, approved, submitted for reimbursement, tracked, etc.  It is critical for every company to create a written standard operating procedure that specifies their guidelines for all employees.  Having an Expense & Reimbursement Standard Operating Procedure (SOP) will govern what a team member will consider to be appropriate without allowing an individual to make decisions for the company that may not be reasonable.

When creating a draft for your organization’s travel policies and procedures here are some important details that need to be included:

  • Who makes the employees travel plans? The employee, the crew supervisor, the administrator at the regional office?
  • Does your corporate or regional office have a designated travel coordinator?
  • What is the process for employees to make travel arrangements?
  • Does your company have requirements for facility quality and maximum nightly room rate agreed upon?
  • Within your organization who authorizes the travel expenditures?
  • How have you determine per diem rates and are they continually analyzed to see if there are additional savings that are not being realized?
  • Do you have one central “hub” or area to tie your reservation requests to the actual charges to ensure they match?

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