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?