Here's a simple workbook to help you begin the creation of your company's Travel and Expense (T&E) Policy. Looking for more advice on how to create a T&E Policy that works for all? Check out this ebook: http://bit.ly/te_policy

1. Expense Policy Workbook:
Top Questions to Answer
When Creating Your Travel
and Expense (T&E) Policy

2. T&E represents 8–12% of the average
company’s total operating expenses,
and airfares and hotels are two of the
biggest expenses.
Why create a T&E Policy?
Your T&E policy can help your
company achieve its top goals,
whether that’s growing the business,
making sure employees are satisfied
or keeping costs in check.
T&E is often the second largest
controllable spend after payroll.
Payroll T&E

3. Why create a T&E Policy?
Your policy should help not only your
business, but your employees make
smart spend decisions.
Help your employees by making
your policy:
• Fair for all
• Easy to understand
• Easy to find

4. Clearly outline what you reimburse
Baggage Checking
Advanced-Seat Bookings
Parking
Tips
Laundry Service
Travel Insurance
In-Room Movies
Travel:
YES NO

5. Taxis
Uber
Bus Passes
Personal Car Mileage
Parking Fines
Parking
Does public transport take precedence over taxis vs. personal cars?
If so, when? Do you encourage use of sustainable transportation?
YES NO
Clearly outline what you reimburse
Travel:
IRS standard
deduction: 56
cents per mile
for business
miles driven

6. Professional Memberships
Networking Event Fees
Conference Fees
Business Cards
Company-Branded Clothing
YES NO
Clearly outline what you reimburse
Entertainment:

7. Office Happy Hours
Birthday Cakes for Coworkers
Birthday Cards
Thank You Cards
Postage
YES NO
Clearly outline what you reimburse
Entertainment:

8. What about meals?
• What’s the limit amount per meal
while traveling?
breakfast: ____
lunch: ____
dinner: ____
• Do you include alcohol?
• Room service?
• Networking meals?
YES NO
YES NO
YES NO

9. Timing is everything!
When should employees book travel?
• As soon as possible
• One week before travel date
• Two weeks before travel date
Is pre-approval needed before
employees book travel (like flights/
hotels) or only if over a certain value?

10. Airfares and hotel
What range of airfares and hotel categories are acceptable?
For airfare, lowest logical or cheapest? For hotels, standard
or premium?
What class of travel can
employees book?
• Coach
• Business
• First
Do you have
preferred suppliers?
$ Introducing
TripLink:
Not sure how to answer these
questions? TripLink can help by
suggesting a price to beat.
YES NO WHO: _____________

11. Now that you have a few policy
questions answered, learn more about
how to create a TE policy that works
for all.
Take a test drive of Concur to see
how you can embed your policy
directly into your expense
management software.
Toss away that paper
and move to the cloud!
Conclusion

12. Ready to
start saving?
Sign up for Free 30-day trial
of Concur Expense and get
started today.
Concur is a leading provider of integrated travel and
expense management solutions. By capturing and
reporting on every aspect of TE spend, Concur’s
services provide detailed information to help clients
effectively negotiate with vendors, create budgets
and manage compliance. Trusted by businesses
of all sizes in more than 100 countries, Concur’s
on-demand services process over $50 billion
in TE spend a year—equal to roughly 10 percent
of the world’s TE spend.
concur.com