Travel Policy
This policy covers business travel for the company: flights, hotels and rail. Book through the company's travel program, so every option is checked against these rules before it's booked.
Amounts are in USD.
1. Flights
Economy on flights under 6 hours. Premium economy on flights under 9 hours. Business on flights of 9 hours or more.
Flight length is the scheduled flying time of the longest single direction of the trip, not the round-trip total.
How silentVIP applies this: Every quoted flight is checked against this rule before it's booked; a higher cabin than allowed is marked out of policy.
2. Hotels
Up to $250 a night; New York $400, London $350, San Francisco $350, Sydney $300.
Cities not listed use the default limit.
How silentVIP applies this: Each hotel option's nightly rate is compared with the limit for its city, or the default; a rate in another currency is flagged for a person to check.
3. Booking ahead
Book at least 7 days before you travel.
Urgent trips can still be booked later, as an exception with a reason.
How silentVIP applies this: An option for travel fewer days away than this is marked out of policy.
4. Preferred airlines and hotels
Airlines: None set.
Hotel groups: None set.
How silentVIP applies this: With none listed, suppliers aren't checked.
5. Trip limit
None.
How silentVIP applies this: With no limit, the total price isn't checked against a ceiling.
6. Approval
Needed when a choice is outside these rules.
When a choice is outside these rules and needs approval, say why when you select it. Your reason goes to your approver with the request.
A change to an approved booking that costs more needs approval again.
How silentVIP applies this: Selecting an option that needs approval asks for a reason if it's out of policy, then sends it to the traveler's approver.
7. Restricted destinations
None listed.
How silentVIP applies this: Add places here to have trips to them always go for approval, or be refused.
8. Policy groups
These rules are for most travelers (the standard group). Two other groups have their own limits; everything not listed here is the same as above.
Senior leaders: Economy on flights under 3 hours. Premium economy on flights under 6 hours. Business on flights of 6 hours or more. Hotels: Up to $350 a night; New York $550, London $450, San Francisco $450, Sydney $400. Booking ahead: Book at least 3 days before you travel.
Executives: Business on any flight. Hotels: Up to $600 a night. Booking ahead: No minimum.
How silentVIP applies this: Each traveler's profile says which group applies, and each group's rules are set separately in the portal.
9. Expenses
Claim meals, local transport and other costs on the road through the company's expense process, with itemized receipts.
Flights, hotels and rail booked through the travel program are billed to the company. Don't claim them again.
Written guidance, not enforced by the portal. silentVIP doesn't manage expenses; items employees pay for go to your expense system as a file.
10. Traveler safety
Keep your phone number up to date in your traveler profile, so you can be reached if plans are disrupted.
If you're asked to check in during an incident, reply as soon as you can.
For urgent help with a trip that's underway, contact travel support.
Written guidance, not enforced by the portal. The portal's traveler safety tools let your travel manager find, contact and account for travelers during an incident.
11. Personal travel and loyalty points
Loyalty points earned on company trips may be kept by the traveler. Earning points isn't a reason for an exception.
Personal days can be added to a work trip when the company's cost doesn't increase. Any extra cost is paid by the traveler.
Written guidance, not enforced by the portal. Check any tax reporting implications with your accountant.
Built with the silentVIP travel policy builder: https://www.silentvip.com/resources/policy-builder