Standard Operating Procedure (SOP): Employee Travel
Document Number: SOP-HR-003
Version: 1.0
Effective Date: [Insert Date]
Prepared By: [Your Name/Title]
Approved By: [HR/Finance Manager]
Review Date: [Insert Date]
1. Purpose
To define the standard procedure for planning, approving, executing, and reimbursing official
business travel to ensure cost efficiency, safety, and transparency.
2. Scope
This SOP applies to all employees who are required to travel for official business on behalf of
the organization.
3. Policy Statement
All official travel must be pre-approved and carried out in accordance with company guidelines
for cost, safety, and accountability. Travel expenses will be reimbursed only upon submission of
valid documentation.
4. Responsibilities
Role Responsibility
Employee Submits travel request, books as per policy, collects bills, submits claim
Reporting Manager Reviews and approves travel request and claim
Admin/Travel Desk Coordinates bookings, issues travel tickets/hotel reservations (if applicable)
Finance Department Reviews claims and reimburses verified expenses
5. Travel Approval Process
1. Employee submits Travel Request Form with:
o Purpose of travel
o Destination
o Duration
o Estimated cost
2. Reporting Manager reviews and approves/rejects.
3. Approved form is sent to Admin/Travel Desk or used by employee to book travel.
6. Travel Booking Guidelines
Mode of Travel: Based on distance, urgency, and grade of employee (e.g., air, train,
taxi).
Class of Travel:
o Senior Managers: Economy/Premium Economy (Air), AC 2-Tier (Train)
o Staff: Economy (Air), AC 3-Tier or Sleeper (Train)
Accommodation:
o Hotel should be modest and within daily budget limits set by Finance.
o Preference for company tie-ups or OYO/business hotels.
7. Daily Allowance & Meal Policy
Per diem allowance based on city classification (Metro/Non-Metro).
Meals and local conveyance reimbursable with bills.
Tips, alcoholic beverages, and personal expenses not reimbursed.
8. Travel Expense Reimbursement
1. Submit Travel Expense Claim Form within 5 working days of return.
2. Attach original bills for:
o Travel tickets
o Hotel stay
o Food (if not covered by per diem)
o Local transport (taxi, auto, etc.)
3. Manager reviews and forwards to Finance for reimbursement.
4. Finance processes within 7–10 business days.
9. Travel Safety and Conduct
Employee must ensure personal and data security during travel.
Follow all applicable laws and regulations.
Maintain professional behavior at all times.
10. Non-Reimbursable Items
Personal purchases (gifts, toiletries)
Entertainment expenses
Fines or penalties
Lost receipts (unless exception approved by Head of Department)
11. Emergency Situations
In case of delays, cancellations, or emergencies:
Inform Reporting Manager and Admin immediately.
Claim must include a note explaining the situation.
12. Review & Amendments
This SOP shall be reviewed annually or when significant changes in travel policy occur.
