A corporate travel policy is a short internal document that states who travels, how, at what cost and with whose approval. It reduces costs, protects employees and keeps accounting documentation simple. A good policy fits in 2–4 pages.
Why every company needs one
- Cost control: uniform rules instead of negotiating every trip.
- Tax documentation: expenses are deductible only when it can be shown they were incurred for the business (Law 4172/2013, article 22). The policy and the approval are part of that proof.
- Employee safety: the employer has a general duty to ensure the health and safety of employees at work (Law 3850/2010), which also covers work away from the usual workplace.
- Fairness: everyone knows in advance what is covered.
The 9 chapters of a complete policy
- Scope: who it applies to (employees, contractors, candidates) and which trips.
- Approvals: who approves, when (before booking), using which form or system.
- Bookings: mandatory channel (e.g. the travel agency) and minimum booking lead time.
- Flights: class (economy up to X flight hours), baggage, seat selection, loyalty programmes.
- Accommodation: hotel category and maximum rate per city.
- Ground transport at destination: taxi, car hire, public transport, use of private car.
- Daily expenses: meals and incidentals, with a daily limit or against receipts.
- Safety and insurance: travel insurance, high-risk countries, emergency contacts.
- Expense claims: submission deadline, required receipts, reimbursement method.
Sample limits table
The amounts are an example; adjust them to your sector and budget.
| Category | Executives | Other employees |
|---|---|---|
| Flights up to 4 hours | Economy with flexible fare | Economy |
| Flights over 6 hours | Business (with approval) | Premium economy or economy |
| Hotel | Up to 4 stars | Up to 3–4 stars |
| Flight booking | At least 7 days ahead | At least 14 days ahead |
Per diem or reimbursement against receipts
There are two main models. With reimbursement against receipts, the employee submits receipts bearing the company’s tax number and is reimbursed the actual amount. With a fixed daily allowance, they receive a predetermined amount per day. Tax treatment differs by model, so choose together with your accountant.
Personal data (GDPR)
Bookings require passport details, dates of birth and sometimes dietary or medical preferences. The policy should define who has access, where the data is stored and for how long, in line with Regulation (EU) 2016/679 and Greek Law 4624/2019. Ask your travel agency for a data processing agreement.
Travel agency tip
Don’t write a 30-page policy. Start with chapters 2, 3, 5 and 9, which solve most problems, and review the policy once a year based on actual travel data.
Frequently asked questions
Is a travel policy mandatory? It is not an explicit legal requirement, but it makes it easier to substantiate expenses and meet the employer’s safety obligations.
Who should sign it? Management, and it should be communicated in writing to all employees who travel.
Sources: Law 4172/2013 article 22 – lsa.gr · Regulation (EU) 2016/679 – EUR-Lex
Validity: This article reflects the legislation in force at the date of writing (01/10/2026). The amounts in the table are indicative.
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