Resource Guide
Corporate Travel Policy Template (Executive Transportation)
A practical corporate travel policy template focused on executive ground transportation, approvals, billing, and duty of care for Chicago travel managers.
Quick Answer
Quick Answer
Use a corporate travel policy that defines approved transportation vendors, booking lead times, billing rules, and traveler duty-of-care. For Chicago executives, require verified chauffeurs, flight tracking, and 24/7 support. Set approval thresholds for SUVs vs sedans, define airport meet-and-greet standards, and mandate centralized invoicing to control spend and reporting.
Policy Objectives
- ✓ Control costs with standardized vehicle classes and rate caps
- ✓ Protect traveler safety with vetted chauffeurs and insured fleets
- ✓ Simplify approvals and reporting for finance teams
Booking & Approval Rules
- ✓ Sedan default for 1-2 passengers; SUV for 3+ or extra luggage
- ✓ Minimum booking window: 6 hours (same-day exceptions allowed)
- ✓ VP-level approval for late-night or premium vehicle requests
Billing & Reporting
- ✓ Centralized invoicing by department or cost center
- ✓ Monthly usage summaries with trip volume and spend by team
- ✓ Incident reporting workflow for delays, cancellations, or no-shows
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