The Contractor Travel Policy is designed for organizations operating in England and Wales that regularly engage contractors who need to travel for business purposes. It establishes clear guidelines for travel arrangements, expense management, and safety requirements while ensuring compliance with relevant legislation. The policy helps organizations maintain consistency in travel practices, manage costs effectively, and fulfill their duty of care obligations. This document is particularly important in sectors where contractors frequently travel to different locations or client sites.
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1. Introduction: Purpose and scope of the travel policy
2. Definitions: Key terms used throughout the policy including 'contractor', 'business travel', 'expenses'
3. General Principles: Overall guidelines and company approach to contractor travel
4. Travel Authorization: Process for obtaining approval for business travel
5. Health and Safety Requirements: Safety guidelines and risk assessment procedures
6. Expense Guidelines: Allowable expenses and reimbursement procedures
7. Insurance Requirements: Mandatory insurance coverage for travel
1. International Travel: Additional requirements and procedures for overseas travel
2. Vehicle Usage: Specific rules and requirements for using personal or company vehicles
3. Environmental Impact: Guidelines and requirements for making sustainable travel choices
4. Emergency Procedures: Detailed protocols and procedures for handling emergencies during travel
1. Schedule 1 - Expense Claim Form: Standard form for submitting travel expenses
2. Schedule 2 - Mileage Rates: Current mileage reimbursement rates
3. Schedule 3 - Risk Assessment Template: Standard form for travel risk assessment
4. Schedule 4 - Insurance Coverage Details: Detailed insurance requirements and coverage limits
5. Schedule 5 - Emergency Contact List: Key contacts for emergency situations
6. Schedule 6 - Travel Authorization Form: Standard form for travel approval requests
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