Travel Smarter: How SMEs Can Build a Simple Business Travel Policy That Works

Building a Simple Business Travel Policy That Works

Why a Business Travel Policy Matters For large corporations, travel policies are often part of wider compliance frameworks. But for SMEs — where flexibility and speed are key — formal processes are sometimes overlooked. However, without clear guidance, even a short business trip can create uncertainty about who’s responsible for what. A well-structured travel policy helps SMEs to:

• Protect employees by defining safety procedures and insurance coverage.
• Control costs by setting spending limits and approval processes.
• Ensure consistency across teams and departments.
• Demonstrate duty of care, showing that employee wellbeing is a top priority.

Essentially, it provides clarity — ensuring everyone knows how to plan, book, and handle the unexpected while travelling on company business.

Step 1: Define Who Your Travel Policy Covers

The first step is identifying who the policy applies to. This may include:

• Permanent employees travelling for work.
• Contractors or consultants representing your business.
• Senior leaders attending overseas meetings.

Each group may have different travel patterns and requirements. For example, sales teams may travel frequently, while directors might only take occasional long-haul trips. Establishing these differences early helps tailor the policy — and ensures your business travel protection aligns with actual travel habits.

How Voyager Protect helps: Voyager Protect offers annual multi-trip business travel insurance designed for companies of all sizes, including SMEs with multiple employees travelling regularly. It provides consistent cover across teams, reducing administrative work while ensuring everyone has equal protection.

Be aware that only certain contractors are eligible for cover on a Voyager Protect Business Travel Insurance policy, please contact us for details.

Step 2: Set Clear Booking and Approval Processes

Unplanned or last-minute travel can drive costs up quickly. Your policy should outline:

• Who books travel — employees, line managers, or a central admin team.
• What booking platforms or preferred suppliers should be used.
• When travel needs management approval (e.g., long-haul flights, overnight stays).

Having a central booking process also helps track who’s abroad at any given time — which is vital in emergencies.

Voyager Protect advantage: Voyager Protect Business Travel Insurance policies can be arranged for multiple employees under a single annual contract. This makes it easier for administrators to manage travel coverage without having to purchase separate policies for each trip.

Voyager Protect uses the NGS Aurora App, allowing your staff travelling abroad to check in with you, so you know they are safe. The app will also alert you of any local incidents, helping you to ensure your staff are safe.

Step 3: Include Travel Safety and Risk Management Procedures

SMEs have a legal and moral duty to keep their employees safe while travelling for work. This includes preparing for potential risks such as illness, lost documents, or travel delays.

Your policy should outline:

• How employees can access emergency assistance.
• What to do in the event of illness or injury abroad.
• Who to contact for help with lost passports, visas, or flights.

Voyager Protect advantage: Voyager Protect includes 24/7 emergency medical and travel assistance, so employees can access help anywhere in the world. Whether they need hospital treatment, translation support, or help rearranging travel, the helpline can provides reassurance that they’re never on their own.

Step 4: Clarify What’s Covered — and What Isn’t

Many employees assume they’re automatically covered for all scenarios while travelling, but that’s not always the case. To avoid confusion, outline what your travel insurance includes.

For example, Voyager Protect offers:

• Medical emergency cover for accidents or illnesses abroad.
• Trip cancellation, delay, or curtailment protection.
• Business equipment cover for laptops, tablets, and phones.
• Replacement personnel cover, ensuring business continuity if a traveller falls ill.
• Leisure time cover, meaning employees are protected even if they extend their trip for personal downtime (there is no leisure cover if Business Only travel is selected).

Defining these inclusions within your policy helps employees travel with confidence — and protects your business from unexpected costs.

Step 5: Address Expenses and Reimbursements

Travel can quickly become expensive if spending isn’t controlled. Your policy should clearly state:

• Allowable expenses (e.g., meals, accommodation, transport).
• Spending limits or per diem rates.
• What receipts or documentation are required for reimbursement.

Linking expense policies with your travel insurance also helps ensure claims are supported with the right documentation — speeding up resolution if something goes wrong.

Voyager Protect advantage: Voyager Protect provides straightforward claims support, designed to integrate easily with SME expense processes. Having a single, annual policy also simplifies record-keeping when multiple trips are involved.

Step 6: Cover Business Equipment and Data Security

For many SMEs, laptops and mobile devices are the lifeline of business travel. Losing them not only disrupts productivity but can also expose sensitive data.

Your travel policy should include:

• Rules for securing devices (e.g., encryption, password protection).
• Backup and data recovery protocols.
• Confirmation that business equipment cover is in place.

Voyager Protect advantage: Voyager Protect provides cover for business equipment, ensuring that damaged, lost, or stolen laptops and other tools of the trade can be quickly replaced. This helps prevent downtime during critical business trips.

Step 7: Prepare for Emergencies and Crisis Scenarios

Even the best-prepared travellers can encounter unexpected situations — natural disasters, civil unrest, or flight disruptions.

SMEs should have a response plan that includes:

• How to contact employees quickly.
• Escalation procedures for emergencies.
• How to coordinate with your insurance provider, if necessary.

Voyager Protect advantage: Voyager Protect offers access to global emergency assistance networks and repatriation services, giving SMEs peace of mind that employees will receive the right support in any situation.

Step 8: Communicate and Review Regularly

Once your policy is written, it’s crucial that employees actually understand it. Make it part of onboarding and include it in pre-travel briefings. Review the policy at least annually to reflect changes in destinations, business operations, or insurance options.

Voyager Protect advantage: With an annual business travel insurance policy, SMEs can adapt cover easily as their travel needs evolve — without having to rewrite or rebook policies each time a member of staff travels.

Conclusion: Turning Your Travel Policy into Practice

Creating a simple but effective business travel policy doesn’t need to be complicated. The goal is clarity — ensuring everyone knows what’s expected, what’s covered, and how to respond when things don’t go as planned. With Voyager Protect business travel insurance, SMEs can build a foundation of safety, consistency, and confidence into every trip. From medical cover to equipment protection and leisure inclusion, it’s a flexible, reliable solution designed to support the way modern businesses travel.

Voyager Protect is here to help companies of all sizes protect their staff while working abroad on business trips click here to Request a Quote or call 01483 806 822

This article is for information and entertainment purposes only. It does not constitute advice in any way. The information provided here is correct at the time of writing however please check the latest policy wording for the latest terms, conditions, and exclusions.