A good corporate travel policy for ground transportation balances cost, safety, productivity and simplicity. It should specify when employees use pre-booked car service versus ride-hail, taxis, rentals or public transit, approved suppliers and vehicle classes by trip type or seniority, safety standards (licensed, insured operators; no driving after overnight flights), booking and billing processes, and how exceptions are approved. Clear rules reduce expense disputes and help the company meet its duty of care.

What to include

Section What to specify
Scope Who the policy covers and which trips
Modes When to use car service, ride-hail, taxi, rental, rail
Suppliers Approved car service companies and accounts
Vehicle classes Sedan, SUV, van — by trip type, group size or seniority
Safety Licensing and insurance requirements; fatigue rules
Booking How to book (portal, assistant, app) and required information
Billing Corporate account, reference codes, receipts
Exceptions Who approves and how

Sample guidelines

  • Airport transfers: pre-booked car service for flights departing before 7 a.m. or arriving after 9 p.m.; for all international arrivals; and when traveling with clients.
  • Client meetings: car service when traveling with clients or carrying materials.
  • Local short trips: ride-hail, taxi or transit as appropriate.
  • After long flights: employees should not drive themselves after overnight or long-haul flights.
  • Group travel: one larger vehicle rather than multiple individual rides.

Choosing suppliers

Evaluate car service companies on licensing, insurance, fleet quality, chauffeur screening, on-time performance, 24/7 dispatch and billing capabilities. Read how to choose a black car company and livery insurance explained.

Duty of care

Knowing where travelers are and ensuring safe transportation is part of an employer’s duty of care. Read duty of care in ground transportation.

Billing and reporting

Corporate accounts allow consolidated invoices, cost-center codes and reporting. Read corporate accounts and billing and our corporate travel service.