Free Resource for HR & Travel Managers
The Corporate Travel & Offsite Checklist
Everything worth sorting when setting up a travel policy or planning a company offsite — free to use right here, or have us send it to you.
Setting Up a Travel Policy
Define approved hotel tiers and per-diem limits by employee level
List pre-approved airlines and cabin-class rules for domestic vs international
Set an advance-booking window (e.g. 2+ weeks) to control last-minute fare spikes
Decide who has booking authority and who needs manager sign-off
Document the expense-claim and reimbursement process up front
Before an Offsite or Business Trip
Confirm visa lead time for every traveler's passport and destination
Check corporate travel insurance covers the trip's countries and activities
Collect emergency contact details for every traveler
Share the final itinerary and hotel details with a duty-of-care contact back at the office
Confirm group transfer logistics if arriving on different flights
Booking & Documentation
Centralize all bookings under one vendor for a single consolidated invoice
Keep GST-compliant invoices for every booking for tax input credit
Verify each traveler's passport has 6+ months validity before booking
Confirm visa document requirements per traveler (salaried vs founder/director can differ)
Set up a shared folder with tickets, hotel vouchers, and visa copies for the whole group
Managing the Trip
Share a single point-of-contact number for on-ground issues
Keep a live traveler list — who's where, and how to reach them — for duty of care
Pre-brief travelers on local emergency numbers and nearest hospital/embassy
Set a clear process for approving any in-trip changes or extra spend
After the Trip
Reconcile the consolidated invoice against the original budget/RFP
Collect feedback from travelers on hotels/vendors for future bookings
Archive visa copies and invoices for compliance and tax records
Note any policy gaps that came up for the next trip's policy update
Planning an offsite or setting up a company-wide policy? Lumina Journeys can handle the whole thing — RFPs, compliance, and consolidated billing included.