Corporate Travel Policy Template
A ready-to-adopt ground transportation policy for Chicago-based companies. Vehicle approvals, booking procedures, expense limits, and routing, built from what corporate travel managers actually need.
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Cancellation policy · Download agreement PDF · Terms · v2026-08-20
Policy Overview
Scope
This policy covers all ground transportation within the Chicago metropolitan area for business purposes, including airport transfers, client meetings, corporate events, and executive travel.
Effective Date
Effective [DATE]. Replaces all prior ground transportation guidelines. Review annually or when vendor contracts change.
Approval Authority
Director-level and above: pre-approved for all ground transportation. Manager-level: pre-approved for airport transfers and client meetings. Individual contributors: requires manager approval for non-airport ground transport.
Vehicle Approval Matrix
Approved vehicle types by travel purpose, with maximum rates.
| Purpose | Approved Vehicle | Max Cost |
|---|---|---|
| Airport Transfer (solo) | Black Sedan | $149 |
| Airport Transfer (2-3 pax) | Black Sedan or SUV | $149 |
| Airport Transfer (4+ pax) | SUV or Sprinter Van | $175-$340 |
| Client Meeting / Sales Call | Black Sedan or SUV | $98/hr |
| Executive Travel (C-Suite) | Cadillac Escalade SUV | $98/hr |
| Corporate Event (5-12 pax) | Mercedes Sprinter Van | $139/hr |
| Corporate Event (13-30 pax) | Party Bus (20 or 30-pass) | $234/hr |
| Convention/Trade Show | Sedan or SUV | $149 per transfer |
Booking Procedure
Request via [Booking Channel]
Submit ground transportation requests through [Concur/SAP/email] at least 24 hours in advance. Same-day requests accepted but subject to availability.
Approved Vendor Booking
All requests route to the approved vendor (Royal Carriage Limousine). Direct booking online platform or phone: (224) 801-3090. Corporate account code: [YOUR-CODE].
Confirmation
Driver and vehicle confirmed 24 hours before pickup. Confirmation sent to traveler's email with driver name, vehicle type, and contact number.
Day-of Service
Driver arrives 15 min early. Meet & greet at terminal for airport pickups. Traveler receives text when driver is staged.
Expense Reporting
Receipt auto-generated and emailed post-trip. Code to GL [ACCOUNT] under 'Ground Transportation.' Monthly invoice available for corporate accounts.
Expense Guidelines
| Category | Guideline | Max Rate |
|---|---|---|
| Airport Transfers | Pre-approved for all business travel. No additional approval needed. Book via approved vendor. | Per published rate card |
| Client-Facing Transport | Pre-approved for Director+. Manager approval for others. Must include client name and purpose. | $98/hr max (SUV) |
| Rideshare (Uber/Lyft) | Permitted for trips under $40 when approved vendor unavailable. Not approved for client-facing travel. | $40 per trip max |
| Personal Vehicle | Mileage reimbursement at IRS rate ($0.70/mile, 2026). Parking reimbursed at cost. Tolls reimbursed. | IRS standard rate |
| Taxi | Permitted when rideshare and vendor unavailable. Not approved for client-facing travel. | $60 per trip max |
Chicago Routing & Timing
Common corporate routes with realistic travel times and cost benchmarks.
| Route | Time | Cost |
|---|---|---|
| O'Hare to Loop Hotels | 30-55 min | $149 sedan |
| O'Hare to McCormick Place | 35-65 min | $149 sedan |
| Midway to Loop Hotels | 20-40 min | $149 sedan |
| Loop to North Shore (client meetings) | 35-60 min | $98/hr sedan |
| Loop to O'Hare (departure) | 30-55 min | $149 sedan |
| Hotel to Restaurant (client dinner) | 10-25 min | $98/hr (2-hr min) |
Compliance & Safety Standards
Duty of Care
Ground transportation vendors must carry licensed commercial auto liability insurance that covers paid passengers (not a personal auto policy), conduct background checks on all drivers, and maintain late-model vehicles (3 years or newer).
Safety Standards
All vehicles must be commercially licensed and insured in Illinois. Operators must hold ICC (Illinois Commerce Commission) authority and drivers must pass annual drug screening.
Data Privacy
Vendor must not share traveler data with third parties. GPS tracking data retained for safety only, purged after 30 days.
Accessibility
ADA-compliant vehicles available on request with 48-hour notice. Wheelchair-accessible Sprinter vans in fleet.
Sustainability
Hybrid and EV options available where fleet permits. Sprinter vans reduce per-person emissions by 60% vs individual sedans for group transport.
Emergency Protocol
24/7 dispatch line for after-hours emergencies. Driver can reroute in real-time for road closures, weather, or security events.
Corporate Travel FAQ
How do I set up a corporate account for ground transportation?
Call (224) 801-3090 or email info@royalcarriagelimo.com. We set up your corporate account in 24 hours with a dedicated account code, monthly invoicing, and priority booking. No setup fees, no minimums.
Can we get volume discounts for frequent corporate travel?
Yes. Companies booking 10+ trips per month receive tiered pricing. 20+ trips/month qualifies for dedicated-vehicle arrangements with priority driver assignment.
What insurance does Royal Carriage carry?
We carry $1.5M in commercial auto liability that covers paid passengers, plus workers' compensation for all drivers. Certificates of insurance available on request for your vendor qualification process.
How do you handle last-minute bookings?
We maintain standby vehicles for corporate accounts. Sedan available within 60-90 minutes of request. SUVs within 2 hours. Sprinters require 4+ hours. Call our 24/7 line.
Do you provide reporting for travel managers?
Monthly reports include: trips by department, total spend, average cost per trip, on-time performance, and top routes. Reports delivered via email or API for integration with your travel management platform.
Set Up Your Corporate Account Today.
Priority booking, monthly invoicing, dedicated account management. No setup fees. No minimums. Active in 24 hours.
Need to set up a corporate account? Visit chicagoexecutivecarservice.com for fast corporate onboarding, dedicated account managers, and monthly consolidated invoicing.
What our riders say
Royal Carriage serves all of Chicagoland. Across the business we hold 4.9★ from 512 verified Google reviews. They are public and individually dated, so read them yourself rather than a selection we chose.
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$98/hr executive sedan · Net-30 invoicing · NDA chauffeurs · 4.9★