Envirocon Travel Policy
This policy outlines cost-effective, necessary business travel in line with NZ employment laws and health & safety standards.
1. Purpose
This policy sets out the conditions under which Envirocon employees may undertake business travel, both within New Zealand and internationally. The objectives are to ensure all travel:
- Is necessary and aligned with business goals
- Is undertaken with fiscal responsibility and cost-effectiveness
- Meets relevant New Zealand and international employment, health, and safety standards
- Reflects the company’s values and professional conduct expectations
2. Scope
This policy applies to all Envirocon employees, contractors, and representatives travelling for work-related purposes.
Part A — Domestic Travel Policy
3. Travel Approval- All domestic travel must be pre-approved by the employee’s manager.
- Domestic travel should be prioritised unless international travel is essential for business operations.
- Maximum values for bookings must be agreed upon with the manager before arrangements are made.
4. Travel Arrangements
- HR is generally responsible for booking travel arrangements, unless otherwise agreed with the employee’s manager.
- Flights must be booked using the company travel card.
- Accommodation must be booked using the company credit card (or the manager’s credit card) via the company’s preferred accommodation provider accounts.
- Accommodation bookings should be made through the company’s primary preferred accommodation provider, with which we hold a business account.
- Accommodation must be booked using the company credit card.
- Preferred accommodation:
- Star-rated hotels, preferably within hotel chains where Envirocon holds a business account
- Verified Airbnb listings that meet business safety standards, when applicable or cost-effective
- Accommodation expenses should not exceed NZD 200 per night for standard 3-star or equivalent hotels, excluding Auckland and Queenstown, where the limit is NZD 230 per night. A flexibility margin of ±15% may be applied to account for seasonal or location-specific price variations.
- All accommodation must be moderately priced, in a safe area, and located reasonably close to the worksite or event.
- Use the most cost-effective transport option (company vehicle, rental car, or rideshare).
- Rental cars must be booked through the company’s preferred provider, with which we hold an account (this provider is the default booking option).
- Use of a private vehicle requires manager approval and will be reimbursed at the IRD-approved mileage rate only when no other transport options are available.
- Maximum daily expenditure for meals and beverages when overnighting: NZD 100 (reimbursed on actual costs with receipts).
- For day trips without overnight stays: NZD 50 meal allowance.
- Alcohol consumption must comply with local legislation.
- For standard business travel meals, alcohol should be limited in line with local law and responsible conduct.
- When entertaining clients, flexibility is permitted as long as conduct is aligned with company values, drinking is responsible, and expenses remain within approved budget limits.
- For standard business travel meals, alcohol should be limited in line with local law and responsible conduct.
8. Health, Safety & Conduct
- Comply with all New Zealand health and safety regulations.
- Take adequate rest breaks to avoid fatigue.
- In emergencies, notify the manager as soon as possible.
- All domestic travel is covered under the company’s corporate travel insurance policy.
Part B — International Travel Policy
10. DefinitionInternational travel refers to any work-related travel to destinations outside New Zealand.
11. Travel Approval- All international travel must be for legitimate business purposes (e.g., client meetings, training, site visits, conferences).
- Pre-approval is required from the employee’s direct manager before any arrangements are made.
- HR or Finance may request supporting documentation.
- HR will preferably coordinate travel bookings to ensure use of preferred providers and negotiated rates.
- Flights must be booked with the company travel card.
- Economy Works class is standard; Premium Economy or Business Class may be approved for flights over 8 hours or for medical needs.
- Accommodation must be booked using the company credit card.
- Preferred accommodation:
- Star-rated hotels, preferably within hotel chains where Envirocon holds a business account
- Verified Airbnb listings that meet business safety standards, when applicable or cost-effective
- Accommodation expenses should not exceed AUD 200 per night for standard 3-star or equivalent hotels, excluding Sydney, where the limit is AUD 220 per night. A flexibility margin of ±15% may be applied to account for seasonal or location-specific price variations.
- All accommodation must be moderately priced, in a safe area, and located reasonably close to the worksite or event.
- Book through the company’s business partner rental account.
- Choose practical, cost-efficient vehicles with insurance included.
- Per diem allowance: AUD 120 per day covering meals and local transport.
- Preferably use the company credit card; personal card use requires manager approval and receipts.
- Alcohol consumption for client entertainment may be reimbursed up to AUD 120 per day, with pre-approval, and employees must remain fit for duty the following day.
- All international travellers are covered by the company’s corporate travel insurance.
- HR will provide proof of coverage and emergency contact information before departure.
- Act professionally and respectfully, observing cultural norms.
- Secure necessary passports, visas, and vaccinations.
- Comply with host country laws.
- Submit all claims within 10 business days of return.
- Include itemised receipts, trip purpose summary, and manager’s approval (if personal card was used).
Non-compliance may result in disciplinary action, including repayment of unauthorised expenses.
20. Policy ReviewReviewed annually or as required to reflect company needs and regulatory requirements.