As of 13 August 2026, AI can only partly create a business travel policy for your UK staff.

What to actually do

1. Hand it to a person

   The route this page recommends

   Someone with a licence or accountable authority has to sign this before it counts.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open your current expenses, health and safety, equality, lone-working, data protection and flexible-working policies, then gather the rules that the travel policy must match.
   2. Collect your actual booking channels, approval routes, travel classes, mileage rules, hotel limits, expense limits, receipt requirements, emergency contacts and overseas travel arrangements.
   3. Paste the supplied prompt into a chatbot and replace each bracketed slot with your organisation's confirmed information, leaving [TO CONFIRM] where a decision has not been made.
   4. Paste the relevant existing policy extracts below the prompt and ask the chatbot to identify contradictions rather than choosing between conflicting rules.
   5. Compare every limit, approval step, contact detail and exception in the draft against your current finance and travel processes, correcting the draft from your source documents.
   6. Send the revised policy and the chatbot's flagged questions to your HR lead, finance owner and a UK employment solicitor or other appropriate specialist for review before management approval and publication.

   Prompt

   Create a draft business travel policy for a UK organisation using the information below.
   
   Organisation: [organisation name and sector]
   Staff covered: [employees, contractors, directors or other groups]
   Locations and destinations: [UK only, international destinations, or both]
   Travel purpose: [client visits, conferences, training, business development or other purposes]
   Booking method: [approved booking channel or process]
   Approval process: [who approves travel and when]
   Travel classes and transport: [rail, air, car hire, taxis, mileage and permitted classes]
   Accommodation rules: [approved hotels, room limits and exceptions]
   Expenses and reimbursement: [limits, receipts, currencies, payment cards and claim deadlines]
   Overseas travel: [visa, passport, insurance, vaccinations and emergency arrangements]
   Accessibility and adjustments: [how staff request reasonable adjustments]
   Personal safety: [risk assessment, lone travel, high-risk destinations and emergency contacts]
   Working time and rest: [any rules about travel time, overnight travel and time off]
   Environmental aims: [rail-first rules, carbon reporting or other requirements]
   Current company policies to align with: [list and paste relevant policies]
   
   Write a clear policy for staff and managers. Use plain UK English and headings for purpose, scope, definitions, permitted travel, approval, booking, accommodation, expenses, accessibility, health and safety, overseas travel, emergencies, exceptions, breaches and review. Separate mandatory rules from guidance. Do not invent company facts, legal requirements, spending limits, contacts or approval routes. Mark missing information as [TO CONFIRM]. Identify clauses that need checking against current GOV.UK guidance and clauses that should be reviewed by a UK employment solicitor or other appropriate specialist. Flag possible tax, equality, contractual, data protection and health and safety issues without deciding the legal answer. End with a concise implementation checklist and a list of questions for management and professional review.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.