Why have a policy at all
Without a policy, ground transport is a scatter of personal cards, inconsistent choices, and receipts nobody can reconcile. A short, clear policy fixes three things at once: it controls spend, it standardizes the traveller experience, and it satisfies duty of care by ensuring everyone moves with a known, insured provider. It doesn't need to be long, it needs to be unambiguous.
Define when chauffeured service is used
The core of the policy is a simple decision rule. Most companies reserve chauffeured car service for the situations where reliability and presentation matter, and leave low-stakes trips to reimbursed rideshare:
- Executive and client-facing travel
- Airport arrivals and departures for staff and guests
- Roadshows, investor days, and multi-stop meeting days
- Visiting VIPs, board members, and delegations
- Late-night or early-morning travel where safety is a concern
Set approved vehicle classes
Name the default vehicle for each trip type so travellers and assistants aren't guessing. A typical structure: executive sedan for one to three passengers, SUV for extra luggage or comfort, and a Sprinter van for small groups. Tie any upgrade (e.g. a larger vehicle for a client pickup) to a simple approval so the policy stays both premium and controlled.
Standardize booking and approval
Decide who can book, how, and what needs sign-off. The cleanest setup is a single corporate account your team books through by web, email, or phone, with a light approval only for exceptions. Capture a cost centre or reference on every trip so spend maps back to the right budget without extra admin.
Billing and reporting rules
Replace per-trip expense claims with one consolidated monthly invoice and per-trip detail. Specify that trips are booked at fixed, all-in written rates (no surge, no meters), that gratuity and airport fees are included, and that HST is shown. This is what makes the program forecastable and audit-friendly.
Duty of care and discretion
State that company travel moves only with a vetted provider whose chauffeurs are licensed, insured, and background-checked, with real-time trip visibility so an assistant or security contact can confirm a safe arrival. For sensitive travel, note that chauffeurs are NDA-capable. This is the clause that turns a cost policy into a safety policy.
Keep it one page
The best policy is short enough that people actually follow it: the decision rule, the vehicle classes, how to book, the billing method, and the duty-of-care standard. A dedicated account manager can help you draft it around your real travel patterns and keep pricing consistent across cities.