This guide is for companies buying transport. Car owners: we run our own fleet and are not adding cars from owners at the moment (why).
Quick answer
An executive travel policy for ground transport should set the car class by role or trip type (for example sedan, Ertiga or Innova Crysta), the airport-transfer standard (flight tracking, name board, driver details in advance), who may book and approve, how guests are handled, safety rules for late and outstation trips, and how trips are billed (separately from employee transport, on a GST invoice).
Chapter 01
Which car for which role and trip?
Set it in a short table by role and trip type, with the per-km rate known in advance.
| Trip type | Typical car | Published rate |
|---|---|---|
| Single executive, city or airport | Sedan (Swift Dzire) | ₹12 per km |
| Two or three people with luggage | Ertiga | ₹13 per km |
| Senior guests, longer trips | Innova Crysta | ₹18 per km |
| Groups and delegations | Tempo Traveller or bus | Quote on call |
For local use by the hour, the 4 hours / 40 km, 8 hours / 80 km and 12 hours / 120 km packages cover meeting days and visitor runs; package prices are given on call. See corporate car rental packages.
Chapter 02
What should the airport-transfer standard say?
Flight tracking, a name-board pickup, the driver's name, phone and car number sent before pickup, and a rule for delays.
- Flight tracking so the driver adjusts to delays.
- Name-board pickup at arrivals.
- Driver details before pickup: name, phone and car number.
- Live location sharing during the trip.
- Waiting: 30 minutes free, then ₹100 per hour, unless your account terms say otherwise.
Chapter 03
Who should book and approve?
A named travel desk or assistant books through one channel; the policy says which trips need approval.
- One booking channel: call or WhatsApp +91 99745 30788, 24/7, from a named booker.
- Approval rules: for example outstation trips or Innova Crysta need a manager's approval.
- Cost centre on every booking so the invoice can be split.
- Guests: booked by the host department, billed to it.
The cheapest executive travel policy is the one that stops two people booking two cars for the same guest.What travel desks tell us
Chapter 04
What about late trips and outstation travel?
Write rules for late-night travel, rest for drivers on long trips, and the outstation terms.
Outstation and full-day hire have a 300 km per day minimum and a ₹300 per day driver allowance; tolls, parking and state tax are extra; driving between 10 PM and 6 AM carries a 20% night charge. Drivers rest between duties and a tired driver is replaced. All cars are commercially permitted and insured, have GPS, and are air-conditioned. Female drivers are available on request.
Chapter 05
How do you write the policy?
One page: car classes, airport standard, booking and approval, safety, billing, then share it with every booker.
- Set car classes. By role and trip type.
- Set the airport standard. Tracking, name board, details before pickup.
- Name the bookers. And the approval rules.
- Write the safety rules. Late trips, outstation, driver rest.
- Set up billing. A corporate account with a monthly GST invoice, executive travel billed separately.
- Share and review. With every booker; review every six months.
Questions for the travel desk
- Who books guest cars today?
- Which trips need approval?
- Do we need executive travel billed separately?
- Which airports and cities do we use most?
- Do we need female drivers for some trips?
Key terms
Executive travel terms
- Car class
- The vehicle type allowed for a role or trip, such as sedan or Innova Crysta.
- Travel desk
- The person or team that books and approves company travel.
- Meet and greet
- A driver waiting at arrivals with a name board.
- Corporate account
- A company account with monthly billing instead of paying per ride.
- Outstation trip
- A trip leaving the city; ours have a 300 km per day minimum plus ₹300 per day driver allowance.
- Hourly package
- Local use by time and kilometres: 4 h / 40 km, 8 h / 80 km, 12 h / 120 km.
In Gujarat
Where we run company transport in Gujarat
Shiv Shakti Tours & Travels runs employee and executive transport from a head office in Ghatlodiya, Ahmedabad and a branch at Hansalpur Circle, Becharaji, next to the SMG (Maruti Suzuki) plant, with some cars and drivers based near Sanand and in Vadodara.
- Becharaji and the SMG plant areaPlant gates and vendor units; our branch is at Hansalpur Circle
- Sanand GIDCIndustrial estates in Sanand; cars and drivers based nearby
- Vithalapur and MandalUnits in the Vithalapur industrial area
- ChangodarShift transport for units along the Changodar belt
- AhmedabadOffices, airport accounts and staff pickups
- Gandhinagar and GIFT CityOffice shifts and government movements
- VadodaraSome cars and drivers based in Vadodara
- Mehsana and KadiStaff pickup towns for North Gujarat plants
- Viramgam and BavlaStaff pickup towns between Ahmedabad and the plants
Short answers
Short answers from this guide
- Which car should executives get for which trip?Sedan, Ertiga or Innova Crysta, set in a short table.
- What should an executive airport pickup include?Flight tracking, name board, driver details, live location.
- Who should book and approve executive cars?A named booker, one channel, approval rules, cost centre on every booking.
- Can executive travel be billed separately?Yes, trip by trip, separate from employee transport.
- What are the terms for outstation executive trips?300 km/day minimum, ₹300/day driver allowance, tolls extra.
- All 100 corporate transport answersOne page per question, in the Knowledge Hub
Questions
Executive travel questions
What are your car rates?
Sedan (Swift Dzire) ₹12 per km, Ertiga ₹13, Innova Crysta ₹18. Other vehicles on quote.
Is there a minimum fare?
Yes, per booking: Sedan ₹1,000, Ertiga ₹1,100, Innova Crysta ₹1,500.
Can executive travel be billed separately?
Yes, separately from employee transport, trip by trip.
Do you track flights?
Yes, with a name-board pickup and driver details sent before pickup.
Can we pay monthly?
Approved companies get a monthly invoice and a credit period agreed per company; payment by bank transfer.
What are the outstation terms?
300 km per day minimum, ₹300 per day driver allowance, tolls, parking and state tax extra.
Is there a night charge?
Yes, 20% for driving between 10 PM and 6 AM.
Do you have hourly packages?
Yes: 4 h / 40 km, 8 h / 80 km and 12 h / 120 km, with prices on call; extra km at the per-km rate.
Next step
Ask for a proposal
Tell us the company, the location and what you need to move. We reply with our vendor documents and a proposal; nothing is sent until you press a button.
Transport enquiry from a company.
Car owners: we run our own fleet and are not adding cars from owners at the moment.Keep reading
Related guides and vendor files
- Building the annual transport budgetFrom headcount and routes to a monthly figure
- Duty of care in employee transportWhat a company owes employees on the way to work
- Transport across Gujarat's industrial beltsBecharaji, Sanand, Changodar, Gandhinagar, Vadodara
- Executive travel in GujaratCars for business travel
- Corporate car rental packages4/40, 8/80, 12/120
- All corporate transport guides20 decision guides for HR, admin and purchase
Sources
Where the facts come from
- Terms and conditions: published per-km rates, minimum fares, night charge and waiting terms.
- Owner-confirmed 9 October 2026: driver details before pickup, live location sharing, name-board airport pickup, female drivers on request, executive travel billed separately.
- Owner-confirmed 24 October 2026: hourly packages, prices on call, extra km at the per-km rate.
Cite this guide: Vaibhaviba Bhavsinh Solanki, "Executive Travel Policy for Companies: A Guide", Shiv Shakti Tours & Travels, updated 31 October 2026, https://www.shivshaktitoursandtravels.in/corporate-transport-guides/executive-travel-policy-for-companies.html