# An executive travel policy that works: cars, airports, guests and billing - URL: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/executive-travel-policy-for-companies.html - Page title: Executive Travel Policy for Companies: A Guide - Summary: How to write an executive travel policy for ground transport in Gujarat: car class by role, airport transfers, guests, approvals, billing and safety. - Published: 2026-10-31 - Last updated: 2026-10-31 Policy Corporate transport guide Executive and guest travel is a small share of transport spend and a large share of complaints when it goes wrong: the wrong car, a missed airport pickup, a bill nobody approved. This guide helps admin, finance and HR teams write a short executive ground-travel policy that covers who gets which car, how bookings are approved, and how it is billed. - Admin and travel desks - Finance controllers - HR heads - Executive assistants - By [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html) - Updated 31 October 2026 - 7 min read Executive summary - Car class by role and trip: sedan, Ertiga or Innova Crysta, written down. - Airport transfers: flight tracking, name-board pickup, driver details before pickup. - Approvals and booking channel: who can book, and how. - Billing: executive travel billed separately, trip by trip, on a GST invoice. Published rates: Sedan ₹12, Ertiga ₹13, Innova Crysta ₹18 per km; other vehicles on quote. - 8+ yrs in business, since 2018 - GST and MSME registered - 24/7 all shifts, one number - 4.9 rated on Google 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](https://www.shivshaktitoursandtravels.in/answers/cars-and-fleet/attach-your-car/)). 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. Minimum fare per booking: Sedan ₹1,000, Ertiga ₹1,100, Innova Crysta ₹1,500. Tolls and parking extra. | 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](https://www.shivshaktitoursandtravels.in/corporate-car-rental/). 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. See [corporate airport transfer programmes](https://www.shivshaktitoursandtravels.in/corporate/corporate-airport-transfer-program-ahmedabad.html). 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 area Plant gates and vendor units; our branch is at Hansalpur Circle Link: https://www.shivshaktitoursandtravels.in/becharaji-plants/ - Sanand GIDC Industrial estates in Sanand; cars and drivers based nearby Link: https://www.shivshaktitoursandtravels.in/sanand-gidc/ - Vithalapur and Mandal Units in the Vithalapur industrial area Link: https://www.shivshaktitoursandtravels.in/vithalapur-industrial-area/ - Changodar Shift transport for units along the Changodar belt Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-changodar/ - Ahmedabad Offices, airport accounts and staff pickups Link: https://www.shivshaktitoursandtravels.in/corporate/ahmedabad-corporate-taxi-service.html - Gandhinagar and GIFT City Office shifts and government movements Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-gandhinagar-and-gift-city/ - Vadodara Some cars and drivers based in Vadodara Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/monthly-shift-transport-in-vadodara/ - Mehsana and Kadi Staff pickup towns for North Gujarat plants Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/staff-pickups-from-mehsana/ - Viramgam and Bavla Staff pickup towns between Ahmedabad and the plants Link: https://www.shivshaktitoursandtravels.in/answers/shift-transport/staff-pickups-from-viramgam/ 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. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/executive-car-policy-by-role/ - What should an executive airport pickup include? Flight tracking, name board, driver details, live location. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/airport-pickup-standard-for-executives/ - Who should book and approve executive cars? A named booker, one channel, approval rules, cost centre on every booking. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/who-books-executive-cars/ - Can executive travel be billed separately? Yes, trip by trip, separate from employee transport. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/bill-executive-travel-separately/ - What are the terms for outstation executive trips? 300 km/day minimum, ₹300/day driver allowance, tolls extra. Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/outstation-terms-for-executive-trips/ - All 100 corporate transport answers One page per question, in the Knowledge Hub Link: https://www.shivshaktitoursandtravels.in/answers/transport-decisions/ 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. Your enquiry Transport enquiry from a company. Send by email 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 budget From headcount and routes to a monthly figure Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/annual-employee-transport-budget.html - Duty of care in employee transport What a company owes employees on the way to work Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/duty-of-care-in-employee-transport.html - Transport across Gujarat's industrial belts Becharaji, Sanand, Changodar, Gandhinagar, Vadodara Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/gujarat-industrial-corridors-transport.html - Executive travel in Gujarat Cars for business travel Link: https://www.shivshaktitoursandtravels.in/corporate/corporate-business-executive-travel-gujarat.html - Corporate car rental packages 4/40, 8/80, 12/120 Link: https://www.shivshaktitoursandtravels.in/corporate-car-rental/ - All corporate transport guides 20 decision guides for HR, admin and purchase Link: https://www.shivshaktitoursandtravels.in/corporate-transport-guides/ Sources ## Where the facts come from - [Terms and conditions](https://www.shivshaktitoursandtravels.in/terms-and-conditions.html): 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 SST Written by [Vaibhaviba Bhavsinh Solanki](https://www.shivshaktitoursandtravels.in/author/vaibhaviba-bhavsinh-solanki.html), owner of Shiv Shakti Tours & Travels: GST and MSME registered, 8+ years in business (since 2018), with a head office in Ghatlodiya, Ahmedabad and a branch at Hansalpur Circle, Becharaji. We name no company as a client without its written approval. Facts last checked 31 October 2026. Spotted something out of date? [Tell us](https://www.shivshaktitoursandtravels.in/contact.html). Company desk ## Setting up executive and guest cars? Send your cities, typical trips and bookers. We set up a corporate account with monthly billing. Shiv Shakti Tours & Travels · Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad 380061 · Branch: Hansalpur Circle, Becharaji, Gujarat 384210 · contact@shivshaktitoursandtravels.in · Open 24/7 ## Contact - Book or ask: call or WhatsApp +91 99745 30788 (24/7), contact@shivshaktitoursandtravels.in - Branch: Hansalpur Circle, Becharaji, Near SMG (Maruti Suzuki) Plant, Gujarat 384210 - Head office: B-50, First Floor, Jay Bhanu Society, Gate No. 2, Ghatlodiya, Ahmedabad, Gujarat 380061 - Fares are indicative and confirmed on call; tolls, parking, state tax and the 20% night charge (10 PM to 6 AM) are extra.