Writing a Corporate Private Jet Travel Policy: What to Include

Without a policy, every charter becomes a debate. A short written policy makes the decision quick and defensible. Here is what to put in it.

A private charter is a significant spend and a visible one. A short written policy keeps decisions consistent, helps finance and the board see what was spent, and protects the executives who book. It does not need to be long.

Who can travel and when

• Define the trips that qualify: for example time-critical commitments, multi-city itineraries, or group travel where a charter saves hotel nights.
• Name who may travel by charter, such as the leadership team or board, and who may travel as a guest.

Who approves

• Set an approval path: requester, approver, and a higher approver above a set cost.
• Record the reason for each flight in one line, so the file is complete if anyone asks later.

How to vet providers

• Confirm the aircraft is operated by a licensed operator, and ask for the credentials in writing.
• Ask about insurance and what happens if a flight is cancelled or the aircraft changes.
• Prefer a small list of approved providers, reviewed every year.

What finance needs to record

• The quote, the final invoice and the passengers on each flight.
• The business purpose, route and date.
• Billing and GST details held by the provider, with invoices addressed correctly.

Tax treatment of charter spend depends on your company's situation, so ask your tax adviser. Our GST guide explains how the charge appears on an invoice, but it is not tax advice.

Safety and duty of care

• Share the itinerary with the company's security or administration team.
• Agree who is told if a flight is delayed or changed.
• Keep passenger details confidential and share them only with those who need them.

Review the policy

Look at every charter taken in the year, compare it with the policy, and adjust. If the same exception keeps coming up, the policy needs updating rather than the exception.