General

This travel policy is meant to clarify the parameters of a company-paid business trip to and from our current two office locations - NYC and Copenhagen. In general, only business-related travel expenses (e.g. flight, transportation, accommodation, meals) are reimbursable. The Org will not be responsible for any personal expenses and unauthorized travel arrangements. If in doubt, please reach out to the Finance team

The need to travel to the other office should be discussed with your manager in advance of booking. We expect business trips to be up to one week in length, though shorter or longer trips may be necessary on occasion. The Org has the right to reject any expenses outside of the parameters included in this policy, unless prior approval is obtained from Finance. Itemized receipts must be submitted to Brex or Pleo within two weeks of your return to your home city. We ask that you use your best judgment when traveling for business purposes and spend company money reasonably and wisely.

Update: Business travel has been adjusted to consider only business-critical trips. The need to visit the other office should be evaluated with your manager and consider the following factors:

• Activities/project directly contribute to 1 of the 3-company level KPIs - how does this contribute to the company objectives?
• Incremental benefit of being in person to results in materially higher and/or faster output than being remote - what are the expected outcomes which will be achieved in addition to what can be done remote?
• Deferring the output of the trip would materially impact results - why does this need to happen now?

Prior to organizing or booking travel, please provide support of the above criteria to Finance and a cost estimate of the total trip (airfare, accommodation, transport, per diem, other) for consideration and approval from Finance.

Airfare

All flights must be reserved at least 30 days before the travel date and flights must be booked between New York and Copenhagen. The Org will expense travels to and from your destination office. For destinations other than New York and Copenhagen, please obtain Finance’s approval prior to booking, or reimbursement is not guaranteed. Employees are only permitted to book coach tickets and should obtain the lowest available airfare that reasonably meets business needs. If flight costs are above $1,500 for a round-trip, Finance’s prior approval is required.

Accommodation

Employees are permitted to stay in hotels or Airbnbs for a cost of up to $190 per night in CPH and $250 per night in NYC. If accommodation price exceeds the stated amount, Finance’s prior approval is required before booking. The Org will not reimburse accommodation costs for personal trips (costs associated with weekend travel to other cities from Copenhagen or New York will not be reimbursed).

• Please visit the CPH Travel Guide for information on recommended accommodation and booking deals.

Food

Lunch is provided to all employees in Copenhagen and we highly encourage you to eat company-provided meals as much as possible. Employees traveling to Copenhagen and NYC will be able to expense up to a total of $75 per day of meals and drinks (meal costs for weekend trips to other cities will not be reimbursed).

Local Transportation