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TL;DR

• Be sensible about what you expense,
• If it’s not listed on this page, don’t assume you’ll be reimbursed,
• If in doubt, ask BizOps before spending the money. </aside>

General Travel Policy

This general travel policy sets the expectation for travel and reimbursement, and is applicable to everyone in amazee.io.

Where there are more rigid travel policies set by specific countries, these regional nuances and financial specifics will be outlined separately below.

amazee.io will pay for all transport, accommodation and 3 meals per day on all business trips. This also includes the ticket to the event you may be attending.

In general, we expect that anyone travelling on behalf of amazee.io will act in the best interests of the company, hence incur expenses with common sense and within reason.

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Ask yourself, would you spend the money if it was yours?

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Before you travel

• Make sure you know what has been organised for you, and what to expect - this information should be available from the event channel (if there is one) or your Lead
  • This is mainly in reference to your travel, accommodation, pre-paid meals and organised events (team dinners, etc)
• You need to ensure your passport is valid for the necessary amount of time for the country that you are travelling to
  • E.g. many countries require that passports are valid for up to 6 months after your departure date
• Make sure you have the correct and valid visa (and any relevant inoculations!)
  • We will cover the cost of the visa, but it is your responsibility to ensure you have one for the country that you are travelling to and for the length of time
• We prefer, and encourage, that all major expenses (e.g. flights, accommodation, event tickets) are paid by amazee.io directly, and not expensed by employees
  • In certain countries, excessive reimbursements may start having a tax implication on employee salaries, which we want you to avoid
• For larger events - e.g. DrupalCon / DrupalSouth, or Workstream gatherings - the event organiser will or your Lead will look at making group accommodation bookings, but transport you will likely need to work out for yourself
• Ask the BizOps Team in #team-bizops-help for assistance in making your bookings, cc your Lead in the thread to acknowledge approval
  • Whilst BizOps will support payments, they are not able to offer further travel support or arrangements. You will need to provide BizOps with the exact flight/accommodation details yourself prior to them booking anything
• In the event that you do pay for your larger travel expenses our of pocket, be aware that reimbursements will only happen at normal payroll
• You are welcome to extend your stay, before or after your work trip, on the basis that you have requested the necessary leave from your Lead
  • All expenses incurred during your private travel extension are for your own account

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As soon as your travel is confirmed, add an Out Of Office blocker to your calendar to cancel any existing or new meetings during the time you are away. Also remember to set up OoO notifications on your email and Slack, so that you can focus on the event you are attending.

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