Purpose: The purpose of this policy is to ensure that all travel on behalf of Kickass Online Ltd. is organised efficiently, cost-effectively, and within the guidelines of the company's values and expectations.
Scope: This policy applies to all employees of STP who are required to travel for business purposes.
Booking and Approval:
- All travel must be pre-approved by the direct supervisor or designated authority.
- Travel arrangements should be made through the company's designated travel agency or travel management tool to ensure compliance with our preferred rates and suppliers.
Air Travel:
- Domestic travel should generally be economy class.
- For international travel, business class may be approved for flights longer than 5 hours.
- Employees should book the most direct and economical route.
- The company has status with British Airways
Accommodation:
- Accommodation should be booked in a 3/4-star hotel or equivalent.
- Employees are encouraged to use preferred hotels where agreements are in place.
- The company has Gold Status with Hilton and Marriot hotels.
Ground Transportation:
- The use of public transport is encouraged where practical.
- Rental cars may be used where necessary and should be of a standard or compact size.
- The company has Gold Status with Hertz and Aviva.
- The use of taxis or ride-sharing services is permitted when public transport is not available or practical.
Meal and Incidental Expenses:
- A daily per diem will be provided to cover meals and incidental expenses. The rate will be based on the destination city’s cost of living.
- Receipts must be provided for all expenses, except for those covered by the per diem.
Health and Safety:
- Employees must adhere to health and safety guidance relevant to their destination, including any travel advisories issued by the government.
- All travellers must have appropriate travel insurance, which will be provided by the company.
Sustainability:
- Employees are encouraged to consider environmentally sustainable options, such as train travel where feasible, and to offset carbon emissions where possible.
Expense Reimbursement:
- Expenses will be reimbursed upon submission of a completed expense report with required receipts, in line with the company’s expense policy.
- Expense reports should be submitted within 5 days of the completion of the trip.
Non-Compliance:
- Failure to comply with this policy may result in non-reimbursement of unauthorised expenses and could impact future travel privileges.
