Travel Policy

Navan allows users to organize travel for employees. Participants will receive an email invite with event details and booking types. GVE’s best practice recommends using the group travel feature when organizing in-person meetups, tradeshow travel and conferences.

1. Select Group events from the top menu.

2. Click + Create event.

3. Enter your event name, location and dates.

4. Click Save and continue.

5. Click the Participants tab.

6. Click Add participants and enter their emails.

7. Enter participant locations to estimate travel costs.

8. Modify what bookings are allowed for each participant.

9. Click Send invites once all of your event and participant information is complete. Your participants can start booking as soon as they receive their invite.

1. Search for a flight, hotel and car rental depending on the needs of your trip.

2. You will need to populate the “Trip Purpose” field to continue with your booking. Please provide a short description for reason of the trip.

3. Review your booking details and click Book and Pay to confirm.

4. The corporate credit card will be used to finalize your booking.

5. No further action is required for bookings done directly through Navan.

We trust that employees will take the most economical means of transportation that is available.

TIP: Taxis may be the more reasonable option if there is an Uber surge charge greater than x1.5.

You may use your own car if it is the most convenient and economical method of transportation available. If it is expected that travel will be greater than 180 km per day, use of a rental vehicle would be considered the more economical means of travel.

Send an email to our Purchasing Coordinator @a user with:

• The Google Maps attached and the total mileage claimed.

• Written pre-approval from your direct manager for the mileage claim (a screenshot of the approval through Slack will suffice).

We will take care of reimbursing the mileage allowance through payroll.

Yes! This is very important as GlobalVision’s corporate credit card does not provide car rental insurance for employees. Should you be renting a car for business travel, you must submit a spend request for a car rental insurance quote and purchase the additional insurance with your Float card so you are not personally held liable in the event of an accident. 

It is YOUR responsibility to ensure that you have proper insurance in place when renting a car.  If you have not arranged for proper insurance and failed to do any of the above, you will be held personally liable for all damages in the event of an accident. If you have any doubt whether insurance is adequately addressed, please do not hesitate to reach out to GlobalVision’s Finance team for help.

GlobalVision does not reimburse employees for the costs of parking or driving violations incurred while on business.

If employees are involved in an accident with a rental car, this must be reported to the rental car agency, the employee’s direct manager, and Finance Team as soon as possible. All documentation of the accident must be retained and submitted to GlobalVision.

The most economical method of transportation to the airport should be used, taking into account practicality and transportation availability. If public transportation is easily accessible, this would be the most economical means of travel. If it is more economical to take a taxi to and from the airport than to drive and park at the airport (including mileage and parking fees), then a taxi should be taken (and vice versa).

If there is no incremental cost to GlobalVision, employees may use personal mileage benefits to upgrade reservations directly with the airline after ticketing. You will not, however, be reimbursed for the equivalent value of the upgrade.

Internet may be purchased on the flight if the employee needs access to it for work-related purposes.

The ultimate responsibility for retrieving and compensating lost/delayed baggage lies with the airlines. GlobalVision does not reimburse this.  Any toiletries, clothing, or other personal items that employees purchase due to lost or delayed baggage are also not reimbursed by GlobalVision.

Hotels may expect you to present a physical credit card upon check-in even if the company pre-paid your hotel through Navan. Make sure you have your Float card with you as it will be kept on file for the duration of your stay and you have considered this with your spend limit request.

A manager can expense a meal for a team member (or members) in line with the department or team’s budget.

For a team social, that team’s manager or above can purchase and expense a meal on behalf of the team, in line with the department or team’s budget.

GlobalVision does not promote excessive alcohol consumption and we trust our employees to act professionally when travelling on behalf of the company or out on a team social. Reasonable consumption of alcohol will be acceptable (e.g. 1 glass of wine with dinner) and is included in the meal allowance approved on your spend request.

For a team social, that team’s manager or above can purchase and expense the alcohol included with a meal on behalf of the team in line with the department or team’s budget.

GlobalVision reimburses for costs incurred for alcohol, food, and other event-related expenses for the purpose of entertaining clients. Clients refer to any past, current, or potential customers of GlobalVision. You will need to submit a spend request to your direct manager to add the funds to your Float card for the budgeted amount. You will need to provide the business reason for the event in the description of your transaction when you submit your receipt.

The amount spent on client entertainment must be reasonable and not overly excessive. If you require guidance on what is considered to be a reasonable amount for client entertainment expenses, please speak to your Department Head or the Finance team.

Send an email to our Purchasing Coordinator @a user with:

• Your phone bill and the cell phone overages are to be reimbursed.

• Reference to the work trip information