> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge-base-starter.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Travel policy

> Booking, approval, safety, and what to do when things go wrong on a business trip.

Business travel should be booked through the approved travel tool. This ensures duty-of-care coverage, centralized invoicing, and compliance with spend limits.

## Before you book

Get your manager's approval before booking any trip. For trips over \$XXX (total estimated cost), director approval is also required.

Once approved, book through \[Travel Tool Name] using your company email. Trips booked outside the tool are not covered by company travel insurance.

## Booking guidelines

**Flights**

* Book economy class for flights under 5 hours.
* Business class is permitted for flights over 8 hours (or over 6 hours if the trip spans multiple days of back-to-back meetings). Get manager approval.
* Book at least 14 days in advance when possible to reduce cost.

**Hotels**

* Use the preferred hotel list in the travel tool when available.
* Rate cap: \$XXX/night in most cities; \$XXX/night in high-cost cities (SF, NYC, London, etc.).
* Exceptions require manager approval before booking.

**Ground transport**

* Rideshare or public transit for airport transfers.
* Rental cars are approved for multi-stop trips or locations without adequate transit. Mid-size or smaller.

## On the road

Keep receipts for everything. Submit expenses within 30 days of returning. See [expense reimbursement](/policies/expense-reimbursement) for the full process.

Meals are covered at up to \$XX/day for each travel day. Team dinners can exceed this with prior manager approval.

## Safety

Register your trip in the travel tool so the company knows your itinerary. If you're traveling to a country with a travel advisory, contact HR before booking.

In an emergency abroad: contact your travel insurer (card is in the travel tool), then notify your manager and HR.

## Cancellations

If a trip needs to be cancelled, do so as early as possible through the travel tool to minimize cancellation fees. Non-refundable bookings require manager approval before booking.