Tiqets travel policy

Tiqets travel policy for traveling abroad

When claiming expenses, Tiqets expects employees to observe these rules and ensure that the expenses being claimed are reasonable and in proportion to the business need. This policy covers both US travel, as well as EU travel (one policy for all offices).

It is the manager’s duty to ensure this is the case when evaluating and signing any expenses claim.

In addition, the Finance Department (Catarina) shall monitor all travel expenses to comply with the rules.

Claims that do not comply with the rules, shall not be paid out.

Before making any booking, please make sure that your manager is aware and approved this trip. Otherwise, Tiqets as the right to deduct from your salary.

Navan is our booking system for flights, hotel bookings, trains, and car rental.

When you are in need of an user account please contact Finance (Catarina).

The Navan platform is fully automatic and there is no need for you to use your personal credit cards.

1. Flights

Flights must be booked through Navan, so the costs are directly billed to Tiqets. Bookings outside Navan aren’t possible and won’t be reimbursed.

Booking approval:

All bookings must be approved by your manager, otherwise Tiqets have the right to deduct this from your salary.

Travel Policy:

Bookings in Navan will show if the booked flight is in line with the travel policy.
The policy is set based on the market demand, considering the travel dates and the location, meaning if it’s out-of-policy the booking that was selected is higher than the average of the market.
In case Navan shows that a flight is out of policy, but no other option is possible then the requested booking must be checked upfront by the Finance (Catarina) through mail.
You can press on the out-of-policy line to see why the booking is out of policy.
Only non-refundable tickets are accepted. If somehow a refundable ticket needs to be booked, please contact Finance (Catarina).
Checked bags only if you travel more than 2 working days (checked bag is always possible if you need to bring Tiqets supplies).

Booking time:

Flights should be booked more than 21 days before departure date.
In case of last-minute meetings (i.e. trade show) please select LMM (Last Minute Meeting) in the trip purpose of the booking so that Finance knows.

Cabin class:

Only economy class seats may be booked.
For flights longer than 8 hours Premium Economy can be booked.

2. Hotels

Hotels should be booked through Navan, so the costs are directly billed to Tiqets. Bookings outside Navan aren’t possible and won’t be reimbursed.

In addition, please make sure that you apply the City Tax in the booking so that it is paid by Tiqets. In case of the City Tax is only charge in the moment of check-in you can expense it through Declaree.

Booking approval:

All bookings must be approved by your manager, otherwise Tiqets have the right to deduct this from your salary.

Travel Policy:

Bookings in Navan will show if the booked hotel is in line with the travel policy.
The policy is set based on the market demand, considering the travel dates and the location, meaning if it’s out-of-policy the booking that was selected is higher than the average of the market.
In case Navan shows that a hotel is out of policy, but no other option is possible then the requested booking must be checked upfront by the Finance (Catarina) through mail.
You can press on the out-of-policy line to see why the booking is out of policy.
Only non-refundable tickets are accepted. If somehow a refundable ticket needs to be booked, please contact Finance (Catarina).
Maximum of 4-star rating.

Booking time:

Hotels should be booked more than 21 days before departure date:
In case of last-minute meetings (i.e. trade show) please select LMM (Last Minute Meeting) in the trip purpose of the booking so that Finance knows.

3. Meals

For meals (non-business meals), please take the following into account:

Expenditure up to a maximum of €15,00 including VAT per person for breakfast and/or lunch ($15 for US),
And €25,00 including VAT per person for dinner ($30 for US),
Tips can be included on top of dinner,
Any additional costs are to be met by the employee. These costs must be declared through Declaree. Please note in the description: expense (breakfast/lunch/dinner), number of people, city.

Coffee/water/other drinks/snacks during the stay which are for personal consumption can be declared. However, we expect from Tiqeteers that they are responsible and are not excessive (for example expensive juices). Please declare as mentioned above through Declaree.

Expenses for business lunch/dinner with customers/business contacts shall only be reimbursed with the prior approval of the respective line manager, based on actual expenditure. The standard amount per person for business lunches is € 25,00 incl. VAT ($25 for US) and € 50,00 incl. VAT for dinner ($50 for US). Please note in the description the company name of the customers/business contacts and the number of persons of that company.

4. Taxi, Car rental, and private car

Taxis must be declared through Declaree. Please note the following in the description: transport (in this case: taxi), city, trip (for example: Conference). Tiqeteers are responsible for the judgement if a taxi is needed. The main rule is that taxi expenses are only eligible for reimbursement if there is no reasonable Public Transport alternative. However, in case of time and efficiency, a taxi can be booked. Taxis from home-airport and airport-home are only allowed if the commuting takes more than 60 minutes per trip by public transport.

Taxi expenses related to commuting are not eligible for reimbursement unless approved beforehand by the management. Claims shall only be dealt with if invoices/bills are included.

Car rental must be booked through Navan. In case car rental is needed an employee can select a car in the ''Economy'' class as defined by all major car rental companies. If you rent a car for Tiqets, make sure separate full damage insurance is included. Car rental costs like parking, gas, and toll etc. can be declared through Declaree. Please note in the description: Car rental, expense. Cars must be booked at least 21 days in advance. In case of last-minute meetings (i.e. trade show) please put LMM (Last Minute Meeting) in the title of the booking so that Finance or Office Manager knows.

If you decide to take your private car, please take the following rules into account:

Fuel from private cars cannot be claimed. Only actual KM usage can be claimed (€0,19 per km).
Parking and toll expenses can be claimed. Car-washing and other non necessary things can not be claimed.
Parking costs at the airport are not allowed (only allowed if public transport is not possible then note the following in the description in Declaree: transport (in this case: private car), expense, date. Please check with your Manager or Finance Department (Catarina) if you have doubts.

5. Trains

Trains should be booked through Navan so that the costs are directly billed to Tiqets. Bookings outside Navan aren’t possible and won’t be reimbursed.

Travel Policy:

Bookings in Navan will show if the booked train is in line with the travel policy.
The policy is set as the max amount to be booked is €250.
In case Navan shows that a train is out of policy, but no other option is possible then the requested booking must be checked upfront by the Finance (Catarina) through mail.
You can press on the out-of-policy line to see why the booking is out of policy.

Booking approval:

All bookings must be approved by your manager, otherwise Tiqets have the right to deduct this from your salary.

Booking time:

Trains should be booked more than 21 days before departure date:
In case of last-minute meetings (i.e. trade show) please select LMM (Last Minute Meeting) in the trip purpose of the booking so that Finance knows.

Cabin class:

Only standard/second-class seats may be booked.

6. Public transport

If you take the metro/bus to the airport or event, these costs must be declared through Declaree. Please note transport, city, trip in the description.

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