Simplifying the Travel and Expenses Policy at Latitud 🧳

At Latitud, we prioritize straightforward, clear policies to streamline processes for our employees.

1. Understanding the Travel and Expenses Policy 🌍

At Latitud, the aim is to promote transparency and efficiency through a straightforward travel and expenses policy. Recognizing the challenges associated with complex guidelines, we have distilled the critical components into a user-friendly document. By focusing on clarity, we intend to eliminate misunderstandings and awkward discussions about expenses. The well-being of our employees and the company's fiscal health is our paramount concern.

2. Key Approval Processes 🔍

To ensure a smooth reimbursement process, approvals must be obtained before any expenses are incurred. Employees should utilize the #purchase-request channel on Slack and always CC their manager. It is vital for managers to incorporate these expenses into their budgets actively, fostering accountability and financial discipline within the organization. This requisite for pre-approval not only safeguards the company's resources but also assists in maintaining budgetary focus.

3. Spending Guidelines and Reimbursements 💳

Employees are encouraged to use company credit cards for all purchases whenever feasible. This practice helps maintain organized financial records and simplifies reimbursement processes. In cases where personal cards are utilized, employees must fill out a reimbursement form promptly to facilitate swift processing. Additionally, receipts should be submitted as soon as possible to finance@latitud.com to ensure timely reimbursement.

Your default spending limit is $500 monthly, which provides a clear framework for expenditure without ambiguity. This limit is designed to enable employees to fulfill their professional responsibilities while avoiding unnecessary financial strain.

4. Booking and Travel Arrangements ✈️

When it comes to air travel, planning ahead is crucial. Flight prices tend to rise considerably as the departure date approaches. Employees should book flights in the economy class unless an upgrade has been pre-approved, ensuring the company remains within budget. A maximum round-trip budget of $1,500 per employee is allocated, with strict pre-approval required for segments exceeding $750.

It is advisable to take advantage of early booking to maximize savings. This proactive approach not only minimizes costs for the company but also supports employees in avoiding last-minute financial strain.

5. Transportation and Accommodations 🏨

When managing ground transportation, employees may expense reasonable travel costs associated with getting to and from airports and offices. Employees have access to corporate Uber accounts for their convenience, and mileage reimbursement is available for business-related automobile use.

For lodging arrangements, employees should aim to book reasonably priced accommodations, ideally under $200 per night. In larger cities like New York or San Francisco, the limit is adjusted to $400 per night, recognizing the higher cost of living in those areas.

6. Special Cases: Meals, Gifts, and Entertainment 🍽️

When discussing meals, it’s essential to note that employee lunches during regular work hours are not reimbursable. However, meals incurred during business travel and external meetings are valid expenses within designated budgets. For recruiting activities, the company permits up to $100 per candidate for related expenses, ensuring that proper documentation, including the candidate's name, is included in the transaction details.

Furthermore, caution is urged when purchasing gifts. Corporate cards should not be used for this purpose without prior consultation with the finance team. Such measures are in place to ensure that all expenditures align with company values and are appropriately justified.

During team outings or entertainment events while traveling, expenses should be overseen by the senior-most team member present, ensuring that billing remains orderly and within budgetary constraints.

Conclusion: Clarity in Financial Practices 🌈

In conclusion, Latitud’s travel and expenses policy is designed to foster a culture of clarity and simplicity while encouraging responsible financial practices among employees. By adhering to these guidelines, not only do we create a harmonious environment with less confusion around expenditures, but we also ensure that all employees feel supported and informed during the expense approval process.

As we continue to refine these policies, we welcome feedback from all staff members to enhance our operational efficiency. Remember, our finance team is always available for clarifications—feel free to reach out via Slack or email. By keeping things simple and direct, we aim to uphold our value of “Claritud” and maintain a workplace that thrives on mutual respect and understanding.