InvestorKit Travel Policy

This policy outlines the process and entitlements for employee travel related to business activities. It is designed as a perk of employment, ensuring travel is managed efficiently, fairly, and within budgetary limits while complying with Australian Fair Work standards.

General Principles

Booking Platform: All flights, accommodation, and rental cars must be booked through Navan.

Spending Limits: Navan automatically enforces maximum allowable spend. Any out-of-policy booking will notify the Operations Team for review.

Approval Process:

Within policy: Auto-approved.

Out-of-policy: Requires Operations Team review and approval.

Receipts: All travel and meal expenses must be receipted and submitted via Navan (or allocated card).

Flights

Maximum Allowance: AUD $600 per flight.

Class of Travel:

Domestic: Economy (Upgrades at the discretion of senior leadership).

International: Economy (Upgrades at the discretion of senior leadership).

Booking Rules:

Employees should book at least 14 days in advance when possible.

Flexible fares may be chosen if the itinerary is likely to change.

Baggage Allowance:

Checked baggage costs are reimbursable when the trip exceeds 3 days (flight + stay).

Employees should select the most cost-effective baggage option.

Exceptions: Medical needs, client-driven requirements, or last-minute business requirements may warrant exceeding the cap (subject to approval).

Accommodation (Hotels)

Maximum Allowance: AUD $500 per night.

Location: Accommodation should be close to the work site/meeting location to minimise transport costs.

Additional Costs:

Internet/Wi-Fi is reimbursable (when needed during work hours).

Laundry costs are reimbursable for trips longer than 4 nights.

Mini-bar, personal entertainment, or spa/gym costs are not reimbursable.

Transport

Maximum Allowance: AUD $100 per day for rental cars.

Class of Vehicle:

Compact or economy vehicles only.

No black cars or luxury vehicles may be booked.

Uber Business must be used only for business-related travel (e.g., airport transfers, client meetings, off-site work).

Uber Business may also be used for company-wide travel events (e.g., conferences, retreats, training days).

Personal or leisure use of Uber Business is strictly prohibited.

Fuel:

Only the actual fuel used for the trip is reimbursable, based on receipts.

Pre-purchased refuelling packages or filling the entire tank beyond business use are not reimbursable.

Option: Select option where Excess and Insurances are minimum excesses.

Meals & Client Entertainment

InvestorKit provides reasonable daily allowances for meals, in line with ATO guidelines and Fair Work expectations.

Daily Meal Caps (per person):

Breakfast: AUD $25

Lunch: AUD $35

Dinner: AUD $40

Special Scenarios

Meal with Clients

Cap: AUD $120 per person (standard).

Upper Limit: Up to AUD $150 per person with Operations approval.

Reasoning: $120 covers a professional meal in most venues. $150 is only allowed for key clients where a premium setting is justified.

Note: Costs above these limits will not be reimbursed.

All receipts must be itemised, and the client’s name and purpose of the meeting should be included in the Navan submission.

Team Meals During Company Travel

Meals shared with multiple employees (e.g., during conferences, retreats, or workshops) may exceed individual caps, provided they are business-related.

A group bill should be submitted with attendees noted.

Extended Travel

Personal extensions of travel (e.g., adding holiday days before or after business/team trips) are not reimbursable and must be fully paid by the employee.

Any additional accommodation, meals, flights, or transport costs associated with personal extensions are the sole responsibility of the employee.

Only the business-related portion of travel will be reimbursed.

Emergency Situations

If employees incur expenses above policy limits due to emergencies (e.g., flight cancellations, unexpected overnight stays, medical needs), Operations must be notified as soon as practicable for review and approval.

Out-of-Policy Spend

Any booking or expense exceeding the caps in Navan will trigger a notification to the Operations Team.

Approval will only be granted for exceptional business circumstances.

Repeated out-of-policy bookings without justification may result in reimbursement refusal.

Compliance & Fair Work Alignment

Policy aligns with Fair Work’s guidelines on reasonable work-related expenses.

Travel is a business perk, not an entitlement. InvestorKit reserves the right to amend this policy as needed.

Employees must ensure compliance with Australian workplace safety and wellbeing expectations during travel.

Spend & Usage Summary in Navan

Flights: $600 cap (+ baggage reimbursable if trip >3 days)

Hotels: $350 cap

Rental Cars: $100 cap (compact/economy only; no black cars)

Fuel: Only fuel used for the trip reimbursable (no pre-purchased refuel or full tanks)

Uber Business: Business & company-wide travel only

Meals: $25 / $35 / $60 (Breakfast / Lunch / Dinner)

Special Scenarios:

Client meals (reasonable above-cap permitted)

Team meals (shared during business trips)

Extended/personal travel extensions not reimbursable

Emergencies (with approval)

Category	Must use / Platform	Spend cap / allowance	What’s allowed	Not allowed / exclusions	Approval & notes
General	Navan for flights, hotels, rental cars	Navan enforces caps	Within-policy bookings auto-approved	Out-of-policy without approval	Out-of-policy triggers notification to Operations for review/approval. All expenses must be receipted + submitted via Navan (or allocated card).
Flights	Navan	$600 per flight	Domestic: Economy (upgrades at senior leadership discretion). International: Economy (upgrades at senior leadership discretion). Flexible fares if itinerary likely to change.	—	Book ≥14 days in advance where possible. Exceptions (medical, client-driven, last-minute business) may exceed cap with approval.
Baggage (Flights)	Via Navan booking / receipts	Reimbursable if trip > 3 days (flight + stay)	Choose most cost-effective checked baggage option	—	Checked baggage reimbursed only when trip exceeds 3 days. Receipts required.
Accommodation (Hotels)	Navan	$350 per night	Stay close to work site/meeting location to minimise transport. Wi-Fi reimbursable when needed for work hours. Laundry reimbursable for >4 nights.	Mini-bar, personal entertainment, spa/gym	Out-of-policy requires Operations approval. Receipts required.
Transport (Rental cars)	Navan	$100 per day	Compact/economy vehicles only. Select option where excess/insurances are minimum excesses.	No black cars or luxury vehicles	Out-of-policy requires Operations approval.
Transport (Uber Business)	Uber Business	N/A	Business-related travel: airport transfers, client meetings, off-site work. Also allowed for company-wide travel events (conferences, retreats, training days).	Personal/leisure use strictly prohibited	Receipts/submissions must be compliant and business-related.
Fuel (for rental cars)	Receipts	Reimburse actual fuel used for the trip	Fuel used during business travel, with receipts	Pre-purchased refuelling packages; filling the whole tank beyond business use	Only fuel used for business portion reimbursed.
Meals (daily caps per person)	Receipts via Navan	Breakfast $25 Lunch $35 Dinner $45	Reasonable meal expenses in line with ATO/Fair Work expectations	Above-cap without justification/approval	Receipts required.
Client meals (special scenario)	Receipts via Navan	$120 pp standard (up to $150 pp with Ops approval)	Professional client meal within cap; itemised receipt + include client name + meeting purpose in submission	Costs above caps not reimbursed	Ops approval required for $120–$150 range; above $150 not reimbursed.
Team meals during company travel (special scenario)	Group receipt via Navan	May exceed individual caps	Shared meals during conferences/retreats/workshops if business-related; submit group bill and list attendees	Non-business-related meals	Keep attendee list + business context clear.
Extended / personal travel (special scenario)	—	Not reimbursable (personal portion)	Only business-related portion reimbursed	Extra flights/hotel/meals/transport for personal extension	Employee pays full cost of personal extension.
Emergencies (special scenario)	Notify Ops	May exceed caps with review	Cancellations, unexpected overnight stays, medical needs	—	Notify Operations ASAP for review/approval.
Out-of-policy spend	Navan triggers	N/A	Approval for exceptional business circumstances	Repeated unjustified out-of-policy may be refused reimbursement	Ops review required for exceptions; repeated issues may lead to reimbursement refusal.
Compliance	—	—	Aligns with Fair Work on reasonable work-related expenses; comply with workplace safety & wellbeing during travel	—	Travel is a perk, not an entitlement; InvestorKit may amend policy.

Travel Policy and Budgets