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
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
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. |