Guide: Booking Hotels & Flights for Onsites

Please note that the following applies to organized and required onsites. Other work related travel should follow the parameters from the Expense Policy.

Hotels

Convictional will book hotels for the onsite on a group rate whenever possible.

Hotels should be between $250-$300/person/night in local currency, have walking access to work space/contain a workspace, be within walking distance of desired restaurants and activities (as much as possible), and be highly rated (above 4.5).

It's in some cases appropriate for employees to spend a night at a hotel prior to the start of a Company onsite (and/or a night after the end of an onsite). It depends on the timing of the onsite schedule and the availability of flights. Folks traveling from the west coast will frequently need an extra night given their travel schedule (particularly when flying to the east coast).

Dinners

For onsites, group dinners are booked by the function lead(s)/ co-ordinator. In terms of restaurants, please do not book anything with more than two dollar signs on Google Maps. The budget for dinners is $120/person - but this should be an over-estimate, which allows for breathing room and not the amount we should be aiming to spend each dinner.

Flights

For flights, folks should book the cheapest non-stop option available. Any roundtrip flights that cost more than $600 USD should be specifically approved. Folks should try to book flights at least a month in advance of travel (or as far in advance of travel as is feasible).

Google Flights has flight and price information for practically all air carriers; we recommend starting there in booking your flights.

Per Diem For Travellers

Individuals who are traveling to an onsite are permitted a per diem up to a maximum of $75 / person / day.

Receipts

Flights can be booked on personal cards and reimbursed via Rippling reimbursements portal. All other travel related expenses should be paid for using your assigned Rippling Credit Card, unless a vendor doesn’t accept credit cards for payment. In which case you can submit the receipt for reimbursement via Rippling. Please keep all receipts and attach them to the applicable transactions (via email or text).