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All travel requests must be done using the Travel Request Form, in Zoho.
All trips should be requested in the following time frame:
Domestic travel: at least 15 days in advance;
International travel: at least 21 days in advance.
The travel request forms will be approved, first, by the Head of the Department and, second, by the Finance team.
If there are any exceptions to be approved, the Head of the Department can make an observation in the text field in the approval step.
Employees should not book their own flight tickets and request reimbursement before the travel request approval by Finance unless previously justified and approved by the Head of the Department.
The Finance team has up to one business day to approve the travel request, after the Department Head's approval.
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The Accounts Payable team will purchase the cheapest direct-flight ticket available, according to the travel schedule specified in the Travel Request form.
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Employees should buy their own flight tickets and request reimbursement, via the Travel Expense form, in Zoho.
Employees should choose the cheapest direct-flight ticket available, according to their travel schedule.
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Region | Amount per night |
Brazil - state capitals | R$495R$550 |
Brazil - other cities | R$275R$300 |
Other Latin American countries | $110$150 |
USA $198- major cities (LA/NY/SF/DC/Chicago/Miami) | $300 |
USA - other cities | $230 |
EU and UK | €132 €220 / GBP 117250 |
Asia-Pacific | $110$150 |
Employees should prefer hotels that include breakfast in their rates.
If the employee chooses to book a room with a higher rate, Rocket.Chat will reimburse the employee up to the maximum daily amount per region described above.
Exceptions, on the above rates, should be previously discussed and approved by the CEO.
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Region | Per Diem |
Brazil | R$200 |
Other Latin American countries | $130$80 |
USA | $180$90 |
EU and UK | €180 €90 / GBP 15590 |
Asia-Pacific | $130$80 |
Alcoholic beverages will not be reimbursed by Rocket.Chat.
Employees are not allowed to pay for meals for clients, suppliers, government officers and people who are not employed with Rocket.Chat.
The Sales Team is exempt from this rule, who can pay for meals for clients only.
Rocket.Chat will reimburse a fixed amount per person that attended the meal according to the table below, except for alcoholic beverages, which will not be reimbursed.
In the case of government officers, the expense must be previously approved by the CRO, even before it occurs.
Region | Amount per person (in case of meals with clients) |
Brazil | R$83R$100 |
Other Latin American countries | $61$75 |
USA | $83$100 |
EU and UK | €83 €100 / GBP 73100 |
Asia-Pacific | $61$75 |
Employees are not allowed to accept clients, suppliers, government officers and people who are not employed with Rocket.Chat to pay for their meals.
Group lunches/dinners:
The meal should be paid for by the most senior member of the group.
The reimbursement will be paid to this person.
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