This policy outlines the parameters around booking flights, insurance, transfers, travel companions, and paid travel time for IRL Meetups.

Flights ✈️

You'll organize your own flights using **Ramp Travel,** which makes things easy:

• Book directly via the Ramp platform
• Receipts are automatically added
• It uses Priceline as the booking tool

If Ramp Travel doesn’t suit your situation (for example, if you’re flying with a travel partner and want to select seats together), you can book flights on your own using:

• A Ramp card we can issue to you, or

• Your personal funds, and then request reimbursement afterward

  → More info here: Paying for Work Expenses with Ramp Virtual Visa

When booking yourself, please go for a reasonably priced economy fare. No need to hunt for the absolute cheapest with three stopovers—just something efficient and not extravagant. If you'd like to fly business class, you’re welcome to cover the difference from an economy fare.

Planning to add a personal trip before or after the meetup? No problem—you're free to book flights to/from another location. Just pay up front, and we’ll reimburse you for the average economy fare between your home city and the meetup destination.

Driving 🚗

• If you live close enough to drive to the meetup location and prefer to travel by car, please keep your fuel receipts. If you are a US team member, we will reimburse you for this expense on your invoice or in the next pay cycle.
• If you plan to extend your drive to or from the meetup location (taking a longer or scenic route), we may need to calculate fuel costs based on the approximate miles between the meetup and your home. This calculation will also consider the cost of fuel. If this applies to you, please DM Sarah. She will help determine a fair reimbursement amount.

Travel health insurance 🏥

• All team members are required to organize travel insurance.
• Each team member has access to a $80 USD travel insurance stipend.
• This is meant for health insurance not cancelation insurance.

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If you live outside the US or Canada, SafetyWing offers excellent options for travel health insurance https://safetywing.com/

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