Booking Travel

You should make your own travel reservations, these should be done via Navan but you should check if you can find cheaper elsewhere. If you are unable to do so you can contact your manager or the people team for help. The only exception to booking your own travel is the company retreat.

Flights

please don’t only look at your preferred airline. If there is a big price differential between your preferred airline and another carrier, you should book for price, not for airmiles.
you should book your flight as far in advance as possible to ensure the best price.
if your flight costs more than £500 please confirm with finance via an expense issue before booking. The flight should’ve already been approved dependant on the event your attending.

Corporate accounts for collecting points/miles

BA On Business
Lufthansa
Norwegian

Driving

If you’re driving somewhere instead of flying, you can either use your own vehicle, in which case you an expense mileage (automatically calculated in Expensify when you select the Distance tab). Alternatively you can hire a car and expense the cost of that plus the cost of filling up with fuel, you must keep the receipts though and submit them in Expensify as usual. You can also expense any road tolls etc as well, as long as you can provide receipts.

Accommodation

You can expect to stay in a 3-4 ★ hotel when you travel for work. You are not expected to share a room, though you are more than welcome to if you wish. If you are travelling with a number of Humans you could rent an Airbnb. This can be a great way to save money and spend some quality time together. Human Made will cover the costs if you wish to stay for an additional few days to co-work with other Humans.

We have a company Airbnb account which allows you to charge Human Made for your trips. If you would like to be added to it please ask in #company-people in Slack.

Navan is the default service to find accomodation, but we also have a company Booking.com account here which may be worth checking for cheaper options if Navan seems expensive.

Subsistence

Human Made will cover any costs you would not normally have to incur if you were at home. This includes food, local travel, and taxis. As with all of our expenses policies, there are few fixed rules, but we do ask that you be sensible.

If there is a valid reason, Human Made will pick up your bar tab. Valid reasons include client entertaining, entertaining WordPress/open source contributors, official Human Made meetups.

Where you are travelling together we’ll cover one or two meals at nice restaurants with fellow humans, but don’t eat at pricey restaurants every night. It’s also nice if you can buy dinner for WordPress contributors, as a way of saying thanks for their contributions to the project.

Uber / Lyft / Grab

Human Made has business accounts that you can charge rides to when needed for work. Ask in #company-people if you need to be added to the account(s). Although they’re convenient, please remember they’re not the only form of transport when travelling; making good use of local taxis/public transport is also recommended where it would be more cost effective.

Signing up to Grab

Before you request a Grab business account, please make sure you have downloaded the Grab app and have created a personal Grab account. Once you have a personal account, you can link it to the Human Made business account.

Once you are added to the business account, you will receive an email which will link you to a page requiring the phone number linked to your Grab personal account and in return, Grab will send you a verification code to use and confirm the link.

If you don’t have a personal account first, the business link will not send you a business verification code.

Insurance

Please ensure you have adequate travel insurance which covers you for business travel. This should cover you for medical emergencies, cancellation, loss of valuables, etc. It doesn’t need to cover your company laptop or phone. If you travel regularly for work you should buy multi-trip insurance and if you travel occasionally you could buy a single-trip policy. You can expense your insurance costs.

Emergencies

We expect you to have adequate travel insurance to cover you for every eventuality while travelling for work. This includes adequate medical insurance. However, if you need financial assistance in the course of your travel for work Human Made will help you out where possible. Examples might be if you need to travel home for a family emergency and are unable to pay for it yourself, or if you lose your wallet in a strange city. If you have an emergency while you are travelling for work, don’t be afraid to pick up the phone and call someone at the company for help. Phone numbers are available in our Facts database, but it’s a good idea to have some company phone numbers stored on your phone or even written down on paper, in case of an emergency.