Company travel

Before we get going, let's get a couple of things straight. On this page, when we refer to “travel” we mean a business trip to a different city other than here in Porto. If you're in this page for everyday expense reimbursements, you're in the wrong place, so please head over to Work expenses reimbursements.

One other thing: if you’re thinking about your public transport reimbursement, this ain't the place for that, either. As you know, we reimburse commute expenses on public transport, visit Transport Receipts to learn more about that and upload your receipts.

If you're still here, then lucky you! You're heading off into the big, wide world to represent Significa. Maybe you've got a client visit in the US, or maybe you're travelling to a conference in Lisbon, or maybe you're picking up a nice, shiny award that we've won (yeehaaa!) in Berlin. Here's all you need to know ahead of your trip.

Booking your trip

When travelling for company purposes, you're entitled to company-paid plane tickets in economy class. We'll cover two-way tickets, meals (as included in the ticket price), and one luggage item, plus a carry-on in case of a flight.

You should cover additional expenses, like extra luggage or purchase of cheap vodka and perfume duty-free, on your own. We aren't buying your Valentine's gifts for you.

Your travel must be booked at least one month in advance unless it comes completely out of the blue.

1. Firstly, find your flight cost. Don't book anything yet.

2. Second, use our Accor account on 1Password, log in to their website, and find a hotel that suits you. If none are available, choose something else within the same price range. Don't book anything yet.

3. Get your manager approval. Don't book anything yet.

4. Head over to the Travel Approval Form and fill it in appropriately. This form triggers a notification at the Financial Department to give you the final thumbs-up. Or down. Or will ask questions.

5. Lastly, if approved, you'll be notified on Notion. Then, feel free to proceed with booking your flights and accommodation using your department credit card.

6. Ensure you collect all invoices and send it to billing@significa.co promptly.

Please note if you take too long and prices change (more than 20%) you’ll need to re-submit this form.

If you didn't get a company card in time, or you plan to travel by car, we'll reimburse petrol and toll fees. Photograph and keep all receipts and then email it them to billing@significa.co. In Portugal, always use the company NIF, as per Work expenses reimbursements.

Don't forget your company card

If you haven't booked transport and accommodation ahead and have had to pay out of your pocket (which should never happen), we'll reimburse those expenses, as well as your daily costs. But be smart: get a company card.

If you are due to be travelling alone and don't have a company credit card, or you're not with somebody who has a company credit card, we advise speaking with Catarina weeks ahead to arrange for you to get a card and, therefore, avoiding to use your own money. Spending your own money, even if you are going to get it back, kind of sucks.

We can ensure you're covered either way, but getting a company card will make life much easier for everyone's sake. Get the card.

Again, get a card. Ask Catarina.

Don't break a leg

If you need to travel to countries that need a visa or other documentation to enter, we'll cover all relevant expenses (excluding expenses for issuing passports – that's on you). It would be best if you did the research yourself as to what the entry requirements are for the country.

The same applies to medical expenses, such as medical insurance, vaccinations, or examinations. If something really bad happens and you need medical attention while abroad, don't worry. International medical bills, surgery, etc., are covered under our company insurance policy. Let's hope you don’t need it, though.

If you have any questions regarding an upcoming trip, please clarify those with Catarina as soon as possible.

Out and about

Ah, that exciting feeling of touchdown and the freedom to explore a previously unknown city (ain't nobody got time for that, let's get down to business).

Once you've arrived at your destination, you should use public transportation as much as possible, as per Limiting company travel, unless you feel your safety could be compromised. Keep your receipts!

If you need to take taxis to move around for business purposes (like conference halls, lunches with clients or client offices), then again, always ask for receipts, and we'll reimburse fares.

We won't reimburse expenses for trips to places for personal purposes, such as a visit to see your great, great aunt, as lovely as she may be. But you know how it goes, Maximum freedom, maximum responsibility – we trust you to know what is and what is not cool to pass off as a business expense.

Hotel, motel, Ibis

You can choose where you want to stay. You can stay at a 3-star hotel or equivalent in the area you need to be in for work. If available, choose a hotel from the Accor group – password in our 1Password account. Be smart, though, as it may be cheaper to book an Airbnb if more than one team member is going on the trip.

We won't reimburse any extra room-related charges incurred (yeah, we are talking to you, mini-bar raiders!), and if you plan to stay longer for personal reasons, you'll need to pay for the additional stay yourself. We may make an exception if you need to upgrade your room for reasons outside of your control (for example, some really bad things have happened that have made your room unsuitable, and there’s no room of equal cost available).

If you want to stay at a more expensive accommodation for a particular reason (like to be closer to family or friends who live close by), you'll need to pay the difference yourself, compared to the fare of the nearest appropriate hotel.

Bringing a friend?

Oh, we've got a client in Venice, haven't we? What a nice opportunity to bring the love of your life along and have some special times. That's cool with us. You can share a company-booked room with a partner, friend or family member who wants to travel with you as long as this doesn't incur extra charges for Significa.

For example, if we've already booked a room for you that has enough space, you can host your partner, friend or family member. Keep in mind that you'll be financially responsible for any expenses or damages this person incurs, so tell them not to break shit. Oh, and also, our company's health insurance won't cover their broken limbs.

We won't reimburse any expenses for your co-traveller for the entirety of the trip.

Wining and dining

You're entitled to reimbursement for food and beverages at a maximum of 60€‎ per day – that can also be dependent upon where you are going, so check ahead with Catarina. But the bottom line is this is not an opportunity to eat at Michelin restaurants for breakfast, lunch and dinner.

We'll reimburse only your portion of the bill if you're travelling with a non-employee, so make sure to separate your bills or ask for separate receipts if that’s the case.

Regarding lunches and dinners with clients, we'll cover the whole of the bill, including tips. We rely on you to place reasonable orders, por favor.

What you need to do

Before doing anything, consider if you need to travel for this working purpose. Is it possible to get the same outcome from doing this online? If you must travel, please make sure you have read Limiting company travel and have concluded that it is essential that you travel. Then make sure you've got a company card.

We ask you to use your best judgment when travelling for Significa. Don't go overboard with spending on food and drinks. Always ask for receipts, photograph them and keep them organised.

When you return from your trip, submit all your expenses and receipts to billing@significa.co within ten working days of your return. You'll receive the money within two weeks or the next payment cycle, whichever is sooner.