Travel for work

Occasionally, it's sometimes necessary to travel elsewhere than your regular and permanent place of work. In these cases, the company covers the costs if our travel guidelines are followed. Remember that everyone is required to align any business travels with their leader prior to booking.

Bear in mind: 

• We only travel when absolutely necessary

• We ensure that our business travel is connected to a strong business objective.

• We spend money like we are owners of the company and choose environmentally friendly and cost-efficient business travel options whenever possible💚

The business travel guidelines are not fully applicable for longer assignments, in which case, accommodation and meals would be dealt with differently.

(for example for a team event/training/briefing)

If planning a trip or event that entails traveling for 2-5 people to 1 location, the trip must be approved by the country leader/platform leader who’s budget the travel is part of. 

If planning a trip or event that entails traveling for more then 5 people to 1 location, the budget for this, covering travel and associated expenses, must be approved by the CXO to ensure this is within budget. 

We understand the desire to travel more when a team is scattered and leaders are leading people not in the same location as themselves. Still, we need to balance this against the cost as well. 

The guiding principle is that travel should always be arranged when there is a business need. Meaning that we avoid traveling purely for the sake of sitting face-to-face, but try to find occasions where we can feed two birds with one scone. Through the year, we expect no more than one such travel per tertial (either the employee or the leader) to meet for business-related activities. 

Please book business travel using TravelPerk. You can find the TravelPerk tile in your Okta. If you are missing this please contact System & Access Support

Why TravelPerk? By using TravelPerk you won't need to prepay and expense later. TravelPerk allows you to have full overview over your booking and you can easily communicate with the customer service team if you need to alter your booking. TravelPerk may be used though APP or Desktop. 

Some things can't be booked through Travel Perk, such as our long-stay apartments.

Tips when using TravelPerk

ℹ️ Make sure your profile data is correct the first time you use TravelPerk. 

👯‍♀️ We pay per booking: traveling with a colleague? Add their name from the start and book together.

📅 Please book your travel as early as possible, we recommend 21 days prior.

🚫 Outside of policy does not mean that you cannot book, it usually means that you are booking later than what we recommend. However, we do ask that you try to stay withing the cost policies defined in TravelPerk

☎️ Do you need to alter/change your booking, please contact the customer service team via the “manage trip” button found in your booking. 

💰Find your booking cheaper somewhere else? Please contact the TravelPerk team and request a price match - Keep in mind that it needs to be the exact same fare. 

• It is the employees responsibility to ensure they meet the appropriate immigration requirements to enter and undertake the intended activities in the country where they are traveling to.

• In most cases, EU/EEA passport holders can freely travel and undertake business trips across Europe

• If traveling to a country that requires a visa/right to enter, the company will cover all relevant expenses associated with obtaining the visa/right to enter.

Expenses should be claimed through the company reimbursement system in Workday. For details on how to use the system to make a claim, please follow this link: Expense reimbursement policy.

Business travel should be booked economically, environmentally aware and far in advance to the travel date to ensure competitive rates. During a business trip, it may be necessary to travel between locations, e.g. between sites, business meetings, suppliers, customers. For all travels, employees should critically evaluate the need and total cost of travel of different options and choose the one that is most economical and sustainable. 

❗ While we encourage our employees to allow themselves some space for life during business trips, we do not cover any costs that are affiliated with it. For instance, if an employee decides to extend business travels over a weekend for leisure time, Oda will not reimburse any costs associated. Costs are only reimbursed if obligations to Oda make it impossible to avoid working on a weekend.

• Book one room per employee.

• Book comfortable rooms of a reasonable standard (unless no other room types available, do not book premium, luxury, deluxe or equivalent). You can find these in the document Booking business travels ✈️.

• Where possible and subject to availability, employees should stay in accommodations near the offices/sites.

• Book one room per employee.

• Book comfortable apartment of a reasonable standard (unless no other apartment types available, do not book premium, luxury, deluxe or equivalent). You can find these in the document Booking business travels ✈️.

• Where possible and subject to availability, employees should stay in accommodations near the offices/sites.

💶 Actual and reasonable costs of food and drinks are reimbursable

• When selecting a place to eat, restaurants with a "reasonable" price level should be selected.

• Breakfast can be included in the hotel rate, however cannot then be claimed as a separate expense.

• Drinks with meals (mineral water, soft drinks, coffee, beer and wine) are covered to a reasonable extent when considered a natural part of the meal. Drinks and alcohol beyond what is reasonable for the meal or outside of the meal, are not covered under this policy. 

• Spirits/liquor are never covered by the company, even if it is a Social/ Team event.

• Costs must be claimed with proof of purchase (receipts, invoices), see Process for claiming travel expenses.