Global Customer Travel & Expense Policy

This Global Customer Travel & Expense Policy is for Conga employees/contractors when travel is required for a Customer or Partner contract engagement and Customer or Partner will reimburse Conga for such travel and expenses pursuant to  the Master Services Agreement, Professional Services Terms, and/or Statement(s) of Work, or similar agreement(s), as  applicable, between Conga and Customer or Partner. Only actual, documented expenses will be reimbursed.  

• Air travel:

  • All US based employees must book all air travel through Conga’s online booking system. If  Customer/Partner requires a separate booking process, travel must be pre-approved and appropriate receipts  must be obtained.

    • Make reservations as early as possible

    • Baggage fees-One bag is allowed

    • Only Coach class is reimbursable

    • Airfare receipt must include the flight itinerary and proof of payment

• Lodging:

  • All lodging accommodation rates must be reasonable determined by the locale market rate

  • Standard rooms only (suites, view rooms, or concierge floors will not be reimbursed)

  • Itemize each line from the hotel receipt

  • Weekend stays are reimbursable if required for Conga/Customer/Partner business

• Meals: 

  • Meal allowance-$75/day limit for all locations

  • Meal receipts over $25 must include the meal detail showing what was consumed as well as total charge

  • Tips should be based on the pre-tax amount are not to exceed 20%

• Ground transportation/car rental:

  • Conga shall use whatever form of ground transportation is most economical. When possible, Conga will utilize  basic level Uber, Lyft, or shuttle services

  • For car rentals, Conga shall make reasonable efforts to utilize a compact or intermediate class rental ○ No prepayment of fuel, or navigation, unless necessary

  • Decline rental insurance 

  • Rental car limits

    • Standard North America Locations $45/day

    • Exceptional North America Locations and other International $65/day

    • Exceptional International locations $75/day

  • Rail service should be booked coach

  • In the event a Conga employee or contractor uses a personal vehicle for travel, reimbursement shall be for actual  mileage

• Miscellaneous expenses: Actual, reasonable expenses include the following (but are not limited to): travel administrative  fees, tips, tolls, baggage fees, other ground transportation, parking, and other incidental expenses.

• Receipts: If a Conga employee or contractor is traveling to Customer’s/Partner’ssites itemized, detailed receipts will be  required for all expenses.