Client-Billable Business Travel Policy

Table of contents:

1. Objective and Scope
2. Business Travel that is Billable to Clients (3rd parties)
3. Travel (Individual) Meals
4. Hotels and Lodging
5. Ground Transportation and Car Rentals
6. Airfare

Objective and Scope

This policy establishes the protocol for business travel and expenses (“T&E”) when such expenses are billable to clients. An overarching theme of this policy is for Wrike employees to exercise sound business judgment, promote fiscal responsibility, while meeting business requirements and client expectations in a practical manner. All business expenses paid for or incurred on behalf of clients of Wrike are subject to this policy. Additionally, candidates, contractors, third-party vendors incurring T&E on behalf of clients of Wrike are also subject to this policy. 

This policy is consistent with Company’s general T&E policy and is applicable to all the Company’s domestic and international offices. All persons subject to this policy are hereafter referred to as “Travelers”.

Any exception to this Policy will be evaluated on case-by-case bases and must be approved by the Controller or CFO. Violations of the T&E policy may result in disciplinary action, including termination of employment/ contract.

The Company reserves the right to review and change the policy periodically as we adapt and grow.

Business Travel that is Billable to Clients (3rd parties)

The most common case of billable travel and expense (T&E) costs would be in providing Professional Services, in which a Professional Services Consultant would travel to perform a deployment at a client site. Billable expenses are part of the Company’s standard terms for Deployments, unless otherwise stated contractually. It is the employee’s responsibility to notate on the expense line item that the expense is billable and the Wrike ID of the company it is billable to (example below). 

Before making the arrangements for client (3rd party) reimbursable travel:

• Confirm with the project manager that the customer contract allows travel expenses to be billed to them.
• Understand the 3rd parties travel policy prior to incurring any expense. The Company recommends using the lower of both policies as a courtesy. For example, if the client’s policy allows business class but the Company only allows economy, please select economy.
• Provide receipts for all expenses
• Separate billable items from non-billable items. The recommended approach is to use a separate report for each billable client trip to avoid billing to the wrong client.
• Do not “add-on” unnecessary expenses for reimbursement during the trip.
• If the contract with the client / 3rd party provides expense limits (caps), please stay within the caps.

Travel (Individual) Meals

Travel meals are classified as personal/individual breakfast, lunch, dinner while traveling on an overnight business trip. Payment will be for actual expenditure plus tip, not to exceed 15%. Employee daily meal allowance varies depending on the country of employment.

Hotels and Lodging

Lodging Rate Caps - Travelers should reserve lodging at a rate per night not exceeding the policy lodging caps by region. The Company encourages the use of mid-tier hotels and lodging within the area (e.g., Courtyard vs Marriott, Hilton Gardens vs the Hilton). Hotel room lodging rates may fluctuate due to seasonality and travel climate. The Wrike Procurement team will adjust the policy as needed. Please review the policy within for the most accurate and up to date information. Top cities in the policy are defined based on average lodging price studies by travel agencies. They are New York City, SF Bay Area, Boston, Miami, Los Angeles, Washington DC, London, Paris, Tokyo, Singapore, and Sydney. The list is compiled based on the Company travel history.

Additional Policies for Lodging

• Book standard rooms only – suites and other room upgrades are not permitted expenses unless it is complimentary and there is no additional cost to the Company.
• The Company does not reimburse traveler for any fine or penalties due to damage to hotel/ lodging facilities
• Hotel frequent guest programs may be used at the traveler’s own choice but should not affect your selection of hotel. Related membership fees and use of hotel coupon/credits or any other guest reward program rewards for lodging booking or room upgrades are not reimbursable by the Company.
• Travelers are personally responsible (not reimbursable/ cannot expense) for fees resulting from the cancellation or no show unless there is a compelling business or personal reason.
• For travel involving flights with a duration of more than 7 hours (based on non-stop flight schedule), travelers may arrive a day prior to adjust to time zones.
• Laundry - For trips lasting longer than 7 consecutive days, laundry expenses may be reimbursed; not to exceed $100 USD or equivalent per 15-day span.
• The Company does not reimburse more than 1 consecutive weekend day or holiday of lodging expenses unless there is a demonstrated business need.

Ground Transportation and Car Rentals

Travelers are expected to use their best judgment to select the most cost-effective method of ground transportation based on business needs.

Rental cars

• Cars should be rented only when other means (i.e., Taxi or public transportation) are unavailable, costlier, or impractical.
• Travelers should select compact vehicles.  If there are three or more travelers traveling together, a larger vehicle may be selected. When more than one team member is traveling to the same location, an effort should be made to share one rental vehicle. 
• The Company will reimburse gasoline, parking and tolls expenses incurred in connection with such car rental. Travelers should refuel the vehicle before returning it to the rental company instead of refueling at the rental center.
• It is the responsibility of the traveler to ensure that rental vehicles are operated in a manner consistent with the applicable laws. The Company will not reimburse for the cost of any fines, bail, or other penalties due to traffic violations.
• Additional insurance should be declined as it is covered by our corporate global travel insurance. Additional insurance is regarded as a personal expense and is not reimbursable.
• Changes / cancellations of rental cars should be made in advance to avoid penalty fees. No-show charges will be the responsibilities of the travelers.

Ride Share/Taxi Services

• Taxi / Uber / Lyft fares for carrying out Company business are reimbursable.
• Travelers should only use standard services. Premium services such as Uber Black, Uber Executive (or equivalents) are not permitted.
• Maximum 15% gratuities are allowed for Taxi/Uber/Lyft drivers when included on the receipt. 

Personal Car Mileage

• When using personal vehicles for business travel, mileage is reimbursed at the rate set by the local statutory tax authorities.
• Mileage is to be calculated via the shortest route between the destination and return.
• Traffic violations are not reimbursable.

Airfare

Class - Company policy is for all travelers to travel Economy/Coach class on any flights domestic or international unless using free upgrades. All exceptions must have prior approvals from the corporate Controller or the CFO. Economy Plus (e.g., extra leg room) is allowed for flights lasting more than 6 hours. If you want to upgrade from Economy to Business Class, you must do so using your own personal miles or at your own personal cost.

Reimbursable Expenses Related to Air Travel

• Changing or Canceling a Flight Reservation - Fees to change travel arrangements should be avoided. Expense requests must include a detailed business explanation of the reason for the change.
• Baggage - One carry-on bag per flight and the following checked bags are allowed for business travel:
  • 1 checked bag for trips up to 5 consecutive days
  • 2 checked bags for trips greater than 5 consecutive days
• Internet Access - Inflight Internet is reimbursable only for business use
• Meals - Inflight meals and beverages are reimbursable and count towards the daily allowance for meals while traveling (see the Meals section in this document for daily limits).