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Travel Expenses Policy

This procedure is provided for guidance only. It does not form part of any employee's contract of employment and may be amended or withdrawn by FooEngine Limited at any time.

FooEngine occasionally requires employees to travel for client meetings, industry events, team meet-ups or other business purposes. This policy explains how business travel is arranged, what costs are covered, and expected standards of reasonable spending.

All travel must follow the How to Submit Expenses (Dext) and Expense Requests & Approvals Policy.

Booking Travel

Flights

  • All flights are booked centrally by FooEngine.
  • Employees should not book their own flights unless explicitly agreed with Finance or senior management.
  • Once a trip is approved, Finance will arrange flight bookings directly.
  • Employees should provide preferred travel dates and required details promptly to avoid price increases.
  • Economy class is standard unless otherwise agreed in advance.

Ground Transport – Uber

  • FooEngine operates a corporate Uber account.
  • Where Uber is available, employees should use the corporate account for work-related travel during business trips.
  • Personal Uber accounts should not normally be used for business travel unless agreed in advance.

Alternative Local Transport

  • Reasonable local transport (taxis, trains, buses) is reimbursable where Uber is unavailable or impractical.
  • Receipts must be retained for expense claims.

Accommodation

  • Employees may stay in safe, clean, reasonably priced hotels or serviced apartments.
  • Standard business-grade accommodation is expected.
  • You are not required to share rooms.
  • Accommodation bookings may be made by the employee or centrally, depending on the trip.
  • Higher-cost accommodation must be approved in advance.

Meals and Subsistence

When travelling for work, FooEngine will cover reasonable costs that you would not normally incur at home, including:

  • Meals
  • Local transport
  • Business-related hospitality

Employees should spend sensibly and retain receipts.

Alcohol may be claimed only where it forms part of reasonable business or team hospitality.

Equals Digital Cards for Team Outings

  • FooEngine uses Equals digital payment cards for approved team events, outings or group meals.
  • Cards will be issued and topped up by Finance for approved events.
  • Employees should not use personal funds for pre-approved team outings unless agreed in advance.

Driving

If driving is required for business travel:

  • Employees may use their own vehicle and claim mileage at HMRC-approved rates; or
  • A hire car may be arranged where appropriate.

Fuel, tolls and parking costs are reimbursable with receipts.

Travel Insurance

Employees must ensure they have suitable travel insurance for business travel, including medical cover and cancellation protection.

The cost of travel insurance may be claimed as a business expense.

Emergencies During Travel

If an emergency occurs while travelling for work:

  • Personal safety is the priority.
  • Contact local emergency services where required.
  • Notify senior management as soon as possible.

Where an employee faces serious unexpected difficulty while travelling for work, FooEngine will provide reasonable assistance where practicable.