Travelling

As a part of the company culture, travel to the Netherlands at least once (max twice) per year is to be expected, to meet our remote mates, work and have fun together. We also ask clients to come and visit us as often as possible.

Since traveling takes a significant amount of time, we ask people to target a full working week to maximize the time that can actually be spent working & hanging out with the client teams.

Every time you travel to the NL, 25Friday pays 50€ per day (net amount). We also pay for the hotel and public transportation.

Booking

We expect people to be proactive and take point on this.

Each team is responsible for coordinating with the client when it makes sense to travel, bearing in mind that:

  • Any travel arrangements should be made at least 12 weeks in advance to ensure that reasonable prices can be found for hotels and air travel.
  • Traveling should be avoided during high-demand seasons
  • Traveling should occur during business days by default
  • Special arrangements need to be authorized by the Management Team.

When the team has settled on a date, send an email to the Operations Team (CC your Team Coach if applicable) asking for the bookings of flights and hotel.

Don’t forget to mention details like:

  • Dates for outbound and return trips
  • The airports you would like to use (not all trips need to land on Schiphol)
  • The city and area where you will stay – if possible the desired hotel as a recommendation
  • Anything else that you think is relevant or that will save time booking the trip 👍

How to claim expenses?

  • Ask for an Invoice/Receipt with 25Friday NIF/VAT number
  • Claim your Expense
  • After the expense is approved, you will receive the payment within a few days
  • You have 5 business days to claim the expense

What if I don’t have a receipt/ticket?

Only expenses substantiated with their respective tickets/receipt can be added to Spendesk for reimbursement requests.

If you cannot obtain supporting documentation, you should send an email to Accounting Team and provide justification for the expenses (for example, a bank statement), which will be paid on your payslip along with the travel allowances.

Example:

  • If you have a ticket/receipt, request a reimbursement from Spendesk.
  • If you don’t have a ticket, send an e-mail with the expenses to the accounting team.

Compensation

  • We pay:
    • 50€ per day (net amount)
    • Flight and hotel (breakfast is included)
    • Note that, if the hotel doesn’t provide breakfast, we will add 10€/day to the per diem paid by the end of the month to cover these costs
    • Transport in the Netherlands
      • Public transportation from the hotel to the client’s premises
    • Transport in Portugal
      • Public transportation (except UBER)
      • With prior approval, 0.36€ per km if you travel using your personal car from the workplace office to/from the airport, along with parking costs.
  • We don’t pay:
    • Travels outside the work context
    • Drinks, dinner, and food (except for the hotel breakfast)
  • What happens if I have to travel on the weekend, e.g. Sunday, to be able to start working on site on Monday morning?
    • We cannot pay the Portuguese food allowance
    • We will pay the 50€ daily compensation
    • We will pay 1 day’s worth of salary if your flight departs before 14:00 and 1/2 if the flight departs after 14:00.
  • What happens if I have to travel on the weekend, e.g. Saturday, because we couldn’t return before the weekend?
    • We cannot pay the portuguese food allowance
    • We will pay the 50€ daily compensation
    • We will pay 1/2 day’s worth of salary if your flight arrives before 14:00 and 1 day of work if the flight arrives after 14:00.

When travelling for a client’s Team Event

For team-building events organised by the client outside of Portugal, approved by 25Friday, and whose expenses are the client’s responsibility, 25Friday will only pay the regular per diem amount.