Employee Business Travel Best Practices

Travel Tips

• Book Travel 6 weeks before your trip if possible
• Tuesdays (between weeks 4 and 6) have the best booking rates
• Hotels:
  • Prep Events/Showcases: We have a business account that has discounted rates on our EventConnect partner.
  • HQ Visit: Contact Julie Hanken to reserve your room at the Sheraton Minneapolis West (Minnetonka).
• For Rental Cars, we recommend renting an intermediate vehicle from National or Enterprise
  • We have a business account with Emerald Club with direct bill options, and other benefits and perks.

Travel Request Flow

Traveler Submits Request (via Slack/Asana/Email) > Manager approves

Expense Process - Non-Ramp User

• Download the Paycor App on your smartphone or follow the desktop instructions.
• Review the Expenditure Policy
• Submit travel expenses via the Paycor app for reimbursement
  • Menu > Expense > Expense Expense Reports.
  • All reimbursements (travel-related or not) will go through Paycor and be processed as an ACH payment

Expense Process - Ramp User

• Use your Ramp card for all travel expenses
• Submit a receipt and memo in Ramp (either in the app or on a computer) for EACH transaction. THIS IS REQUIRED!

FLIGHTS

• You can use whatever booking avenue you prefer. Just be conscious about prices.
• Use your Ramp card if you have one or purchase the flight and then submit for reimbursement via Paycor.

HOTELS

• HQ Visit: Contact Julie Hanken to reserve your room at the Sheraton Minneapolis West (Minnetonka).
  • Hotel Address: 12201 Ridgedale Drive, Minnetonka, MN 55305
• Prep Event Hotel Needs:
  • Booking links for all staff, scouts, sales reps, directors, and event personnel to use.
    • There is a dedicated link next to each event.
      • Links to book a hotel:
        • Prep Tourneys HERE
        • Showcases / Non Prep Network Tourneys HERE
  • How it works:
    • Open the booking link.
    • Enter the location you want to stay near.
    • Select your check-in and check-out dates.
    • Hotels in that area will populate, and you can complete your booking.
  • Review the video recording, but the process is very straightforward, essentially the same as booking a hotel anywhere else online.

RENTAL CARS

• Preferred Vendor: Enterprise/National
  • National Emerald Club
    • We have a business account with National “The Emerald Club”.
      • Always book an intermediate vehicle, bypass check-in desks, head to the Emerald Aisle to choose any car, and start your drive.
  • Enterprise
    • Get the same perks listed above, except they do not have the Emerald Aisle option, so you still have to check in at the front desk.
  • If you have not set up your Emerald Club account, visit this link
    • Click on "I don't have an Emerald Club Number."
      • Make sure to enter your personal credit card information so you can use these deals.
    • Why set up the account? Because you can use our discounted rates for your own personal trips!
    • Please do NOT share our account number (in the PDF) with anyone, as it is a “direct billing” account, which means the company will be billed directly rather than at pick-up.
  • Rental Car Insurance
    • Our commercial business insurance policy provides coverage for rental vehicles. If you prefer to purchase additional rental car insurance, you may do so at your own expense.