All business travel and related expenses must be approved by your manager in advance. This policy summarizes booking channels, acceptable expenses, and the reimbursement process.

Approval & Booking

Get manager approval before booking any travel.
Review the Approved Travel Cost Guide before you travel.
Spend reasonably and use good judgment; the company reimburses reasonable out-of-pocket costs.
A receipt is required for every expense, whether reimbursed or charged to a company Ramp card; no receipt, no reimbursement.

Booking Timing & Preferred Vendors

Book travel about 6 weeks in advance when possible; Tuesdays 4–6 weeks out tend to have the best rates.

Flights

Book through any avenue, but stay price-conscious; prefer non-stop flights unless the cost difference vs. a connection is significant.
No first-class tickets or seat upgrades.
Carry-on only for 1–2 night trips; one checked bag is billable for 3+ nights or when traveling with event materials.

Hotels

HQ visits: contact Julie to book the Sheraton Minneapolis West (Minnetonka), 12201 Ridgedale Drive, Minnetonka, MN 55305.
Prep events/showcases: book through the event's dedicated link on our discounted EventConnect account; enter your location, dates and available hotels will populate. Links: Prep Tourneys | Showcases / Non-Prep Network Tourneys.

Rental Cars

Preferred vendors: National or Enterprise — always book an intermediate (midsize) vehicle.
We have a business National Emerald Club account (PN Emerald Club Account Number: XZ19PN3; billing number: 18201106) with direct billing: skip the counter, pick any car from the Emerald Aisle, and go (Enterprise offers the same rate/perks but requires counter check-in).
Enroll Here using your personal credit card (for personal-trip discounts) and load your Emerald Club number into Concur for both National and Enterprise. Please DO NOT share the account/billing number outside the company.
Company insurance covers rental vehicles; additional coverage is optional and paid out of pocket.

Other Travel Costs

Covered: Uber/Lyft/Turo/taxi, parking, gas, and tolls.
Meals: use good judgment on cost for yourself and event staff; loop in your manager before covering a meal for someone else. One drink with dinner is fine, going out for drinks socially is on you.

Unapproved Expenses

Personal side trips or entertainment during a work trip, including related meals, travel, tolls, and gas are not reimbursable.

Other Business Expenses

Continuing education: get manager/HR approval, then purchase with your department's Ramp card.
Office equipment/supplies: get manager approval, then route the purchase to Julie Hanken (Office Manager).

Submitting Expenses

Ramp Cardholders

Use your Ramp card for all travel expenses.
A memo and receipt are required for every transaction — no exceptions.

Non-Ramp Employees (Paycor)

Download the Paycor app, or use the desktop instructions.
Submit expenses under Menu > Expense > Expense Reports; all reimbursements process as an ACH payment.
Submit within 30 days of the purchase date; late requests are denied. Approved reimbursements are processed monthly.

Creating a Paycor Expense Report

Add New Report (Dashboard button or My Expenses menu), then complete:
- Report Name: “Your Name – Event/Trip Name”
- Description: note if it's a Prep brand event or other travel reason (e.g., HQ visit)
- Department
For each expense item, add: date, category, vendor, amount, receipt, and notes, then Save Item (repeat for each item; itemize if needed).
When finished: Submit Report to send for approval, or Save Report to finish later as a draft.

Withdrawing a Submitted Report

Only submitted, not-yet-approved reports can be withdrawn.
Submitted Reports tab > open the report > Withdraw Report > confirm. It returns to draft status, where you can edit and resubmit, save for later, or delete it.

Ramp Card Setup

Questions? Contact Lainey.
Accept the Ramp invite email and create your account (Google sign-in recommended); you can skip phone verification and two-factor setup for now.
Download the Ramp mobile app to add your virtual card to your phone wallet.
Every transaction still requires a memo (brand/event) and receipt.