Registration  and reimbursement Deadlines

What are my expectations in booking my travel for Motus Ascend 2025? 

After reviewing our travel and reimbursement guidelines, Ascend 2025 travelers are expected to purchase the lowest available fare that allows arrival on site in time Monday, January 27 for our evening reception at 6:30pm. All travelers will need to book through Navan for flights and rental cars and submit for their travel reimbursement through Concur with attached receipts. All travel must be booked as soon as possible, but no later than Monday, November 25. Managers, Team Leads, Finance and People Ops will be reviewing all travel reimbursements to ensure that they meet our expense guidelines. Travel purchases that do not meet reimbursement guidelines will be denied and sent back to the employee.

Travelers who have status, airline credits, or other upgrades can use those when available through the Navan travel system or directly via the airline. Upgrades and additional purchases such as extra legroom, expedited security, preferred seating, etc. will not be reimbursed.  

For travelers who need additional assistance booking or would like to discuss options that do not require reimbursement or the need to book travel on a personal credit card, reach out directly to your People Ops Business Partner. 

What is the deadline for completing my flight booking, hotel reservation and registration information? 

To ensure flight availability we encourage you to book as soon as possible. The final deadline to book your air travel and complete the hotel reservation and registration form is Monday, November 25, 2025. All flight and travel reimbursements should also be submitted through Concur at the time of purchase but no later than Tuesday, February 11. Additional expenses associated with Ascend will be due by Tuesday, February 11, and will be paid by the end of the month. Ascend expenses submitted outside this window will not be reimbursed.  

What is the final deadline for submitting my reimbursements associated with Ascend 2023?

To ensure all employees are reimbursed on time, any final expenses need to be submitted through Concur and approved by your manager by Tuesday, February 11. When possible, expenses should be submitted for reimbursement within 14 days of purchase. Any Ascend expenses submitted for reimbursement after February 11 will need to be approved by People Ops and Finance. Employees should submit expenses through Concur under their own department with the Expense Type of "Ascend/ACM" with the Report Title "Ascend 2025."

What if I will be arriving by car or other transit? Will Motus be covering my
travel costs?

Motus will be covering the cost of rental vehicles or mileage if you will be traveling by other means instead of flying. Visit our Travel Guidelines to ensure that your costs will be approved by meeting these cost and budgeting expectations. All car reservations, mileage, etc. should be submitted through Concur Expense Pay.  Final costs associated with travel to and from Ascend will need to be submitted no later than Tuesday, February 11, 2025, for reimbursement.  Flights should be booked and submitted for reimbursement by the event registration deadline of Monday, November 25.

Will Motus be covering parking at my local airport? 

Motus will reimburse travelers for EITHER the cost of an Uber to and from their home airport or the cost of parking for the duration of Ascend (Monday to Thursday), whichever cost is less expensive. Mileage to and from your home airport can be submitted for reimbursement.  Parking at your home airport will need to be submitted through Concur Expense Pay with a receipt. If you have questions, please post in the Motus Ascend Slack channel or reach out to your Business Partner. 

Early Arrivals and Late Departures

Can I arrive prior to January 27 and depart after January 30? 

Should you wish to add days pre or post Ascend, you may do so AT YOUR OWN EXPENSE. You may enter your requested dates when completing the online hotel reservation and registration form managed through CNS Consulting Group. Additional coordination will be required, so someone from CNS will follow up to confirm your extended time and to finalize your personal form of payment.  

Motus does not guarantee availability or pricing of lodging pre or post event. Please do not book your travel outside of the designated event dates until confirming room availability with CNS. 

Family and other guests

Will family or other guests be permitted during Ascend?

Family and other guests will not be permitted during the event hours Ascend is taking place – from 6pm PST January 27 through 11am PST January 30. If you will be extending your accommodations pre or post event, we ask that any guests joining you respect the time boundaries we have set in place for this annual kickoff. We want to have as much time together in person to focus in on the year ahead, celebrate our wins from 2024, and catch up with our friends and teammates.

Hotel

Do I have a hotel room?

Yes, once you book your flight and/or other travel details and complete the attendance reservation and registration form, a hotel reservation will be made for you using the information provided. A hotel confirmation will be sent from La Quinta Resort & Club to your Motus email in advance of the event in January.  

Please be sure to review your hotel confirmation for accuracy. Your hotel room and tax will be covered by Motus.

What information do I need at check-in?

Hotel reservations will be made under the first and last name you provided on the hotel reservation and registration form. You will need to present a photo ID along with a personal credit card at check-in. The credit card is to guarantee any incidentals charged to your room. The hotel will place a temporary hold on your card to pre-authorize any charges, therefore, we recommend using a credit card at check-in and not a debit card.

If you have a concern about form of payment or do not have a credit card for incidentals, please reach out directly to your People Ops Business Partner. 

Airfare

How do I book my flights to/from Motus Ascend?

All air travel must be booked through Navan. Travelers are required to book the least expensive available ticket, including connections, that allows you to arrive in time Monday for the Welcome Reception at 6:30pm PST. Departures should be scheduled, including connections, beginning Thursday morning to allow flexibility for most travelers. Return shuttles to the airport from the resort will be supported for both Palms Springs International Airport (PSP) and Ontario International Airport (ONT) in Southern California. 

Navan Travel Profile 

Review the training video below. 

Navan is the required platform for booking flights, hotels and rental cars. Please reference the Company Handbook for a complete breakdown of Motus’ travel and expense policies. The Navan platform is SSO enabled and can be accessed from this link: Navan SSO Link. Once on the Navan login page, enter your Motus email address. Follow the prompts in Navan to complete your travel profile setup and download the Navan app for easy booking!   

Visit the Expense Reports & Travel page on The Shortcut anytime for links and resources. Please reach out to peopleops@motus.com with any questions. 

For travelers that need additional assistance or do not have a personal credit card and would like to explore other booking options outside of reimbursement, please reach out to your People Ops Business Partner.

Ground Transportation

When I get to the airport in Palm Springs will transportation be provided to the resort?

Team members will be using their personal Uber or Lyft accounts to book their transportation to the resort from PSP and ONT. Based on your arrival time, we are asking that teams coordinate and carpool whenever possible.

Once I get to the hotel, will there be transportation to/from any off-site events?

Once you arrive at  La Quinta Resort & Club, you can sit back and relax! The schedule of events for the week will be given to you and any needed transportation will be provided, according to the schedule for each day. The property is walkable. Anyone with additional mobility needs should include this information at the time of registration and contact CNS Consulting Group or People Ops. 

MISC. QUESTIONS

Will all meals be provided to me during Motus Ascend?

Breakfast, Lunch and Dinner will be provided to you each day along with plenty of snacks, coffee, and beverages! Bar tabs will not be reimbursed as part of your Ascend expenses. Meals outside of travel days, since they will be provided on site throughout the event, will not be reimbursed. Excursions and travel off site, or other activities while on site, are also not reimbursable expenses. Any charges submitted for reimbursement in these categories will be returned to the employee and will not be paid by Motus.  

We will do our best to accommodate all food allergies and restrictions. Please be certain to list any restrictions or allergies when you complete the hotel reservation and registration form otherwise it will be difficult to accommodate your needs. Most foods will be labeled if containing common ingredients such as dairy, gluten, nuts, but all items are made in a kitchen that will house common allergens including nuts and gluten. Please don’t hesitate to reach out to CNS Consulting Group should you have concerns or questions related to ingredients before or once you are on-site at Motus Ascend. While CNS and Motus will do everything possible to assure allergies and restrictions are met, it is still the individual’s responsibility to ask staff on site if options and ingredients are uncertain for their specific needs.

Will we be sharing hotel rooms or does everyone have their own room?

Each team member will have their own non-smoking hotel room on site at
the  La Quinta Resort & Club. 

What should I pack?

Motus Ascend is “Motus business casual.” Average temperatures in Palm Springs in January are typically in the 60’s to 70’s during the day and evening temperatures in the low 50's, with most days being rain-free! We recommend you bring a jacket or light sweater for the meeting rooms and keep in mind that some portions of the events (including meals) will take place, weather permitting, outdoors. As many of our team members have attended in-person QBRs and other Motus events, dinners will follow a similar dress code with casual but professional being the requested attire. There will be recreational opportunities as well, including, walking and other movement-oriented activities. During downtime, you will be free to explore the area which hosts golf, hiking, and other excursions. Please pack accordingly as each attendees’ needs will vary depending on their chosen activities throughout the week.  

PHOTOS & SOCIAL

Is there a hashtag for social media posts?

Yes! You are encouraged to take and post (work appropriate) photos. Please use #TogetherWeClimb, #MotusAscend2025, or #LifeAtMotus in any social media posts. We’ll also have a professional photographer onsite throughout the week to capture all the fun! Photos taken by our professional photographer may be used externally on social and on the Motus website. 

Will there be the opportunity to have a professional headshot taken?

Yes! We will once again be offering professional headshots during certain times throughout the week. More details to come on this as they are finalized.