General Guidelines & objectives

This is an abridged version of the official Motus Travel Policies and Guidelines. Please review the full document here before booking any travel for Motus Ascend 2025.   

Please note, expenses will be submitted and reimbursed through the Concur Expense Pay system. However, when booking travel, Motus team members will be booking travel through the Navan travel system. For questions or difficulties logging into Navan, please contact your People Ops Business Partner.   

Key Dates:

Registration and initial travel expense deadline: Monday, November 25, 2024. 

Final Reimbursement deadline for all Motus Ascend expenses, including travel, parking and those covered under the official Travel Policies and Guidelines: Tuesday, February 11, 2025 

Motus will reimburse employees for all reasonable travel and / or business expenses incurred in connection with Motus Ascend participation January 27 through January 30, 2025, at  La Quinta Resort & Club 49-499 Eisenhower Drive La Quinta, California 92253 The scope of this policy extends to all employees and all departments within Motus. Employees are expected to exercise the same care and good judgment when incurring business expenses as they would when traveling for personal reasons. Reimbursement may only be claimed for reasonable business expenses, or those that have a clear relationship to the performance of the business assignment, under these circumstances directly attributable to attendance at Motus Ascend. All employees are personally responsible for adhering to this policy. The Finance and People Ops teams will perform periodic audits of all expenses and travel activity to ensure compliance. Direct managers will be empowered to approve or reject expenses through Concur depending on whether or not expenditures meet the guidelines outlined in this document. 

Objectives of this policy

• To employ good business practices in connection with all employee travel to and from Motus Ascend.
• To reinforce adherence to a uniform corporate policy, incorporating procedures for employee related business travel authorization, expense reporting and approval of incurred expenses.
• To ensure compliance with applicable laws and governmental regulations. 

travel policies and procedures

Individual & Group Travel Guidelines

• All business trips must be approved by an employee’s manager.
• Managers should review their department travel to reduce the number of people going to a conference, prospect or customer, to maximize productivity and budget. People Operations will be working with managers and teams to minimize the potential impact on customers and other critical business operations.
• The Company will not reimburse travel expenses incurred by a spouse or other individual accompanying an employee. Families are not permitted to accompany Motus employees throughout the duration of Motus Ascend beginning January 27 and concluding in the afternoon of January 30. Any expenses incurred outside of these dates for personal travel by a Motus employee, spouse or other family or guest will not be reimbursed by the Company.
• An employee traveling for business may stop over while in route to the business destination or during the return trip following completion of business objectives when the stopover has been properly authorized by their manager and does not result in any additional airfare or other incremental costs to the Company. Extended travel to and from Phoenix outside the designated event dates must also be registered with CNS, the event management partner employed to direct event logistics for Motus Ascend. 
• The Company does not issue travel advances. If there are individual concerns about affordability of travel, employees can reach out through their People Operations Business Partner.

air travel guidelines

• All air travel should be booked by end of business on Monday, November 25, 2024.
• Employees who wish to travel business class may use their own frequent flier miles to upgrade and will only be reimbursed for the lowest available fare to travel roundtrip to PSP or ONT.
• The ultimate responsibility for retrieving and being compensated for lost baggage lies with the airlines, other third parties, or available insurance coverage.  The Company will not reimburse travelers for lost or stolen personal items, cash tickets, luggage, briefcases, etc. 
• Employees who need to check a bag that is not covered under the cost of the travel itinerary may do so and reimburse for the reasonable cost of a single, standard baggage allowance. Oversized items such as golf clubs are not covered under reimbursement.
• Charges imposed by a carrier on personal luggage that exceeds weight or other established limitations are to be paid by the employee. Reasonable baggage handling charges at transportation terminals and at the place of lodging are reimbursable.
• Planning is crucial to obtaining low fares. Whenever possible, travel arrangements should be made well in advance of the final registration date of December 15, 2023. 
• Acceptable modes of transportation to and from the airport include taxi, Uber/Lyft and public transportation (if not renting a car). For Motus Ascend, Uber will be used for travel to and from home airports. Employees are asked to arrange combined Uber/Lyft/taxi travel with colleagues and teammates whenever possible. Travel from the hotel to PSP and ONT on January 30 will be arranged by CNS. All meetings for employees will conclude by 11am PST, Thursday, January 30, unless otherwise approved by a manager, to ensure travelers can use the provided airport transportation. Employees should plan their return travel home accordingly. 

Personal & Rental car guidelines

• Personal cars may be used for Company business travel. Employees will be reimbursed at the applicable IRS rate per mile plus toll charges (if applicable). Mileage to and from the employees home airport will not be reimbursed for Motus Ascend but parking at your home airport will be reimbursed if Uber is not available. The reimbursement rate will be the cost of parking at your home airport or the cost of an Uber to/from your home airport, whichever rate is less expensive. Employees wishing to use their own vehicles for travel to the event or to their home airport should get approval from People Operations or their managers before finalizing their travel plans. 
• Employees are responsible for maintaining their own personal automobile insurance. The policy must provide coverage for any accidents that occur while a personal automobile is used for business purposes.
• Costs resulting from accidents or traffic violations while on Company business and when the employee is the driver of the automobile will generally not be reimbursed by the Company.
• Overnight parking charges are reimbursable when the employee is away from his or her primary work location.
• We expect employees to use sound judgment when selecting a rental car (a mid-sized sedan is considered a reasonable rental).
• Given that rental car companies typically charge a premium refueling charge, the employee should make every reasonable effort to return the automobile with a full tank of gas.
• Rental car accident claims must be filed immediately. If you are involved in an accident while driving on Company business, please notify People Operations at peopleops@motus.com.

Lodging guidelines

Employees will be registering for Motus Ascend through the general registration form managed by CNS and are expected to submit their registrations by end of business on Monday, November 25, 2024. Employees will not be reimbursed for any lodging booked outside of Motus Ascend event dates or lodging that is booked outside of the CNS registration form. Please do not reach out to the resort directly. CNS will be managing all communications with the event site. Employees who require physical or other accommodation should reach out to People Operations or CNS directly to discuss those considerations. 

All employees will need to have a credit card on file with the hotel upon checking into their rooms for deposit and incidentals, including food and beverage charges as these will not be reimbursed. All meals – breakfast, lunch, and dinner plus snacks during the event - will be provided for employees while attending Motus Ascend. Any expenses incurred outside of the provided meals and arrangements associated with the event will be the responsibility of the employee.  

PLEASE NOTE: If you do not have a credit card, contact CNS or Business Partner to discuss options for registering your room at the resort. Employees are asked not to use debit cards for their stays during Motus Ascend, so accommodations can be made through CNS to ensure you are able to check in smoothly upon arrival at the event.   

Expense policies & procedures

Expense Reimbursement Policy

• Receipts are required for all expenses over $50. This is regardless of the purchasing method (personal credit card, corporate credit card, cash or check). Expenses totaling more than $50 that do not have an accompanying receipt will not be accepted until the supporting documentation is provided.
• Expenses incurred must be submitted within 30 days. All expenses associated with Motus Ascend 2024 must be submitted through Concur Expense Pay by the end of business the following Monday, January 22, 2024. This includes expenses for travel.
• A credit card should be used whenever possible for purchases.
• It is recommended that employees download the Concur mobile app to make tracking, submitting and if applicable, approving of all expense reports simple and timely.

Administrative Action

• Expense reports containing items not in conformance with this policy or expenses not appropriately documented will be returned for resolution from People Operations or Finance.
• Reimbursement for expenditures that are not reasonable or necessary in accordance with this policy will not be reimbursed.
• Disciplinary action may result if any employee engages in conduct that is detrimental to the good character of the Company or makes a fraudulent entry in his or her expense report.