Travel Policy

1. Purpose

This policy provides clear guidelines for work‑related travel undertaken by employees and contractors of Divergent Edge Strategies ("we", "our", "us"). It ensures that travel is:

• Necessary and approved
• Cost‑effective without compromising safety or service quality
• Consistent with client contractual arrangements and company standards

2. Scope

• All domestic and international travel undertaken for Divergent Edge Strategies business purposes
• All employees, contractors, and directors travelling on behalf of the company
• Travel funded by either Divergent Edge Strategies or the client

3. General Principles

• Travel should only occur when it is necessary and cannot be effectively conducted via remote means (e.g., video conferencing)
• All travel must be approved by management prior to booking
• Client‑funded travel must comply with both this policy and any relevant client requirements, provided they do not conflict with our standards

4. Flights

• All flights for domestic travel will be booked through Qantas unless a written exception is approved by management
• Flights should be booked at economy class unless business class is approved for long‑haul international travel or specific medical requirements
• When meetings are scheduled in other cities, the client is expected to pay for flights directly, booked through our chosen airline
• Where possible, flights should be booked at least 14 days in advance to secure cost savings

5. Accommodation

• Accommodation should be safe, clean, and located reasonably close to the meeting or worksite
• Hotels should be of a minimum 4‑star standard unless otherwise agreed
• Where the client is covering accommodation costs, bookings should still be approved by Divergent Edge Strategies to ensure quality and safety

6. Ground Transport

• Public transport, rideshare services, or taxis may be used when cost‑effective and safe
• Car hire is permitted when necessary for multiple client site visits, remote locations, or carrying equipment
• Parking expenses will be reimbursed when supported by receipts

7. Meals & Incidentals

• Reasonable meal and incidental expenses will be covered when travelling for work
• Alcohol is not reimbursable unless part of an approved client entertainment event
• Itemised receipts must be provided for all expense claims

8. International Travel

• Requires written approval from the Director
• Business class flights may be approved for flights over six hours or for health reasons
• Travellers must comply with all applicable immigration, health, and safety requirements

9. Safety & Conduct

• All travellers must follow health and safety guidelines, including local laws and cultural expectations
• While travelling, employees and contractors are representatives of Divergent Edge Strategies and are expected to maintain professional conduct at all times
• Company devices must be kept secure during travel, with extra care taken in airports, hotels, and public areas

10. Travel Insurance

• Divergent Edge Strategies provides travel insurance for business travel booked in accordance with this policy
• Where the client books travel, they must confirm that insurance coverage is included; otherwise, Divergent Edge Strategies will arrange coverage and invoice the client accordingly

11. Expenses & Reimbursement

• All expenses must be supported by itemised receipts
• Expense claims must be submitted within 14 days of returning from travel
• Claims outside these guidelines may be rejected

12. Breaches

• Non‑reimbursement of expenses
• Disciplinary action for repeated or serious breaches

13. Review & Updates

This policy will be reviewed annually or following significant changes to travel patterns, client requirements, or cost considerations.