Standard Operating Procedure (SOP)

Title: Company Trip Process — Conferences & Offsite Travel
Version: 1.2
Date: 2026-03-12
Owner: Operations

Placement: This is the version-controlled source. The canonical copy for day-to-day use lives in the Operations Manual in Notion (Internal → Operations → Operations Manual Database). Sync or copy updates to Notion when you change this file.

1. Purpose

This SOP standardizes how team members plan, book, and report travel when attending an event on the company’s behalf (e.g. conferences, client visits, team offsites). It ensures budget is agreed before any booking, provides at least two options each for ground transport and accommodation, and covers approval, flights, on-trip conduct, and expense reporting.

2. Scope

Applies to: Anyone traveling to represent Brainforge (conferences, events, client onsite, company offsite).
Does not apply to: Personal travel or PTO.

3. Definitions

Approver: Point of contact or designated person who approves the trip and budget (e.g. Uttam for conferences).
Trip identifier: Label used on expense submissions (e.g. “Vixul Con Austin – [Name] – [Dates]”).
Operations Manual: Notion → Operations → Operations Manual Database (expense rules, caps, submission process).

4. Prerequisites

Designated approver for the type of trip (e.g. conference, client).
Agreed budget before booking flights, transport, or accommodation.
Access to company expense system or process (see Operations Manual or ask Operations).
OOO request submitted if time away requires coverage (see policy-guide-for-team).

5. Responsibilities

Role	Responsibility
Traveler	Propose or choose transport/accommodation options within budget; book flights, transport, accommodation; save all receipts; represent company on trip; submit expenses and hand off leads/debrief as agreed.
Approver	Agree budget with traveler before any booking; approve trip (purpose, attendees, dates); confirm transport and accommodation options within budget.
Operations	Maintain this SOP and Operations Manual (expense caps, submission); answer questions on process or expense rules.

6. Step-by-Step Procedure

6.1 Before the trip

6.1.1 Identify and confirm budget (before any booking)

Traveler and approver agree on a budget before committing to the trip or making any bookings (event, flight, transport, accommodation).
Budget must include: flights, ground transport (airport + to/from accommodation), accommodation, and meals/per diem if applicable.
Aim to lock budget at least 2–3 weeks before travel.

6.1.2 Get approval

Traveler confirms with approver: business purpose (event name, dates, role), who’s going, and the agreed budget.
No bookings until approval and budget are confirmed.

6.1.3 Book flights

Book after approval and budget are confirmed. Economy/standard class unless otherwise agreed.
Save confirmation and e-ticket for expense submission.
If trip is cancelled or changed, notify approver and follow company expense/card policy for refunds or rebooking.

6.1.4 Ground transport — lay out at least 2 options, then choose one

From airport to accommodation: Propose at least 2 options (traveler or Operations); approver agrees within budget.
- Option A (example): Ride-share (Uber/Lyft) or taxi.
- Option B (example): Shuttle or rental car (or shared van if 3+).
To/from accommodation (e.g. accommodation ↔ venue, or return to airport): Propose at least 2 options; approver agrees within budget.
- Option A (example): Ride-share or taxi.
- Option B (example): Same rental if already booked, or shuttle.
Choose one option per leg; save all receipts (or in-app screenshots with date, amount, route).
If someone local offers a ride (e.g. with spare room): Accepting is fine if optional and no pressure; for any paid transport leg, use same receipt rules.

6.1.5 Accommodation — lay out at least 2 options, then choose one

Propose at least 2 options (traveler or Operations); approver agrees within budget.
- Option A (example): Company-approved or reasonable hotel (ask Operations or approver for preferred hotel or rate).
- Option B (example): Airbnb/short-term rental, or stay with colleague if offered (no pressure; no reimbursement for free stays; any thank-you payment follows expense rules and approval if above de minimis).
Choose one; book and save confirmation and any receipts.
Safe, reasonable options only; avoid luxury unless explicitly approved. Extra night before/after (e.g. Sunday before Monday conference) is OK if approved.
For groups: one person may book and split cost; keep clear breakdown and receipts.

6.1.6 Before-trip checklist

6.2 During the trip

6.2.1 Represent the company

Be professional in sessions, at the booth, and in social events.
Follow any event-specific guidance (e.g. lead capture, follow-ups) from the approver.

6.2.2 Save every receipt

Transport (flights, ride-share, taxi, rental, parking), lodging, meals (within policy limits), conference-related costs if not paid centrally.
Photo or screenshot is fine if it shows date, amount, vendor, and what it was for.
If a receipt mixes personal and company spend, note the company portion clearly when submitting.

6.2.3 Report issues

Trip cancelled or cut short: Notify approver and (if applicable) Operations; keep receipts for non-refundable costs.
Flight/lodging disruption: Rebook as needed for safety and business purpose; inform approver if cost is significantly higher than budget.
Illness or incident: Follow local protocols; notify point of contact as soon as practical.

6.2.4 During-trip checklist

Representing company professionally (sessions, booth, social events)
Following any event-specific guidance from approver (e.g. lead capture, follow-ups)
Saving receipt for every transport leg (airport, to/from venue, return)
Saving receipts for lodging (if any additional charges)
Saving receipts for meals (within policy limits)
Saving receipts for any conference-related costs not paid centrally
Noting company portion on any receipt that mixes personal and company spend
If trip cancelled, cut short, or disrupted: approver and (if needed) Operations notified; receipts kept for non-refundable or extra costs

6.3 After the trip

6.3.1 Submit expenses

Submit within the window in the Operations Manual (or as specified). Late submission can delay reimbursement.
Include: all receipts, short description per line (e.g. “Austin airport → hotel”, “Vixul Con Mon dinner”), and trip identifier (e.g. “Vixul Con Austin – [Your name] – [Dates]”).
Use the company’s expense system or process (Operations Manual or ask Operations).

6.3.2 Hand off leads/contacts

If you captured leads or key contacts at the event, pass them to the right person (e.g. GTM) per the event follow-up process.

6.3.3 Debrief (if agreed)

If your approver or team asked for a short debrief (highlights, learnings, next steps), send it within a few days of returning.

6.3.4 After-trip checklist

All receipts gathered (flights, transport, lodging, meals, event-related)
Expense submission prepared with short description per line and trip identifier
Expenses submitted within the deadline in the Operations Manual (or as specified)
Leads/contacts handed off to the right person (e.g. GTM) per event follow-up process
Debrief sent to approver or team within a few days (if agreed)

7. Checklists at a glance

Use these to ensure nothing is missed. See Section 6 for full procedure.

Before the trip

Budget identified and confirmed with approver (no booking before this)
Trip approved (purpose, attendees, dates)
Flights booked; confirmation and e-ticket saved
≥2 ground transport options → one chosen (airport → accommodation)
≥2 ground transport options → one chosen (to/from accommodation or return)
Ground transport booked; plan to save receipts
≥2 accommodation options → one chosen; accommodation booked; confirmation and address saved
Event registration confirmed (if required); venue address and schedule saved
OOO submitted if needed; team knows who’s going, when, and how to reach you

During the trip

Representing company; following approver’s event-specific guidance
Saving receipt for every transport, lodging charge, meal (within policy), and event-related cost
Noting company portion on any mixed personal/company receipt
If cancelled, disrupted, or ill: approver (and Operations if needed) notified; receipts kept

After the trip

All receipts gathered; expense submission prepared with descriptions and trip identifier
Expenses submitted within Operations Manual deadline
Leads/contacts handed off (e.g. to GTM) per event follow-up process
Debrief sent within a few days (if agreed)

8. Quality Checks

Budget was agreed with approver before any booking (event, flight, transport, accommodation).
At least 2 options were laid out for (a) airport → accommodation, (b) to/from accommodation; at least 2 options for accommodation; one option chosen per category within budget.
All confirmations and receipts saved (flights, transport, lodging, meals, event-related).
Expense submission includes receipts, line descriptions, and trip identifier; submitted within the deadline in the Operations Manual.
OOO submitted if required; team informed of who’s going and when.

9. Escalation Path

Budget or approval unclear: Escalate to the designated approver or Operations.
Trip cancelled, disrupted, or over budget: Notify approver immediately; if cost is significantly higher than agreed budget, get approval before committing. Operations can advise on expense and policy.
Expense submission or reimbursement questions: Operations or approver; see Operations Manual for rules and submission process.
Other policy questions (OOO, communication): Policy guide for team; Operations or point of contact.

10. Version History

Version	Date	Change
1.0	—	Initial process for company trips (conferences, offsites, client travel).
1.1	2026-03-12	Reformatted as SOP; budget must be identified before any booking; at least 2 options each for ground transport (airport → accommodation, to/from accommodation) and accommodation; added Definitions, Prerequisites, Responsibilities, Quality Checks, Escalation Path.
1.2	2026-03-12	Added checklists per phase: Before-trip (6.1.6), During-trip (6.2.4), After-trip (6.3.4); added Section 7 Checklists at a glance; renumbered Sections 8–10.

Brainforge Knowledge

Explorer

company-trip-process