15 October 2025
This policy outlines Neuromatch’s approach to work-related travel for staff, contractors, volunteers, and members of the Board of Directors. It aims to ensure that travel is conducted safely, economically, and equitably while supporting Neuromatch’s mission and acknowledging our globally distributed structure. Neuromatch is committed to:
- ensuring travel is mission-aligned and cost-effective;
- maintaining fairness and equity across global contexts;
- supporting staff wellbeing and safety while travelling;
- minimising environmental impact through responsible travel choices.
This policy applies to:
- All employees, contractors, and volunteers traveling on behalf of Neuromatch; and
- All members of the Board of Directors when traveling in connection with official Neuromatch duties (e.g., Board meetings, conferences, strategic events).
Where travel is supported by a grant or partner, Neuromatch’s policy applies unless specific sponsor terms supersede it.
Any deviations from this policy must be approved in writing by the CEO prior to booking.
This policy will be reviewed annually by the CEO and Board of Directors to ensure alignment with Neuromatch’s mission and fiscal capacity.
All travel must be pre-approved in advance:
- approval must be obtained from the traveler’s line manager or the CEO.
- approval must be obtained from the CEO, President, and/or Board Chair (as appropriate).
Individuals should not make any bookings or incur travel-related expenses until approval has been granted.
To ensure cost-effectiveness, individuals are expected to book as early as possible following approval to secure competitive rates.
- Economy class is standard for all staff.
- Business class is not permitted except under exceptional circumstances (e.g., medical requirements), with CEO approval.
- Standard or second-class rail tickets should be used where available.
- First-class may be permitted if the cost is comparable to standard class or if required for accessibility reasons.
- Accommodation should be reasonable and mid-range in cost and quality.
- Individuals are encouraged to select accommodation that balances cost, safety, and proximity to event venues.
- Luxury or premium hotels should be avoided unless negotiated as part of an event package or where safety/security concerns require it.
- Shared accommodation (e.g., Airbnb, hostels) may be acceptable where appropriate.
Neuromatch recognizes that the cost of meals and daily expenses varies significantly across countries and regions. To promote fairness and fiscal responsibility, the following guidelines apply.
- For travel within the U.S., the following daily maximums apply for meal and incidental expenses:
- Breakfast: $16 USD
- Lunch: $19 USD
- Dinner: $28 USD
- Minor incidentals (e.g. snacks, coffee): $5 USD
- For travel outside the U.S. expenses should be comparable to reasonable local costs in the country or region of travel. As a general guide, individuals should aim for meal costs broadly consistent with U.S. per diem equivalents or local mid-range pricing (e.g., café or standard restaurant, not fine dining).
- Meal expenses must be reasonable and align with the location and nature of travel.The above rates include gratuities.
- One alcoholic beverage per full travel day may be itemised and reimbursed. Additional alcoholic beverages are considered personal expenses and not reimbursable.
- Public transportation is the preferred mode of travel to promote economical and sustainable practices.
- Rideshare services (e.g., Uber, Bolt) or taxis may be used when necessary, and individuals should select the most economical and reasonable option available.
- Car rentals may be approved only where public transport is unavailable or impractical.
All staff traveling internationally on behalf of Neuromatch must have travel insurance covering medical emergencies, cancellations, and lost property. Neuromatch will provide reasonable insurance costs where not otherwise covered by the individual’s employment terms.
Individuals may claim reimbursement for eligible expenses up to the specified limits, based on actual costs and supported by itemized receipts. Wherever possible, expenses should be charged directly to a Neuromatch corporate card via Rippling.
All transactions must include a memo describing the purpose of the expense and itemized receipts uploaded to Rippling for review and approval:
- Original receipts are required for expenses over USD $25 (or equivalent in local currency;
- A memo is required for all expenses exceeding USD $10.
Reimbursement claims must be submitted within 30 days of travel completion. Claims without receipts will not be reimbursed unless approved by the CEO (or delegate) in exceptional circumstances.