Ultralytics Employee Travel Policy (2025) ๐
Scope ๐
This policy applies to all employees of Ultralytics who are required to travel for business purposes. Employees are responsible for making their own travel arrangements while adhering to the guidelines outlined in this policy.
Employee Responsibilities ๐
Pre-Approval Required
All business travel must be approved by your manager before booking. Unapproved travel may not be reimbursed.
- Travel must be business-critical, cost-effective, and approved by your manager prior to booking
- Expense claims must include a clear description of the business purpose
- Submit expenses promptly, ideally within the same fiscal quarter incurred
Reimbursement Procedures ๐ฐ
graph TD
A[Travel Need] --> B{Cost Estimate}
B -->|Under $3,000| C[Pay Personally]
B -->|$3,000+| D[Request Upfront Approval]
C --> E[Travel]
D --> F[Receive Approval]
F --> G[Receive Payment]
G --> E
E --> H[Submit Receipts]
H --> I[Reimbursement/Reconciliation]
style B fill:#e1f5ff
style D fill:#fff3cd
style C fill:#d4eddaStandard Reimbursement Process:
- Pay expenses personally during travel
- Submit receipts after travel for reimbursement
- Receive payment within 7 business days
Best Practice
Use a personal credit card with travel benefits for better rewards and protection.
Upfront Reimbursement Process:
- Submit expense request with cost estimate and business justification
- Receive approval and payment before incurring expenses
- Submit receipts after travel for reconciliation
Timeline
Allow 5 business days for approval and payment processing.
Per Diem Rates ๐ณ
What Per Diem Covers
Total per diem = Lodging + M&IE (Meals, Incidentals & Expenses)
Accommodation All meals (breakfast, lunch, dinner) Tips and gratuities Ground transportation (taxi, metro, bus) Incidental costs (laundry, parking, etc.)
Airfare (reimbursed separately) Personal expenses Alcohol Entertainment
Employees traveling for business will receive a daily per diem allowance based on their destination. The following rates apply for the full year of 2025 and will be updated on January 1st, 2026:
| Country | City | Lodging | M&IE | Total Per Diem |
|---|---|---|---|---|
| China ๐จ๐ณ | Beijing | $123.50 | $69.00 | $192.50 |
| Shanghai | $187.50 | $80.00 | $267.50 | |
| Shenzhen | $115.00 | $71.00 | $186.00 | |
| Hong Kong | $177.50 | $90.00 | $267.50 | |
| France ๐ซ๐ท | Paris | $255.50 | $86.50 | $342.00 |
| Germany ๐ฉ๐ช | Berlin | $135.50 | $72.50 | $208.00 |
| Munich | $156.00 | $77.00 | $233.00 | |
| Italy ๐ฎ๐น | Rome | $244.50 | $89.50 | $334.00 |
| Japan ๐ฏ๐ต | Tokyo | $187.50 | $65.00 | $252.50 |
| Netherlands ๐ณ๐ฑ | Amsterdam | $226.50 | $96.00 | $322.50 |
| Eindhoven | $117.00 | $70.50 | $187.50 | |
| Portugal ๐ต๐น | Lisbon | $140.00 | $56.00 | $196.00 |
| Singapore ๐ธ๐ฌ | Singapore | $152.00 | $75.00 | $227.00 |
| Spain ๐ช๐ธ | Barcelona | $153.50 | $67.00 | $220.50 |
| Madrid | $187.50 | $68.50 | $256.00 | |
| Malaga | $139.00 | $73.50 | $212.50 | |
| United Kingdom ๐ฌ๐ง | London | $212.00 | $87.00 | $299.00 |
| United States ๐บ๐ธ | Denver | $161.25 | $69.00 | $230.25 |
| Las Vegas | $119.25 | $64.50 | $183.75 | |
| Los Angeles | $143.25 | $64.50 | $207.75 | |
| New York | $256.50 | $69.00 | $325.50 | |
| San Francisco | $204.00 | $69.00 | $273.00 | |
| San Jose | $144.00 | $69.00 | $213.00 |
Methodology ๐
How We Calculate Per Diem Rates
Ultralytics bases daily per diem rates on official U.S. government sources, adjusted to reflect our company's size and budget considerations.
| Region | Source | Ultralytics Rate |
|---|---|---|
| ๐บ๐ธ CONUS | GSA Per Diem Rates | 75% of official |
| ๐ OCONUS | U.S. Department of State | 50% of official |
- CONUS = Continental United States
- OCONUS = Outside Continental United States
- Rates reviewed and updated annually on January 1st
Travel Booking ๐ซ
-
Flights
- Book 14 days in advance (domestic)
- Book 21 days in advance (international)
- Economy class only (no exceptions)
- Reimbursed separately from per diem
-
Accommodation
- Covered by per diem lodging allowance
- Not reimbursed separately
- Book within per diem budget
- Business-appropriate location
-
Ground Transportation
- Covered by M&IE allowance
- Use most cost-effective option
- Taxi, metro, bus, rideshare OK
- Rental cars require pre-approval
-
Cost-Effectiveness
- Choose efficient and economical options
- Balance cost with convenience
- Employees arrange their own travel
- Manager approval required
Booking Tips
- Compare prices across multiple platforms
- Consider alternative airports for better rates
- Use company travel portal if available
- Book refundable tickets when possible for flexibility
Sustainability โป๏ธ
Environmental Responsibility
Prioritize virtual meetings whenever possible to minimize environmental impact. Consider:
- Video conferencing for routine meetings
- Combining multiple trips into one journey
- Direct flights to reduce emissions
- Public transportation when available
Expense Reporting ๐งพ
Receipt Requirements
Receipts required for ALL reimbursements
- Upload clear photos or PDFs
- Include itemized details
- Submit within same fiscal quarter
- Use Rippling expense management system
Exceptions โ ๏ธ
Need an Exception?
Any exceptions to this policy must be pre-approved by your line manager prior to travel.
Common exception scenarios:
- Premium cabin for flights over 8 hours (rarely approved)
- Higher per diem for special circumstances
- Rental car when public transport unavailable
- Extended stays for business reasons
Submit exception requests with:
- Business justification
- Cost comparison
- Alternative options considered
- Expected ROI or benefit
Requests reviewed case-by-case. Allow 5 business days for approval.
