Ultralytics Employee Travel Policy 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#
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 and before the monthly reimbursement cutoff when possible
Reimbursement Procedures ๐ฐ#
Standard Reimbursement Process:
- Pay expenses personally during travel
- Submit receipts with business purpose by the monthly cutoff
- Receive approved travel expenses together in the next monthly reimbursement batch
The monthly cutoff is the 25th calendar day, or the previous business day if the 25th falls on a weekend or company holiday.
Per Diem Rates ๐ณ#
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.)
Employees traveling for business will receive a daily per diem allowance based on their destination. All amounts below are in USD, with the company adjustments already applied. Except for the five destinations noted below, rates were verified on September 24, 2026 against the September 1, 2026 U.S. Department of State schedule (via DTMO) and GSA FY 2026 rates (October 1, 2025โSeptember 30, 2026), using September 2026 U.S. lodging allowances. Finance reviews and updates this schedule annually.
Cambridge, Birmingham, Dublin, Riga, and San Diego were verified on October 23, 2026. The four foreign destinations use the October 1, 2026 DTMO schedule; San Diego uses GSA FY 2027 rates (October 1, 2026โSeptember 30, 2027), with the lodging allowance applicable in October 2026.
| Country | City | Lodging | M&IE | Total Per Diem |
|---|---|---|---|---|
| China ๐จ๐ณ | Beijing | $127.50 | $71.00 | $198.50 |
| Shanghai | $200.50 | $85.50 | $286.00 | |
| Shenzhen | $129.50 | $73.50 | $203.00 | |
| 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 |
| Dusseldorf | $159.00 | $75.50 | $234.50 | |
| Nuremberg | $114.50 | $66.50 | $181.00 | |
| Munich | $156.00 | $77.00 | $233.00 | |
| Stuttgart | $129.50 | $68.00 | $197.50 | |
| Ireland ๐ฎ๐ช | Dublin | $178.00 | $77.50 | $255.50 |
| Italy ๐ฎ๐น | Rome | $244.50 | $89.50 | $334.00 |
| Japan ๐ฏ๐ต | Tokyo | $173.00 | $61.00 | $234.00 |
| Kenya ๐ฐ๐ช | Nairobi | $125.00 | $38.50 | $163.50 |
| Latvia ๐ฑ๐ป | Riga | $108.50 | $66.00 | $174.50 |
| 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 | $151.00 | $81.00 | $232.00 |
| Spain ๐ช๐ธ | Barcelona | $153.50 | $67.00 | $220.50 |
| Madrid | $199.50 | $69.50 | $269.00 | |
| Malaga | $139.00 | $73.50 | $212.50 | |
| United Kingdom ๐ฌ๐ง | Birmingham | $87.00 | $38.50 | $125.50 |
| Cambridge | $138.00 | $71.50 | $209.50 | |
| London | $212.00 | $87.00 | $299.00 | |
| Windsor | $126.00 | $54.00 | $180.00 | |
| United States ๐บ๐ธ | Denver | $161.25 | $69.00 | $230.25 |
| Las Vegas | $94.50 | $64.50 | $159.00 | |
| Los Angeles | $143.25 | $64.50 | $207.75 | |
| Santa Clara | $144.00 | $69.00 | $213.00 | |
| New York | $256.50 | $69.00 | $325.50 | |
| San Diego | $156.00 | $64.50 | $220.50 | |
| San Francisco | $204.00 | $69.00 | $273.00 | |
| San Jose | $144.00 | $69.00 | $213.00 |
Nuremberg and Windsor use their countriesโ โOtherโ rates. Tokyo uses the โTokyo Cityโ rate.
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 (via DTMO) | 50% of official |
- CONUS = Continental United States
- OCONUS = Outside Continental United States
- Rates reviewed and updated annually on January 1st
Travel Booking ๐ซ#
- Book 14 days in advance (domestic)
- Book 21 days in advance (international)
- Economy class only (no exceptions)
- Reimbursed separately from per diem
- Covered by per diem lodging allowance
- Not reimbursed separately
- Book within per diem budget
- Business-appropriate location
- Covered by M&IE allowance
- Use most cost-effective option
- Taxi, metro, bus, rideshare OK
- Rental cars require pre-approval
- Choose efficient and economical options
- Balance cost with convenience
- Employees arrange their own travel
- Manager approval required
- 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#
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#
Receipts required for ALL reimbursements
- Upload clear photos or PDFs
- Include itemized details
- Submit before the monthly reimbursement cutoff when possible
- Once manager-approved, submit by email to the finance team
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.
