Travel and expenses
Travel and expenses
Booking travel
All business travel is booked through Navan, Daisy's travel platform — flights, hotels, and rental cars all go through it rather than being booked on a personal card and expensed after the fact. Navan applies Daisy's travel policy automatically (reasonable fare classes, hotel rate caps), so most bookings don't need separate approval; it flags anything outside policy for your manager to sign off on before it's confirmed.
Approval thresholds
Routine trip bookings made in Navan within policy need no extra approval beyond your manager seeing the itinerary. For anything with an estimated total cost over $2,500 — a conference with airfare and multiple hotel nights, say — your manager's explicit approval is required before booking. Above $5,000, that approval moves up to your department head. None of this is meant to slow down ordinary travel; it's aimed at the handful of trips a year that are genuinely expensive.
Corporate card vs. reimbursement
If you travel for work more than once a quarter, you're issued a Daisy corporate card through Navan for meals and incidentals on the road — flights and hotels are billed centrally regardless. If you travel less often than that, you pay out of pocket and file for reimbursement instead; either way, keep receipts for anything over $25.
Meals and per diem
For meals on the road, Daisy uses the federal General Services Administration (GSA) per diem rates for the city you're traveling to as the basis for what's reasonable — you don't need to submit a receipt for every coffee, but a pattern of meal spending well above the GSA rate for that location will get a question from Finance. International travel uses the equivalent U.S. State Department per diem rates.
Mileage
If you drive your own car for Daisy business — client visits, airport runs that aren't part of a normal commute — you're reimbursed at the current IRS standard mileage rate, which the IRS republishes each January. Check the rate posted on the Finance page in Notion before you file rather than assuming last year's number still applies.
Filing your expense report
Expense reports are filed in Navan and are due within 30 days of your trip ending. That window isn't arbitrary — it's tied to the IRS's "accountable plan" rules, which is what keeps your reimbursements non-taxable to you. File later than 30 days and Finance may not be able to process it as a clean reimbursement, which is a worse outcome for you, not just an administrative headache for them. If you're going to miss the window, tell Finance before it closes rather than after.