We recognize that our employee’s travels have a negative impact on our planet and
therefore we strive to measure, reduce and mitigate our impacts wherever possible. All our
employees shall pursue the following policy and adhere to its principles. We want to lead by
example and choose the greenest transport for our employees as we do for our travelers.
We are truly committed to reducing carbon from staff travel and has implemented the
following core principles:
● We make sure that every staff trip counts – that it has a clear purpose and enables us
to get expected outputs;
● We consider planning trips (either short or long) ahead of time to increase chances
to make it sustainable (avoid congestion, getting lost etc.)
● We travel only when necessary and over longer times (if required).
● We measure and offset the carbon emissions from staff travels and set targets to
reduce them.
● We encourage our employees to commute to work by sharing-rides/ carpooling/
using public transports/ cycling or walking/
● Safety and respect of regulations in place is our utmost priority and it is considered
as such by all employees
Sustainable transport options and routes to consider:
We encourage you to adapt your schedule to the most sustainable transport option. In the
city, favor ride-sharing to attend a meeting and opt for hybrid/electric cars whenever
possible.
● Train
● Coach/buses
● Shared-drive (ie: taxi, apps, carpooling)
● Plane
☞ Choose a reputable airline
☞ Choose economy as default option
☞ Take direct flights whenever possible
☞ Give preference to airlines with modern aircraft fleets
☞ Take only what you need, travel light!
Once approved, please make sure you have entered your next trips details in our system, to
enable us to offset your travels with our climate partner.
Accommodation:
● Accommodation are booked prior arrival at standard rate, whenever possible we opt
for certified accommodations and/or locally owned hotels.
● Accommodations closest to the venue of meeting/training will be preferred in order
to avoid the use of local transportation.
Travel expenses:
The employees will be granted a cash-advance that allows them to cover expenses that will
occur during their trips. The amount of the advance will depend on the place and duration
of the trip.
The items that will be reimbursed are:
- Charges for excess baggage whenever it is generated by the transport of goods required for
the fulfillment of the work entrusted
- Costs associated with visa application and processing
- Accommodation
- Food (depending on the location – a reasonable amount per day will be defined)
- Local transports (with preference to use of public transport)
- Vehicle rental when it is authorized
- Parking lots and tolls
- Laundry when the duration of the trip is greater than 2 weeks.
All expenses incurred must be supported with an invoice. At the end of the trip, the report
of the expenses incurred must be claimed to the accounting department with the latest
form issued.
Insurance:
For all trips abroad, the worker must have his / her coverage card printed abroad of where
he / she is affiliated, as well as the certificate of coverage per employee.
Before traveling abroad, it is the responsibility of the employee to check entry conditions
(based on nationality) in the country of destination. We will cover costs related to visa
issuance if required.
Safety :
Workers will not put their safety at risk when it comes to transportation, we will cover
expenses made by employees to ensure their safety.
● Ensure your driver respects speed limit at all times.
● Wear a seat belt in car and a helmet on bike at all times, and ensure passengers do the
same.
● Encourage courteous behaviour, be patient.
● Never allow anyone to drive you under the influence of alcohol, medications or other
drugs.
● Plan realistic driving schedule and ask to stop for appropriate breaks.
● Mobile phones must not be answered while driving.
Home-to-work transport:
We encourage our employees reduce their environmental footprint while commuting to
work. We commit to choose its office location in areas easily accessible by public transport.
On the other hand, we incentivize our employees to use:
● Public transportation, by covering X% of their regular pass
● Cycling, by covering expenses related to bicycles maintenance
● Sharing-rides, by promoting apps/internal means to facilitate their organizations
● Flexible working hours, by encouraging them to avoid rush hours and air pollution
relation to traffic congestion.