Skip to content

Business Travel

X Studios uses Team Accounts authorized by Google SSO for payments where applicable, so you will not need to enter payment credentials manually.

Reimbursements

Personal Expenses

If a business expense is accidentally charged to your personal account, notify Accounting as soon as possible. Submit your reimbursement request with receipt at accounting@xstudios.com. Once approved, the reimbursement is added to your next paycheck.

Mileage

X Studios reimburses at the current IRS standard mileage rate for pre-approved business travel in your personal vehicle. Submit a mileage report through Divvy within 5 business days of returning to the office.

Travel & Expenses (T&E)

Booking Travel (TravelPerk)

X Studios partners with TravelPerk for all business travel planning, procurement, and approvals.

Reminder

All business travel (including flights, AirBnb, hotels, car rentals, etc.) MUST be booked through TravelPerk and charged to your Divvy card.

TravelPerk provides an all-in-one travel platform with the world’s largest inventory — flights, hotels, AirBnb, rental cars, and trains — bookable directly through the platform.

TravelPerk is available by invite to employees who travel for work. You will be invited prior to your first business trip. 24/7 support is included:

Upon booking, your trip is sent to Senior Leaders for approval. You will receive a push notification and/or confirmation email upon completion.

Travel Expense Management

Employees who require charging privileges or travel on behalf of X Studios will be issued a company Divvy Visa card (physical or digital) and the Divvy mobile app.

Things to remember:

  • Divvy manages all charges and reconciliation electronically — paperless.
  • Receipts are required for each charge made to your company card.
  • All transactions must be classified and tagged to the applicable Client/Project.
  • Reconcile charges as soon as possible (within a day or two) to ensure accurate accounting and billing.
  • Expense reports are submitted through Divvy upon return from travel.
  • You are responsible for your Divvy card — it may not be shared with any other employee or contractor.
  • Your card has a pre-fixed budget. If traveling abroad, request a limit increase via the app or website.

Access your Divvy account at https://app.divvy.co/login.

Heavy Duty Reminder

Never share your Divvy Business Card with a contractor or another employee. If a vendor doesn’t accept cards online, use a Virtual Card.

Pre-Travel

Travel booked through TravelPerk is automatically added to your Divvy card for reconciliation. “Divvy Travel” and TravelPerk are interchangeable.

Unless otherwise approved, coach class is required for all flights. Upgrades require Leadership approval.

In-flight Wi-Fi and travel with equipment or business supplies are reimbursable business expenses.

Pro-Tip!

Add your TSA Precheck, Passport, and Frequent Flyer Programs to your TravelPerk profile. Frequent Flyer points earned on business trips are yours to keep.

Checking In

All accommodations should be booked through TravelPerk. When checking in, use the Virtual Divvy Card attached to your Confirmation Email (Subject: “Important Details about your Stay”) — you should not need your physical card for lodging.

Keep it Simple!

Divvy cards should only be used for refundable incidentals.

Abroad

Keep your receipts while traveling. When charging to your Divvy card you will receive a push notification to reconcile — complete it as soon as possible, but it doesn’t need to be immediate.

For issues during your trip, contact TravelPerk directly (see contact details above).

Back Home

Double-check that your entire expense report is ready for submittal. All receipts must be included and transactions tied to the respective project or cost code.