What this page is for
This page explains how Helixiora handles commuting support, client travel, and company gatherings like Helixiora Connect.
What you should do
- Use reasonable judgment and choose practical transport that gets you to the client and back.
- Discuss hotels, flights, or other larger travel costs with the People lead (Robin) in advance where possible.
- Use the normal expense route for your contract form and keep clear receipts.
- Treat Helixiora Connect travel the same way: reasonable bookings, clear receipts, and early discussion when costs are higher.
Current travel rules
Day-to-day travel
We do not try to over-specify every trip. The expectation is simple: use reasonable travel options for the situation and do not optimize for luxury.
Public transport in the Netherlands
Public transport in the Netherlands should normally be booked or traveled in second class. If trains are especially busy, you are free to upgrade to first class.
For people in the Netherlands, an NS Business Card can be provided when it is genuinely needed for work.
Flights
Flights are economy only. That applies to founders as well.
Hotels and taxis
Use hotels or taxis when they are reasonably needed for timing, safety, or practicality. If you are unsure, ask the People lead before booking.
Approval threshold
Discuss flights, hotels, and other travel expenses over EUR 200 with the People lead in advance where possible.
Helixiora Connect
Helixiora Connect is fully covered by the company. Travel, hotels, and related event costs should still follow the normal expense process, and larger items should still be discussed in advance.
For the purpose, format, and planning expectations of the quarterly off-site itself, read Helixiora Connect.
Who owns or approves it
The People lead (Robin) approves travel need, budget, and reimbursement policy. The Technology lead (Walter) contributes when travel is tied to engineering delivery or technical customer work. Leadership owns company-gathering guidance.
Where to go in the tool stack
- People lead (Robin) for approval and exceptions
- Deel or email for expense submission, depending on your contract form
- Project planning tools for client trip coordination when relevant
What happens if something goes wrong
If travel changes or incidents occur, notify the People lead as soon as possible and capture expenses and exceptions in writing so approvals and reimbursements stay auditable.