Overview
All business travel is booked through Navan — never directly with airlines or hotels. Navan handles approvals, applies our negotiated rates, and syncs expenses to Expensify automatically.
Flights under $500 don't need pre-approval. Anything above, or any international itinerary, needs a quick OK from your manager (just forward the Navan summary). Most approvals happen within an hour during business days.
What's covered
- ✓Economy flights (premium economy on flights >6 hrs)
- ✓Hotels up to $250/night ($350 in NYC, SF, London, Tokyo)
- ✓Meals — $75/day per diem or actuals with receipts
- ✓Rideshare, taxis, public transit
- ✓Checked bags and seat upgrades when needed for client meetings
- ✓Travel insurance via Navan (auto-included)
- ✕First-class flights without VP approval
- ✕Resort fees, room service beyond per diem
- ✕Personal entertainment, mini-bar, in-room movies
- ✕Travel companion expenses
Eligibility
All employees can book business travel. Contractors can travel for work with pre-approval from their hiring manager. International travel (regardless of cost) requires manager approval and a registered itinerary for duty-of-care purposes.
How it works
- 1
Plan your trip in Navan
Log in with SSO. Navan shows policy-compliant flights and hotels first. - 2
Book or request approval
If it's within policy, book directly. If not, Navan sends an approval request to your manager. - 3
Travel
Use the Navan app on your phone for itinerary changes, lounge access, and 24/7 support. - 4
Submit expenses within 30 days
Most charges sync to Expensify automatically. Add receipts for anything outside Navan (taxis, meals). - 5
Reimbursement
Approved within 5 business days; ACH to your bank account within 7–10 days.
Policy details
| Booking tool | Navan (required for all flights and hotels) |
| Flights — domestic | Economy; premium economy on flights over 6 hours |
| Flights — international | Premium economy by default; business on flights >10 hrs |
| Pre-approval | Required for flights over $500 or any international trip |
| Hotel cap | $250/night standard, $350 in major cities |
| Meals | $75/day per diem (no receipts) or actuals (with receipts) |
| Ground transport | Rideshare or public transit; rental cars need pre-approval |
| Companion travel | Not reimbursed; can be added to itinerary at personal cost |
| Expense deadline | Submit within 30 days of trip end |
FAQ
What if I want to extend my trip for personal time?
Allowed. Book the work portion through Navan and the personal portion separately. We only cover travel days that are work-related.
Can I keep airline and hotel points?
Yes. Add your loyalty numbers to your Navan profile and they'll apply automatically.
What if a flight gets cancelled mid-trip?
Call Navan 24/7 support (number in the app). They handle rebooking and submit any change fees on our behalf.
Can I expense a co-working day during travel?
Yes, up to $50/day. Mark the receipt 'Travel — Workspace' in Expensify.
Who approves my expenses?
Your direct manager. Reports over $5,000 also go to finance for a second look.