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Supplier Travel & Business Expense Policy

Overview: This Supplier Travel & Business Expense Policy (this “Policy”) outlines the terms and conditions under which Qualtrics will reimburse Suppliers for their travel expenses. Last revised: May 15, 2025.

Travel Spend: A budget for travel expenses (“Budget”) will be set within the Master Services Agreement, Work Order, Statement of Work, or the applicable contract (“Contract”) between Qualtrics and the Supplier. Travel expenses shall not exceed the Budget, unless Qualtrics’ senior finance leadership provides written approval.

Travel Authorization: All travel (air, car, and hotel) must be pre-approved in writing by the Qualtrics employee who owns the Supplier engagement (“Qualtrics Approver”).

Travel Expense: All travel (air, car, and hotel) shall have the lowest available cost and will be invoiced at cost.

Travel Policies: All travel (air, car, and hotel) must be booked and meals expenses must be incurred in accordance with the below policies. Supplier’s travel expenses that do not comply with these policies are not permitted to be invoiced and will not be reimbursed.

Any non-compliant travel expenses may be eligible for reimbursement, provided that Supplier obtains prior approval, in writing, from the designated Qualtrics Approver, including, for example, flights being booked less than 21 days in advance, airline change fees, and hotel rates exceeding per diem amount.

    • Air:
      • All flights must be booked at least 21 days in advance (excluding travel which is requested on shorter notice by Qualtrics).
      • The lowest Economy fare (excluding Basic Economy) must be selected.
      • One checked bag is reimbursable.
      • Upgrades are not reimbursable.
      • TSA PreCheck/Global Entry/Clear is not reimbursable.
       
    • Hotel:
      • The hotel shall be the lowest available cost not to exceed $250 per night, excluding tax.
      • Supplier must confirm whether Qualtrics has negotiated rates with hotel properties in the travel location and book through any such hotel property unless Supplier’s preferred hotel property provides a lower rate.
      • Any applicable room blocks provided by Qualtrics for travel must be used.
      • Airbnb and other housing sharing services are not reimbursable.
    • Meals:
      • The daily meal per diem is $75 per day for any trips to a Qualtrics office location. It is expected that lunch will be eaten in the Qualtrics office.
      • For travel on behalf of Qualtrics to a non-office location, the daily meal per diem is $125 per day.
     
    • Parking and Ground Transportation:
      • Only mid-size and smaller rental cars can be selected. If there are more than four people traveling, a small SUV may be rented. If a larger car type over mid-size is selected, documentation must be provided validating more than four people were on the same trip.
      • Rideshare providers are reimbursable, provided that Supplier selects the lowest priced fare based on the number of people traveling (excluding carpool).
      • Long-term (economy) parking is to be used at the airport for any trip exceeding 24 hours. Valet parking is not reimbursable.
     
    Invoices and Payment Terms:

    • Receipts: Receipts for all charges are required to be produced at the time the expenses are submitted. Credit card statements do not qualify as a valid receipt. Expenses that do not have a qualifying receipt will not be reimbursed.

    • Invoice Submission: Unless otherwise provided in the applicable Contract, invoices must be submitted within 30 days of the charge through the Coupa supplier portal.

      • Any expenses that exceed the Budget or do not comply with this Policy are considered non-reimbursable ad hoc expenses, unless Supplier obtains prior written approval from the Qualtrics Approver in which case ad hoc invoices can be submitted and payment will be processed. Ad hoc expenses must be submitted for reimbursement within 30 days of the charge. Ad hoc expenses submitted after 30 days of the charge date will not be reimbursed.

    • Disputed Invoices: Any discrepancies or disputes regarding expenses must be resolved before payment is processed. Qualtrics reserves the right to withhold payment until such disputes are resolved.