You are invited to...

This year we are excited to host Snapsters at the Virgin Hotel in Downtown Chicago! Located only half a mile from office, the Virgin is a quick 10 minute walk to Snapsheet and close to great coffee shops. restaurants, and shopping. 

Here are some other fun perks: 

• 24-hour rooftop gym access
• Rooftop access to restaurant and bar for all guests
• No check in times, Complimentary late checkout- based on availability
• Street priced mini bar items so you don’t have to pay $14 for water

 If you were NOT employed at Snapsheet during last year’s Summit, please follow these steps to book your flight: 

Email our travel agent, Damone, Damone.Nixon@corporatetraveler.us, and he will send through your options and book your flight. Please include the following information in your email: 

• Legal First Name-
• Legal Last Name-
• Date of birth-
• TSA Precheck/Frequent flyer # (if applicable) - 
• Preferred home airport -
• Dates of travel -
  
  

If you were employed at Snapsheet during last year’s Summit and/or attended the 2022 Summit, please follow these steps to book your flight: 

Login to your Concur account using your login credentials. You may need to reset your password if you do not frequently travel for Snapsheet events. 

Once logged in, you will be able to book a flight using the flight search widget on the left-hand side of the page. 

Here is a useful tutorial that walks you through how to book a flight.  

FLIGHT BOOKING GUIDELINES

For those traveling from out of state, we strongly recommend flying in on Tuesday, August 8th in the afternoon-evening and flying out the morning of Friday, August 11th. 

Flight costs should be at or below $500 - if your preferred flight is higher than $500, please reach out to your direct supervisor for approval.

We have secured a hotel block at the Virgin which is conveniently within walking distance to the office! Please email [email protected] with the dates you need a hotel room. Snapsheet will cover Tuesday, August 8th - Friday, August 11th. If you’d like to extend your trip to explore Chicago, Mara can book you for additional nights at our room rate. Snapsheet will not cover additional nights unless approved by your department head and the Summit committee.

For those located in the Chicago area, we recommend using public transportation to get to the office (i.e. Uber, Lyft, or the Blue/Brown line.)

For those visiting from out of town and are staying at the Virgin, the office is only a quick 8-minute walk! Below is a walking map from the Virgin to Snapsheet HQ:

Snapsheet is happy to cover 100% of the fees associated with flights and hotel rooms for all non-local employees from August 8th - August 11th. You will be asked to put a card on file at The Virgin for incidentals as Snapsheet will not be responsible for any damage or loss to your hotel room. 

For ground transportation, Snapsheet will reimburse for all travel associated with Summit within the dates listed above. For those driving in from out of state, we reimburse at the IRS rate of $0.655/mile and will cover any fees associated with parking.

Find more information in our Summit Expensing Policy below!

Flights over the dollar threshold require manager approval, for:

• Domestic -- $500

All employees are expected to book flights in economy class for trips under 5 hours inflight time duration. Employees are allowed to travel business class 1-way of their choosing for flight time durations over 6 hours. Note: flight time duration is defined as airtime.

Employees may use frequent flyer benefits, but the use of these programs cannot increase the cost of tickets.

Employees are expected to expense meals (breakfast, lunch, & dinner) on days Snapsheet DOES NOT provide meals. Each employee’s daily allowance/limit is $75.00 on days employees are allowed to expense their meals. Unless approved by management, employees ARE NOT expected to expense meals on any day Snapsheet DOES provide meals for employees.

PLEASE NOTE THAT THE ABOVE ARE GUIDELINES SET WITHIN CONCUR AND DO NOT REFLECT A DAILY PER DIEM PROGRAM. SNAPSHEET WILL NOT REIMBURSE EMPLOYEES IN CASH FOR AMOUNTS BELOW THE DAILY MEAL ALLOWANCE. ONLY ACTUAL BUSINESS MEAL COSTS WILL BE REIMBURSED.

Reimbursement guidelines: 

• All meal reimbursements during travel require an itemized receipt.
• Employees dining out together can charge one card/receipt for the entire group. The most senior-level individual should pay. When submitting for reimbursement, all employees in attendance must be listed on the expense item.
• Snapsheet will reimburse reasonable tips, not to exceed 25% of the meal cost.

Employees will be reimbursed for hotel Wi-Fi, reasonable staff tips, and car parking. Employees will not be reimbursed for non-business expenses that include, but are not limited to: movie rentals, minibar charges or other entertainment (massages, spa services, etc.).

• Unless approved by management, employees should not rent vehicles during the Summit.
• When traveling through urban areas, employees are encouraged to use public transit or ground transportation options such as Lyft or Uber, whichever is more economical.
• Snapsters may submit Summit-related public transit and transportation costs via Concur. 
• Local employees are permitted to drive themselves and expense their parking bill(s). 

● Airline club memberships
● Athletic and social club dues
● Childcare
● Credit card fees
● Excess baggage fees
● First-class upgrades
● Fines from negligent driving (i.e. speeding tickets, moving violations, or parking)● House-sitting
● In flight purchases excluding Wi-Fi
● In-room hotel movies
● Pet Boarding
● Toiletries or clothing purchased during the trips

Closer to Summit, we will send communications with instructions on how to submit your expenses. Similar to last year, we will have all employees use Concur to submit expenses for reimbursement.