Navan is the platform team members use to book and pay for flights, trains, hotels, and rental cars. All business-related travel booked through Navan will be paid for with the GitLab Foundation travel credit card and managed by the Director of Operations. Please review the Foundation's travel policies before booking and make sure your manager has approved your trip.

Getting started

1. You will receive an invitation directly from Navan. If you have not received the invite, contact the Director of Operations.
2. On your web browser, click Activate your account from your invitation email or go to app.navan.com and enter your work email address.
3. Click Continue
4. Enter your Personal details (used to issue booking tickets), Contact information, Loyalty programs (if you want to gain miles/points on your associated airlines, hotels, etc.), and Travel preferences.
5. Input your company-issued credit card information
6. Scan the QR code to download the Navan mobile app to manage your bookings and expenses on the go, or click Skip.

Booking

1. Making a new booking
   1. Booking a flight
   2. Booking a multi-city flight
   3. Booking a hotel
   4. Booking a train
   5. Booking a rental car

Coding

When booking travel in Navan, team members must provide the following information before checking out.

1. Name your trip: something that lets you know what it is (ex: Horizons Summit in DC)
2. Trip purpose: select one of the following options (conference, grantee-related, team meeting or other)
3. Detail of Trip: provide brief information on the purpose of the trip (ex: attending a funder convening being hosted by Gates)
4. Funder: GTLF

Changing Travel Plans

Before checking in for a flight, car, train, or hotel, all changes or cancellations should be made via Navan. Generally, this will result in a credit that can be applied to a future booking for GitLab Foundation-related travel.

Once a team member checks in for a flight, all changes must be made directly with the airline. The refund will go directly to the GitLab Foundation’s credit card when this happens. The team member should inform the Director of Operations.

1. Changing or canceling an existing booking
   1. Changing a flight
   2. Canceling a flight
   3. Changing a hotel
   4. Canceling a hotel
   5. Changing a train ticket
   6. Canceling a train ticket
   7. Changing or canceling a rental car booking

Using Credits in Navan

1. How to Book with Airline Credit
2. How to View Airline Credits

Policies in Navan

The GitLab foundation has several policies set in Navan to ensure we follow internal policies. Suppose you book an “out of policy” trip (displayed in the platform). In that case, the system will notify the team member’s manager, who must approve the booking before processing.

1. Flights: The flight policy in Navan is set up as a “Dynamic Policy,” which calculates a fair market price for every search based on travel dates and destinations. Any purchases exceeding 25% of the Dynamic Policy will be flagged for further review by the Director of Operations or the team member’s manager.
2. Train: Must be booked in economy class
3. Hotel: Hotel room policy only allows booking of hotels up to a maximum rate of $300/night
4. Rental Car: Rental cars up to economy

Support

1. Click “Need help?” on the Navan homepage to:
   1. Be directed to the Navan Help Center, where you can access how-to and troubleshooting documentation.
   2. Scroll to the bottom of the help center homepage and click Chat with us or Call us to connect with our virtual assistant or a live agent.