EVOTEK Expense Guidelines - 2024 Q3 QBR

By registering for this event, you are expected to adhere to the following EVOTEK Expense Guidelines, and any expenses that fall outside of these terms will need prior approval by a manager.  

 As a reminder, groups of employees will often get together outside of the event window. Please do not assume those to be company-sponsored events. Please confirm sponsorship by a vendor or marketing before adding your expenses to someone else’s tab. In such cases, it is best to cover your own tab to account for compliance with company policy.  

Food & Beverage 

  •  Food & Beverage will be available during the EVOTEK event window. 
  •  The EVOTEK event window will be dinner on Wednesday, August 28th from 4:00pm – 8:00pm PST to Thursday, August 29th from 8:00am PST to 2:30pm PST, including Breakfast and Lunch.
  • QBR Meal Reimbursement – Employees will be provided a $90 meal stipend to cover meals outside of the company-sponsored events. After the event, submit for $90 maximum in Concur using the type ‘QBR Meal Stipend’.  Receipts will not be required.    
  • Separate management and team dinners will not be reimbursed above and beyond the stipend as the Company is sponsoring the events for the purpose of the teams to be together.   



  •  Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be prepaid by the business office.  
  •  Coach class or economy tickets must be purchased with no first or business class allowed.
  • Flights must be booked by July 15th.  Any bookings after July 15th will require approval by Director, Marketing – J/R Mendoza. 
  • Travel expense will only be reimbursed if flight is within one day of event (before or after).


Ground Transportation 

  •  Rideshare application to and from the airport such as Uber and Lyft are preferred. 
  •  Travelers are expected to request standard services and rates such as UberX or Lyft Standard. 
  •  Premium, XP, or VIP car services are restricted. 
  • Ground transportation reimbursement will be limited to the following: 
    • To and from home and airport (unless airport parking) 
    • To and from hotel and airport 
    • NOTE 1: Wednesday night’s reception is a three-minute walk from the hotel and no rideshare expenses will be accepted. If ADA impacted, please let Marketing know.   
    • NOTE 2: Shuttles will be provided to offsite meeting space on Thursday for all hotel guests
  • All other transportation in San Diego will be on your own expense.  



  • Parking will be provided and paid for at the Carte Hotel for Wednesday’s night reception for all local employees driving in. The reception will be walking distance from the hotel.
  • Parking will be provided and paid for at the Central Library for Thursday’s meeting for all local employees driving in. 


  • Flight WiFi and beverages will not be reimbursed



  • Hotel rooms are for non-San Diego residents only (LA and OC will be able to book a room).
  • The hotel room and taxes will be paid AND BOOKED by Marketing. No booking links will be provided. You will fill out all room needs via your registration.
  • During the on-site check-in process, you will be asked to provide a card for incidentals. These incidentals will not be reimbursed.  Please see details on meal stipend above.   
  • Hotel guests will be provided free WiFi 

Submitting Expenses 

  • IMPORTANT: Any and all expenses related to this event will need to be submitted using the following code in Concur under the “Marketing Event” dropdown: