Expense and reimbursement policies for instructional leaders, covering travel, lodging, meals, and local commute support. Read before camp begins to understand what's covered and what's expected of you. Reference at end of camp when submitting expenses.
Which Policy Applies to You?
Your Situation | Applicable Policy |
Traveling to your camp city (non-local) | Non-Local Travel & Expense Policies |
Local to your camp city | Local Placements: Commute & Expense Policies |
One local + one non-local camp | Both — applied per camp assignment |
Want to purchase something to enhance the camp experience? You must get prior written approval from the KWK team before making the purchase. Email instruction@kodewithklossy.com.
Local Placements: Commute & Expense Policies
This section applies to ILs and IAs leading a KWK camp in the city where they reside. As a local team member, you are responsible for securing your own housing and getting yourself to and from camp each day. If you’re traveling to your camp location, skip to the Non-Local Travel & Expense Policies section below.
What's Changed for Summer 2026: In past summers, KWK offered a flat daily reimbursement for local transportation costs. That program is no longer in place.
Local commute support is now available through a new, by-request program designed to ease the transportation burden for team members who need it most.
Parking
If parking is a requirement of the camp venue, KWK will pre-book and pay for it directly. You do not need to pay out of pocket. Your camp logistics lead will share parking arrangements and any access credentials before camp begins. If you've been told parking is required and haven't received arrangements, email instruction@kodewithklossy.com.
Local Commute Assistance Program
KWK offers a by-need, taxable stipend of up to $75.00 per week to ease the transportation burden for local ILs and IAs at the final discretion of the organization. This stipend is for ILs whose commute creates a meaningful financial cost that would otherwise be a barrier to participation. This is not a default benefit. It is need-based support for team members who request it and demonstrate the need. You must have indicated this when completing your In-Person Travel Form.
If your commute circumstances fall outside the scope of this program, email instruction@kodewithklossy.com with the details. Extreme cases (e.g., an unusually long commute with no viable lower-cost option) are reviewed individually and may be supported on a case-by-case basis at KWK's discretion.
Key Things to Know
Item | Detail |
Taxable | Stipend is treated as taxable income and processed through payroll |
Weekly cap | $75 per camp week |
Discretionary | Approval and amount are at the discretion of KWK |
Documentation | KWK may request documentation to verify use is consistent with the request |
Non-Local Placements: Travel & Expense Policies
This section applies to ILs and IAs traveling to their assigned camp city.
Booking your travel: All flights and train travel must be booked through Egencia. See the Egencia Travel Booking Guide for instructions.
Brex Card Setup & Use
KWK will issue you a corporate credit card via Brex to cover approved travel-related and camp expenses. Before using your card, there are a few important rules to know:
- Complete the Brex setup steps emailed to you to activate your card.
- The card is strictly for business use only during your assigned camp dates. Personal use is not permitted.
- Cards are active only during your assigned camp wave. Charges outside your scheduled dates will be declined.
- All expenses must be camp-related. Unapproved purchases (even work-related ones) require prior approval from instruction@kodewithklossy.com or @logistics on Slack.
Activation Steps
Card Type | How to Activate |
Virtual Card | Log into Brex → Click "My Wallet" (top left) → Select "Create" or "View Virtual Card" |
Physical Card | Follow the activation prompts included with your card. Present this card and a valid photo ID at hotel check-in. |
Receipts & Reporting
Any expense without a receipt will not be approved. You may be asked to reimburse KWK for unapproved charges. To ensure you are reimbursed for approved expenses, please follow the following guidelines:
- Submit receipts for every expense via the Brex app or website
- Include a memo for each expense explaining its purpose
- Upload receipts daily if possible, but no later than one week after the expense
- Finalize all expenses by the Tuesday following the end of your assigned camp
Issues with receipts or Brex? Contact accountspayable@kodewithklossy.com.
Permitted Expenses
Your Brex card is pre-set to allow charges in the following categories only.
Travel & Lodging
- Bag fees — One checked bag per flight
- Public transit — Bus or metro fares to/from camp
- Room charges — At check-in only — no incidentals or upgrades. Refer to your Pre-Camp ReadMe for location-specific instructions.
Meals
Dinner, groceries, and snacks are covered for any meals outside of breakfast (provided at the hotel) and lunch (provided by KWK during camp days). Spending is tracked by total, not daily. As long as you stay within the $430 overall limit, you're in compliance.
Day Type | Daily Guideline |
📅 Camp Days | $30/day |
🏖️ Weekend Between Camps | $50/day |
🎯 Total Maximum (13-day period) | $430 |
Non-Permitted Expenses
The following expenses are not permitted on your Brex card.
Travel
- Airfare — Booked directly by KWK through Egencia
- Upgrades — Second checked bags, preferred seating, onboard Wi-Fi, in-flight snacks
Lodging
- Hotel stay — Pre-booked by the KWK team
- Breakfast — Provided by the hotel
- Lunch — Provided by KWK during camp days
Meals
- Alcoholic beverages — Strictly prohibited — will not be reimbursed under any circumstances
- Meals over $430 — Total spend above the 13-day maximum
End-of-Camp Expense Reminders
By EOD Tuesday after your camp ends:
- Traveling ILs and IAs — Submit all receipts and memos for any Brex expenses
- Local ILs and IAs — No reimbursements via Brex — Local Commute Assistance is handled through payroll
- All — Direct questions to @travel-hr on Slack
Quick Reference
Need | Contact |
Prior approval for a non-standard purchase | instruction@kodewithklossy.com or @travel-hr on Slack |
Brex setup or receipt questions | accountspayable@kodewithklossy.com |
Local Commute Assistance Program request | instruction@kodewithklossy.com |
Venue parking not yet confirmed | instruction@kodewithklossy.com |
General travel policy questions | instruction@kodewithklossy.com or @travel-hr on Slack |