For Team Members
Review this checklist as soon as you receive your flight confirmation.
- Confirm the itinerary matches your legal name and preferred airport. Report discrepancies immediately.
- Check in 24 hours before departure using the airline app or website.
- Plan to arrive at the airport 1.5 hours before boarding time (you are paid for this window).
- Keep receipts for baggage fees or parking and email them the same day.
- Upon arrival at destination, send travel time in the required PROD format to your lead, elite, and supervisor.
Travel Help: If you encounter delays, missed flights, or gate changes, call your project supervisor immediately—do not rely on email alone. After hours, escalate per the travel policy call-outs.
Leadership Template
Copy the following outline when sending flight itineraries. Replace bracketed placeholders with project-specific details.
| Project Overview | |
|---|---|
| Project Code | [Example: LAG] |
| Store / Location | [Example: Whole Foods Market – Laguna Hills, CA] |
| Travel Dates | [Depart: Mon 05/27/2025 · Return: Sat 05/31/2025] |
| Associate | Confirmation # | Airline | Depart Flight | Return Flight |
|---|---|---|---|---|
| [Full Name] | [e.g., 2MQM3C] | [e.g., Southwest] | [AUS → SNA · Mon 05/27 · 10:20 AM – 12:30 PM] | [SNA → AUS · Sat 05/31 · 2:45 PM – 7:55 PM] |
| [Add rows for additional travelers] |
Reminder for leaders: Attach boarding passes or airline PDFs when available. Include Patricia Booker on all itineraries so she can support weekend travel issues.
Example Summary
Use the sample below when preparing communications.
| LAG · Whole Foods Laguna Hills · Week of 05/27/2025 | ||||
|---|---|---|---|---|
| Associate | Confirmation | Outbound | Return | Notes |
| Dillon Dority | 2MQM3C | SWA 524 · AUS 10:20 AM → SNA 12:30 PM | SWA 715 · SNA 2:45 PM → AUS 7:55 PM | Arrives with Carpool Group A |
| Robert Noriega | 8FJ2KL | SWA 850 · PHX 9:05 AM → SNA 10:05 AM | SWA 985 · SNA 5:10 PM → PHX 6:15 PM | Designated Driver · National confirmation pending |