This document sets forth a company’s policy regarding travel and other reimbursable expenses. The form outlines what travel expenses the company will reimburse an employee for, for example that the company requires employees to use the most economical form of transportation to and from airports. It further includes an appendix that allows the company to set the maximum hotel rates the company will reimburse for cities across the U.S. and internationally. The form contains both standard clauses as well as opportunities for customization to best fit the needs of the employer.
This document sets forth a company’s policy regarding travel and other reimbursable expenses. The form outlines what travel expenses the company will reimburse an employee for, for example that the company requires employees to use the most economical form of transportation to and from airports. It further includes an appendix that allows the company to set the maximum hotel rates the company will reimburse for cities across the U.S. and internationally. The form contains both standard clauses as well as opportunities for customization to best fit the needs of the employer. Introduction This Travel and Entertainment Policy provides guidance on the reimbursement of and the accounting for allowable travel and meals expenses incurred by consultants as part of their assigned responsibilities while working on assignments at _________________[insert company name]. The major purpose of this policy is to enable [insert company name] to control expenses effectively. The policy and the related procedures are also intended to conform in all respects with the requirements imposed by the Internal Revenue Service regulations on fringe benefit and travel expense substantiation. Expenses are reimbursable when they are reasonable in terms of nature and amount, are necessary, and will benefit [insert company name]. Reimbursement will not be made for extravagant business meals and entertainment, for expenditures that do not bear a reasonable relationship to the benefits to be derived, or for expenditures that appear unnecessary for any reason. This policy applies to all [insert company name] entities except for any subsidiary that has a formal policy whose provisions are at least as stringent as those of this policy. TRAVEL AND MEALS EXPENDITURES Travel Related Expenses Travel expenses include the cost of transportation, lodgings, meals and incidental costs incurred during a business trip. All major travel and entertainment expenditures must be submitted on the appropriate expense form and include receipts for expenditures. In general, travel will involve a minimum overnight stay at the destination, which generally is a location outside the metropolitan area in which the traveler is permanently assigned. On business trips of thirty (30) days or more, consultants can use a fixed amount per diem to cover out-of- pocket expenses in lieu of itemizing individual expenses and retaining receipts. The maximum allowable rate will vary by location. It is the responsibility of the consultant to ensure that expense control is exercised over travel expenditures and to obtain approval for travel expenses in advance. Approving officers must recognize that the act of approving expense reports is more than a formality. The officer's approval indicates that expenses submitted for reimbursement or payment have been reviewed, have been found to comply with corporate policies regarding travel, and receipts or other substantiating documents are in order, the expenses are deemed to be reasonable and necessary for the completion of the objective, and that the business purpose for incurring the travel expenses is properly documented. © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 2 Air Travel Air travel for [insert company name] consultants is restricted to the use of the following classes of service: Class of Service: U.S. and Canada: Coach One Class upgrade on overnight flight with work the next day [i.e., redeye]. International, including Mexico/Caribbean: Business class on flights that are equal to or more than four (4) hours in duration. The use of commercial air travel between the ______________area and the following destinations is prohibited: _______________________________ _______________________________ _______________________________ Preferred Airlines [Insert company name] has negotiated preferred rates with the following airlines: [insert company preferred air travel vendors] for travel throughout the world. The [insert airline] is the preferred airline for trans-Atlantic flights between U.S. and Europe. The [insert airline] is the preferred shuttle service for traveling the New York - Boston or New York Washington, D.C. routes. Whenever possible, consultants should use these airlines and request the [insert company name] corporate rates. Transportation to and from Terminals The most economical mode of transportation should be used to and from airports, bus, and rail terminals. These modes of transportation should be considered: Public transportation [buses, subways, taxis] Private transportation [airport shuttle buses, etc.] Personal auto reimbursement will be made at the standard mileage rate as published by T&E Expense Operations plus tolls and long or short-term parking. Private car services should be used only when valid business reasons preclude the use of more economical modes of transportation. The use of helicopters is not permitted unless provided gratuitously by the airline from which air transportation is purchased. © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 3 Rail Travel 1. North America Coach class travel will be utilized. 2. Other Areas First class rail may be utilized. Special supplemental fares [such as Trans European Express] are authorized. Hotel Reservations Hotels Consultants should use [insert company name] corporate rates where possible. Reimbursement for hotel expenses should not exceed the corporate guidelines for hotels in each city [see appendix A]. Early check-out Please note many hotels assess an administration fee to guests who check out before their scheduled departure date. Advise the hotel, at or prior to check-in, of any change to your planned length of stay to avoid such fees. Late arrivals/cancellations All hotel reservations will be guaranteed by the corporate travel agent for late arrival, unless specifically requested not to be. Most domestic hotels request that cancellations be made before 4:00 p.m. on the intended arrival date. International hotels require a cancellation of 48 to 72 hours before the intended arrival date. If your business plans change, it is important that you cancel the hotel reservation and to obtain a cancellation number. Failing to cancel the reservation could result in a no-show charge. You will not be reimbursed for this charge unless there is a legitimate business reason for your failure to cancel. Use standard single hotel accommodations Travelers are to use standard single hotel accommodations. The use of high-priced rooms, suites, executive floors or concierge levels is not authorized. Travel Meals © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 4 Guidelines for travel meals on a per person basis to a maximum of $_____________for breakfast, $_____________for lunch, and $___________for dinner. Car Rental You should limit the use of rental cars to times when other means of transportation are not practical, economical or available. Reserve mid-size vehicles where possible. The rental of luxury automobiles as well as motorcycles or other recreational vehicles is not permitted. Refuel the rental car before returning it to avoid refueling surcharges. Reimbursements are limited to the cost of the rental, gas, tolls and parking. Moving and parking violations are not reimbursable. LOCAL TRAVEL [CARFARE AND TAXI] Carfare and taxi expenses for local travel are reimbursable, when it necessary. When traveling locally, the following progression of travel modes should be followed: 1. Shuttle service/night bus 2. Bus/subway 3. Taxi 4. Car Service Cost Considerations: · Share rides when possible. Use of Personal Automobiles for [insert company name] Business The use of personal automobiles for [insert company name] business requires approval from the consultant's direct supervisor. For these purposes, business is travel for the economic benefit and convenience of [insert company name] and excludes usual automobile commutation to and from the permanent place of work. The consultant will be reimbursed at the corporate approved rate [currently __________cents per mile], not to exceed the IRS rate, plus tolls and parking. Personal Telephone & Telecommunications Reimbursed: all necessary business calls, fax and email; personal calls when incurred due to a family emergency or change of schedule; reasonable cost of one call per day of limited duration when out of town on business. It is strongly recommended, because it is more cost effective, that you use a company calling card. Getting a company calling card requires ____approval. © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 5 Long distance phone calls placed from hotel rooms are strongly discouraged because of their exorbitant rates. Such calls are subject to premium per minute rates as well as access charges. Reimbursement for excessive phone charges requires one up manager approval. Tips, Gratuities / Miscellaneous Costs for tips in connection with taxi fares, meals and entertainment for business purposes will be reimbursed if reasonable and customary. © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 6 APPENDIX A Hotel rates by City –[insert company name] REGION - US CITY STATE CAP Phoenix AZ Scottsdale AZ Tempe AZ Anaheim CA Beverly Hills CA Dana Point CA Los Angeles CA Newport Beach CA San Diego CA San Francisco CA Santa Monica CA Denver CO Washington DC Newark DE Boca Raton FL Coral Gables FL Ft. Lauderdale FL Jacksonville FL Miami FL Orlando FL Tampa FL Atlanta GA Chicago IL New Orleans LA Boston MA Minneapolis MN Cambridge MA Kansas City MO Iselin NJ Jersey City NJ Las Vegas NV Albany NY Brooklyn NY Garden City NY New York NY Rochester NY © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 7 Tarrytown NY Uniondale NY Cleveland OH Columbus OH Philadelphia PA Arlington TX Austin TX Dallas TX Houston TX Irving TX San Antonio TX Salt Lake City UT Seattle WA REGION – NORTH AMERICA CITY COUNTRY Calgary Canada Montreal Canada Ottawa Canada Toronto Canada Vancouver Canada Victoria Canada Winnipeg Canada REGION - EMEA CITY COUNTRY Vienna Austria Abu Dhabi United Arab Emirates Brussels Belgium Prague Czech Republic © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 8 Copenhagen Denmark Cairo Egypt Helsinki Finland Paris France Berlin Germany Dusseldorf Germany Frankfurt Germany Munich Germany Athens Greece Budapest Hungary Dublin Ireland Milan Italy Rome Italy Beirut Lebanon Luxembourg Luxembourg Amsterdam Netherlands Warsaw Poland Lisbon Portugal Moscow Russian Federation Edinburgh Scotland UK Glasgow Scotland UK Cape Town South Africa © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 9 Johannesburg South Africa Barcelona Spain Madrid Spain Stockholm Sweden Geneva Switzerland Zurich Switzerland Istanbul Turkey Dubai United Arab Emirates Bournemouth United Kingdom London United Kingdom REGION – LATIN AMERICA CITY COUNTRY Buenos Aires Argentina Rio De Janeiro Brazil Sao Paulo Brazil Santiago Chile Mexico City Mexico Monterrey Mexico Caracas Venezuela REGION – ASIA PACIFIC CITY COUNTRY Sydney Australia © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 10 Beijing China Hong Kong China Tokyo Japan Manila Philippines Singapore Singapore Taipei Taiwan © Copyright 2013 Docstoc Inc. registered document proprietary, copy not 11
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