It is the policy of [Company Name] to reimburse staff for reasonable and necessary expenses incurred during approved work-related travel. Employees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken. Business travel policies are aligned with company reimbursement rules. All business-related travel paid with [Company Name] funds must comply with company expenditure policies.
Staff travel must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Within 30 days of completion of a trip, the traveler must submit a travel reimbursement form and supporting documentation to obtain reimbursement of expenses. An individual may not approve his or her own travel or reimbursement. The travel reimbursement form must be signed by the executive director or the director of finance (for travel over $1,000) or by the business manager (for travel under $1,000). Travel and reimbursement for members of the management team must be approved by the executive director or the director of finance and will be reviewed annually by the internal auditor. Designated approval authorities are required to review expenditures and withhold reimbursement if there is reason to believe that the expenditures are inappropriate or extravagant.
Travelers should review reimbursement guidelines before spending personal funds for business travel to determine if such expenses are reimbursable. See Section II: Travel Expenses/Procedures for details. [Company Name] reserves the right to deny reimbursement of travel-related expenses for failure to comply with policies and procedures. Travelers who use personal funds to facilitate travel arrangements will not be reimbursed until after the trip occurs and proper documentation is submitted.
In cases in which vacation time is added to a business trip, any cost variance in airfare, car rental or lodging must be clearly identified on the Travel Request form. [Company Name] will not prepay any personal expenses with the intention of being "repaid" at a later time, nor will any personal expenses be reimbursed.
Occasionally it may be necessary for travelers to request exceptions to this travel policy. Requests for exceptions to the policy must be made in writing and approved by the executive director or by the director of finance. Exceptions related to the director's or the director of finance's expenses must be submitted to the opposite person or to the treasurer of the board of trustees for approval. In most instances, the expected turnaround time for review and approval is five business days.
Authorized business travel for staff that includes prepayments must be pre-approved. Reimbursement of parking, mileage, gasoline in lieu of mileage and ferry or bus passes do not require requests if they are under $10. Requests for reimbursement of expenses over $10 are to be submitted on a travel reimbursement form.
Before the travel, [Company Name] may issue prepayments for airfare, rail transportation, rental vehicles, conference registration fees and cash advances. Applicable policies and methods of payments for these prepayments follow. Airfare. Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Airfare may be prepaid by the business office. Travelers are encouraged to book flights at least 30 days in advance to avoid premium airfare pricing. Coach class or economy tickets must be purchased for domestic or international flights with flight time totaling less than five consecutive hours excluding layovers. A less-than-first-class ticket (i.e., business class) may be purchased at [Company Name]'s discretion for domestic or international flights with flight time exceeding five consecutive hours excluding layovers. Airfare may be purchased with a credit card or check through the business office with a request for payment form. Rail transportation. [Company Name] will prepay rail transportation provided that the cost does not exceed the cost of the least expensive airfare. Rental vehicles. [Company Name] will pay for approved use of a rental vehicle. See the section on reimbursements below in this section. Conference registration fees. Conference registration fees can be prepaid with a credit card or check through the business office with a request for payment form. Business-related banquets or meals that are considered part of the conference can be paid with the registration fees; however, such meals must be deducted from the traveler's per diem allowance. Travel advances. Cash advances are authorized for specific situations that might cause undue financial hardship for business travelers. These situations are limited to staff traveling on behalf of [Company Name]. A maximum of 80 percent of the total estimated cost can be advanced. Expenses associated with the travel must be reconciled and substantiated within two weeks of the return date. The traveler must repay [Company Name] for any advances in excess of the approved reimbursable expenses. The department initiating the travel is responsible for notifying the business office to deposit any excess funds into the appropriate departmental account. Travel advances are processed by submitting a completed Request for Payment form and Travel Request form to the business office. Reimbursement for any remaining expenses is processed on a Travel Reimbursement form approved by the designated approval authority.
Airline club memberships.
Airline upgrades.
Business class for domestic flights or first class for all flights.
Child care, babysitting, house-sitting, or pet-sitting/kennel charges.
Commuting between home and the primary work location.
Costs incurred by traveler's failure to cancel travel or hotel reservations in a timely fashion.
Evening or formal wear expenses.
Haircuts and personal grooming.
Laundry and dry cleaning.
Passports, vaccinations and visas when not required as a specific and necessary condition of the travel
assignment.
Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel
pay-per-view movies, in-theater movies, social activities and related incidental costs.
Travel accident insurance premiums or purchase of additional travel insurance.
Other expenses not directly related to the business travel.