Travel Expense Guidelines

When traveling for company business you are allowed to charge the company card for items such as hotel, flights, rental car, fuel & food. Other items may be allowable with prior approval.

When traveling for company business a budget will be loaded on to the employee’s spend card. This will be a general budget for all expenses, however the following guidelines must be followed for specific purchases.

*All employees are highly encouraged to shop around for the best deals to help reduce costs for the company.

Airline tickets: Employees are allowed to purchase a standard coach fair that includes a seat selection (higher cabin classes, seat upgrades, refundable fairs, etc. must be pre-approved by the CEO or COO).

Lodging: Lodging should be reasonably priced, safe, and located near the business destination. Any lodging that is publicly classified above 3.5 stars or is over $150 per night must receive prior approval.

Rental Cars: Employees are allowed to rent a vehicle when transportation is not otherwise provided or organized; and when appropriate for the business being conducted. Allowed rental cars are classed as “Compact”, “Economy” or “Standard”; vehicles that are above the “standard” class (i.e. Full-size, Premium, Intermediate, Luxury etc.) are not allowed without prior approval.

Please follow standard practice to return the rental car with the same level of fuel as when rented. Any fees or additional charges incurred for alliterative fueling; as well as any damages will not be reimbursed.

Ride-for-Hire: When a vehicle has not been rented, employees may utilizing a Ride-for-Hire option such as a Taxi, Uber or Lyft. Employees are encouraged to consider pricing and choose the most economical option for the number of people. When traveling with other team members, coordinating a single ride is encouraged and appreciated.

Meals: Each employee is allotted a per-diem rate for meals. This follows the U.S. General Services Administration rate based on the travel location (this can be found here). When the company has organized a meal or if the event the employee is attending provides a meal, the per-diem rate is reduced by these meals.

Alcohol & mini bar charges will not be reimbursed. Prior approval is required to pay for another person’s meal.

Mileage: Mileage for driving a personal vehicle will be reimbursed through the expense report based on the annual Federal Reimbursement rate.

All expenses are reimbursed at actual cost and an itemized receipt must be provided within 60 days of the transaction date.

Please review this process for details on how to be reimbursed for items not charged to your employee spend card.