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 should 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:

Rental Cars:

Employees are allowed to rent a vehicle 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.

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 offset by these types of meals.

Mileage:

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