TRAVEL EXPENSE POLICY

Travel Beyond 75 Miles

• Billing: Travel time for destinations beyond 75 miles (one way) from the employee’s base is billed at 75% of the standard service rate, plus actual expenses.

• Efficiency: Coordinated visits with other nearby clients are encouraged to minimize costs.

• Overnight Stays: Employees may choose whether to commute or stay overnight when outside the standard territory. Overnight stays are preferred for multi-day service schedules.

• Mileage Reimbursement: Pre-approved travel beyond 75 miles is reimbursed at the current IRS mileage rate, including mileage within the initial 75 miles if part of the longer trip.

​

Hotel Accommodations

• Room Type: Lodging is billed at cost:

  • Single occupancy for solo travelers.

  • Double occupancy when appropriately sharing with a coworker.

• Rate Preference: Minimum available corporate rates are requested when possible.

• Client Responsibility: Clients are charged at cost. If the trip is canceled by the Client after hotel booking, the full room cost remains due unless a refund can be reasonably obtained.

• Receipts: Clients may request receipts for hotel expenses; requests shall not be unreasonably withheld.

Meals

• Per Diem Rate: Meals are billed at a flat rate of $70/day for pre-approved overnight stays.

Air Travel

• Booking Policy: Employees will make reasonable efforts to secure the lowest available direct airfare, booking in advance whenever possible.

• Approval: Flights booked with less than 7 days' notice must receive prior Client approval.

• Cancellations: If a trip is canceled by the Client after a ticket is issued, the full cost is still due unless a refund can be obtained.

• Cost: Airfare is billed to the Client at cost. Receipts are available upon reasonable request.

Car Rentals and Ride Shares

• Cost Comparison: Employees will choose the most cost-effective transportation, prioritizing car rentals when they are less expensive than taxis, ride shares, or shuttles.

• Car Type: Only the smallest appropriate vehicle will be rented.

• Cost: Expenses are billed at cost. Receipts are available upon request.

Out-of-Pocket Expenses

• Coverage: Costs such as parking fees, tolls, and similar incidentals are billed to the Client at actual cost.

• Receipts: Clients may request copies of receipts for these expenses, and requests shall not be unreasonably withheld.