Beruflich Dokumente
Kultur Dokumente
Reservation Procedures 2
Air Travel 2
Lodging 3
Rental Cars 3
Other Transportation 4
Expense Reporting
Submission/Reimbursement 5
Audit Rights 6
Approval/Authorization Process 6
Documentation Requirements 6
IRS Guidelines 6
Reservation Procedures
• Travelers are expected to make their own travel arrangements including arranging
hotel, air travel, and car rental reservations.
• For large corporate events or national exhibits your travel reservations may be
arranged for you. Please contact your manager in those circumstances.
Air Travel
• All domestic air travel must be in coach class and booked at least 30-days in advance
for best rates.
• Always consider any additional luggage fees when determining the best rates.
• Luggage fees not to exceed one-bag for less than 3 three nights travel. Maximum
luggage fee is two bags for overnight travel of more than 3 nights or inter-continental
travel.
• Business class travel is permitted only when total flying time exceeds 8 hours in a
single leg.
• Employees may retain frequent flyer programs, but should not allow this to influence
their flight selection which would result in costs to the company beyond the lowest
available airfare.
• The employer will NOT reimburse for lost luggage, personal items, or excess
baggage fees while traveling on business.
• When traveling for more than 2 days use the long-term parking to minimize expenses.
• Travelers should ask before booking about free internet services and consider this in
evaluating “best rate” lodging.
• When internet service is necessary for conducting business from your hotel it is
recommended that you stay with hotels that do not charge for this service, have free
service in their lobby or offer a free business center services. For hotels that charge a
fee for internet service, request a discount for multiple days. The company will
reimburse up to $15 per day.
• Upgrades are allowed only when there is no additional cost to the company.
• Ancillary charges such as movies and wet bar will NOT be reimbursed by the
company.
Rental Cars
• The company recommends utilizing discount websites such as Hotel.com, Priceline,
Travelocity, Orbitz, Expedia etc. When packaged with air fair and/or hotels these
sites offer great discounts.
• Travelers should drive to their destination when driving is more cost effective than air
travel.
• Travelers may rent a car at their destination when they are entertaining others, or
when it is less expensive than other transportation services offered (i.e. Taxi service).
Passengers are allowed in Company owned or rented vehicles.
• Return rental cars on time, and with a full tank of gas. Do NOT take the rental car
company’s “full-tank” option unless significant savings offered at time of pick-up.
• Decline the additional rental car insurance offered, as the Company carries adequate
coverage.
• All rental car accidents should be reported to the rental agency and the Human
Resource Department.
• It is the responsibility of the vehicle owner to carry insurance adequate for their
protection.
• Reimbursement for personal car usage is at the allowable rate in effect at the time.
• Employees will not be reimbursed for any repairs to their personal vehicle even if
these costs result while on business travel.
• Ground transportation to and from terminals should be at the most cost effective
method available including hotel and airport shuttle services, buses, subways, taxis,
company owned vehicle, personal auto and rental cars.
• To avoid the substantial hotel telephone charges, use 800 numbers, cellular telephone,
credit/calling cards, or public phones whenever possible.
• Do not use your cellular phone to call the corporate 800 number. The company is
being charged double.
• Employees will be reimbursed for actual charges up to $175 maximum per month for
all business related phone and internet expenses as part of their home business office
expenses.
• Personal meals are reimbursed when the traveler is greater then 50 miles away
from home, dining on an out-of town business trip and expenses are appropriately
filed on an expense report. Additionally, the expense designation below is to be used
as a guideline for maximum meal expenses only. Your professional judgment is
required and excessive meal costs will be rejected and not reimbursed. Receipts are
required for all expenses.
o Breakfast - $15.00
o Lunch - $20.00
o Dinner $35.00
• Entertainment expenses (e.g., ball games, concert, etc.) will be reimbursed as long
as deemed responsible, reasonable and should always be approved in advance by a
manager. Notes regarding the business discussion should be noted with the expense
report.
• Meal tipping should be appropriate for the service provided, should be around
15%, but no more than 20% of the bill for exceptional service.
• When more than one employee is present at a business meal, the most senior level
employee should pay and expense the bill.
• Original receipts must accompany the expense report for all expenses.
Expense Reporting
For prompt reimbursement we encourage submission of expense reports on a weekly
basis or at an absolute minimum of once per month. The Company reserves the right to
refuse expense reports filed more than 30 days from the time of expense.
Submission/Reimbursement
All regular, full-time Company employees are required to submit informative expense reports
via use of the online reporting system, Expense Point, or a Company Expense Report.
• Reimbursement will be on your regularly scheduled pay date.
Note: The Company requires receipts for all expenses, even though IRS requires original
receipts for only expenses in excess of $25.00
Employees should submit expense reports with receipts via standard US mail to accounting
as follows:
Audit Right
All employee receipts will be subject to spot or full audits. Any reimbursed expenses not
appropriately supported by receipts may require full reimbursement from employee to
Company or may be deducted from future expense reports.
Approval/Authorization Process
All expense reports must be approved by the employee's immediate supervisor or the next
higher authority.
Documentation Requirements
When a receipt is not available, a full explanation of the expense and the reason for the
missing receipt is required.
Receipts must include the name of the vendor, location, date and dollar amount.
IRS Guidelines
All reimbursed expenses must be incurred in connection with employee’s job.
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Corporate Traveler Date