Travel Expense Policy:
Travel Expense Policy
Summary:
This policy covers employee incurred
expenses related to transportation, lodging, meals and incidentals
while conducting business activities. The defined policy
complies with Federal and State regulations and will result in no
travel expenses being required to be reported on an employee’s W-2
Form.
Transportation:
Airline fares and auto rental fees shall
be charged to a company credit card, if available, or paid by the
employee. In either case, documentation including receipts
shall be attached to a travel expense form as discussed below.
Airline travel shall be in the lowest class fare available, auto
rental shall be for a midsized or compact vehicle.
A personal vehicle may be used if a
company vehicle is not available. If more than one employee is
required to make the trip, ride sharing shall be used to minimize
travel expense. A travel expense form shall be filled out and
the employee auto owner shall be reimbursed at the federal approved
rate (56 cents/mile for 2015).
Lodging:
Choice of lodging shall be based on
convenience and availability. Lodging expenses shall be paid
by company credit card or by the employee. Meals and
incidental expense must not be included in the lodging
expense report. Reporting forms to be used are described below.
Meals and incidentals:
Meals and incidental expenses shall be
paid by the employee and will be reimbursed at the federal per diem
rate ($52/day for most locations, $65/day for select high cost
areas, for 2015). No receipts or documentation other than
dates and location and purpose information is required to be
submitted.
Forms:
Company credit card purchases
Employee must itemize charges made when
using a company credit card. Also, the purpose and location(s)
of the trip shall be included on the reporting form, “Credit Card
Purchases”. Receipts shall be stapled to the form.
Employee paid purchases
Employee must itemize charges paid by the
employee. Also, the purpose and location(s) of the trip shall
be included on the reporting form, “Employee Request for
Reimbursement”. Receipts shall be stapled to the form.
No receipts for employee paid meals and/or incidentals are to be
included or itemized, however the number of days of the trip shall
be noted and will be reimbursed at the per diem rate. Mileage
information must be included for use of a personal vehicle.
