Travel

This policy outlines the guidelines and procedures for company-related travel and hotel accommodations for employees. It aims to ensure responsible and cost-effective travel planning, while prioritizing safety, comfort, and adherence to organizational standards. 

See also: Hotel Policies, Vehicle Policies, Dress Code, Drug & Alcohol Use

1. Travel Authorization: 
   1. All travel must be pre-approved by the employee’s supervisor or manager and in accordance with the organization’s travel budget and objectives. 
   2. Travel requests should include details such as purpose, destination, duration, estimated expenses, and expected outcomes.
2. Booking and Reservations:
   1. Travel and hotel arrangements should be made through the company’s designated travel booking platform and designated administrative assistant.  
   2. Once travel is approved, employees are encouraged to book flights and accommodations well in advance to secure competitive rates and availability.
3. Transportation: 
   1. Employees are encouraged to use cost-effective and environmentally friendly transportation options, such as economy class flights and public transportation, whenever feasible. 
   2. Rental cars or other transportation modes should be used only when necessary and authorized.
4. Accommodation Selection:
   1. Accommodation selections should balance comfort and cost-effectiveness, considering proximity to the destination, safety, and convenience. 
   2. Preferred hotel partners, if any, should be prioritized when making reservations. These include:
      • Marriott
      • IHG / Holiday Inn
      • Hyatt
      • Hampton Inn
5. Expense Management:
   1. Employees are responsible for managing their travel expenses within the organization’s budgetary limits and in accordance with established travel expense policies. 
   2. All expenses must be documented with receipts and submitted for reimbursement within 3 business days of return.
6. Per Diem and Meal Expenses:
   1. Per diem rates for meals and incidentals at $50 per day is provided. 
   2. Employees should exercise discretion when incurring meal expenses and adhere to established per diem limits.
   3. All expenses must be documented with receipts and submitted for reimbursement within 3 business days of return.
7. Miscellaneous Expenses: Reimbursable miscellaneous expenses, such as transportation to and from airports, baggage fees, and other travel-related costs, should be itemized and documented for reimbursement.
8. Communication and Itinerary:
   1. Employees should share their travel itinerary, contact information, and emergency contact details with their supervisor, manager, or designated colleague. 
   2. Regular communication with the office during travel is encouraged.
9. Reporting Incidents: In the event of travel-related incidents, accidents, or emergencies, employees should promptly inform their supervisor or manager and follow established reporting procedures.