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Workplace Technologies Research Inc Employee Handbook
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Business Travel Expenses WTRI will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Chief Financial Officer.
Employees whose travel plans have been approved should make all travel arrangements through WTRI's designated travel agency.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by WTRI. Employees are expected to limit expenses to reasonable amounts.
Expenses that generally will be reimbursed include the following:
* Costs of meals, in accordance to the Federal Approved Rates (FAR) for current year & by state.
* Airfare or train fare for travel in coach or economy class or the lowest available fare.
* Car rental fees, only for compact or mid-sized cars.
* Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel.
* Taxi fares, only when there is no less expensive alternative.
* Cost of standard accommodations in low to mid-priced hotels, motels, or similar lodgings.
* Tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare.
* Charges for telephone calls, fax, and similar services required for business purposes.
* Charges for laundry and valet services, only on trips of five or more days. (Personal entertainment and personal care items are not reimbursed.)
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by WTRI may not be used for personal use without prior approval.
With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such nonbusiness travel are the responsibility of the employee.
When travel is completed, employees should submit completed travel expense reports within 7 days. Reports should be accompanied by receipts for all individual expenses.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment, which may also include:
*Reimbursement
*Witholding pay
*Fines
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