Travel (en) v2

The main ideas from this information are: - There is a voiceover software for creating high-quality voiceovers. - Employees can keep all travel rewards for personal use but cannot expense enrollment or participation in rewards programs. - Employees cannot expense travel, meal, or living expenses when working from home or within 90-90 miles of their regular work location. - Travel frequency varies based on position in the company. - Employees are responsible for personal travel expenses and must book their own tickets. - Expenses for business-related travel can be reimbursed, but there are limits and restrictions on meals and lodging. - The company will pay for a return trip home after two consecutive weeks of out-of-town travel. - Meals can only be expensed during work days involving travel more than 90-90 miles from an employee's residence or regular work location. - Preferred lodging is mid-size business class chains, but non-preferred supplier rates can be reimbursed under certain c 6. Travel introducing the ultimate voiceover tool for professionals and amateurs, a powerful and easy-to-use software that lets you easily create high-quality voiceovers. As a benefit to the employee and as a courtesy for required travel, employees are allowed to keep all frequent travel rewards, airline miles, credit card points, hotel rewards, repeat customer rewards, and all such program amenities for personal use. The cost of enrollment, renewal, or participation in any such program is not able to be expensed. Any discounts received for participation in rewards programs shall be passed on to the company, i.e., a discounted hotel room for repeat business. Any vouchers received are able to be used for personal purposes, but not able to be redeemed for cash equivalency for business purposes, i.e., if you use a voucher for a free rental car day for business purposes, the company will not reimburse you the value for that day. Employees shall not be eligible to expense travel, meal, or living expenses when working from their own homes, office locations, or a customer location that is within 90-90 miles of the employee's residence or regular work location. 6. Travel time. Travel to and from an employee's residence to a regular work location or office location is not able to be considered an on-duty time and shall not be included on a time card. Employees are able to claim a portion of travel from their residence to a non-regular work location, customer site, airport, or other, but not the portion which would normally be spent traveling to a regular work location. Figure 1. Travel time examples. If an employee travels 25 miles and 30 minutes from their residence to their regular work location or office location, the first 25 miles of travel distance and 30 minutes of time to a non-regular work location is not able to be considered an on-duty time and shall not be included on a time card or expensed as mileage. Per Figure 1, travel time and distance in the red circle are not able to be included. Travel time and distance outside of the red circle, anywhere in green and beyond, are able to be included. For an example, referring to Figure 1, employee home is 25 miles and 30 minutes from the APS Anaheim office. Travel to and from home to office is not able to be billed to the company. Travel time from home to John Wayne Airport is not able to be billed as it is within the red circle within the standard commute time and distance from the employee home to the office. A portion of the travel time from home to Long Beach Airport is able to be billed. The time and distance outside the red circle in excess of the standard commute time and distance is able to be billed. Once the employee reaches the edge of the red circle in Figure 1, the employee can clock in and be paid. Travel time from home to job site A is not able to be billed as it is within the red circle within the standard commute time and distance from the employee home to the office. A portion of the travel time from home to job site B is able to be billed and the time and distance outside the red circle in excess of the standard commute time and distance are able to be billed. Once the employee reaches the edge of the red circle in Figure 1, the employee can clock in and be paid. 6.2 Frequency of Travel. Travel is required of most company employees. The frequency of travel is typically based on position in the company. The table below outlines general travel requirements per position although requirements for any individual employee may vary. Travel frequency, position or title, general travel requirements, frequent, manager and above, service technician, sales, more than one trip per month of more than a hundred and twenty-five miles from the home terminal, more than one round-trip flight per month, more than five nights away per month, occasional, sales, at least one trip per six months up to one trip per month of more than one hundred and twenty-five miles from the home terminal, at least one round-trip flight per six months up to one per month, at least five nights away per six months, infrequent, accounting, customer service, safety committee representative, service support, up to one trip per six months of more than a hundred and twenty-five miles from the home terminal, up to one round-trip flight per six months, less than five nights away per six months, local, warehouse coordinator, administrative, unlimited driving trips of not more than two hundred miles from the home terminal, no flights, no nights away from home, table one, general travel frequency by position, 6-3, combining business travel with personal travel. Each employee is responsible for the cost of extending or interrupting a trip for personal convenience. You are required to book your own tickets for personal weekend travel. If there is an incremental cost, the employee shall use their own payment means and not use a company credit card. The cost of the business portion of the travel is able to be expensed. The standard receipt and reporting requirements of generally travel and entertainment costs are confined to those expenses of the employee and business guests. However, under limited circumstances, it may be appropriate for bona fide business purposes which are directly attributable to company business and are necessary to the conduct thereof for a spouse, partner, significant other, or family member to be entertained at company expense or to accompany the employee on a business trip. However, written prior approval by senior management is required and must be submitted with the expense report. The company reimbursed expenses incurred for a travel partner without a direct business purpose, which will be reported as income on the employee's W-2. 6.4 Travel Reimbursement Eligibility. Travel expenses are authorized on all full days of travel. For the first or last day of a business trip in excess of one one-day, expenses are authorized as follows. For all work days up to 6-6 hours of billable time, meals up to a total of $35-$35 may be expensed. For all work days 6-6 hours of billable time or longer, meals up to a total of $65-$65 may be expensed. Meal allowances are not considered a per diem expense. Employees are able to expense actual costs up to the limit stated. Receipts are required for all expenses regardless of the dollar amount. Travel for business may involve extended work more than 90- 90 miles from an employee's residence or regular work location, which is considered out-of-town travel. The company will pay for a return trip home and back to the work location after each two consecutive weeks of out-of-town travel. Employees are allowed to return home at their discretion during an extended work trip on any days where they are not required to work, but all travel costs including airfare, gas, vehicle mileage, and travel time are not reimbursable expenses. 6.5 meals without customers. Meal limits include a combination of meals, snacks, non-alcoholic beverages, taxes, and tips. Employees are allowed to expense actual meal costs. Meals are only able to be expensed during work days involving travel more than 90-90 miles from an employee's residence or regular work location. The following restrictions apply. Alcohol is not able to be expensed. Alcohol shall not be billed to the company credit card for reimbursement by the employee to the company. If the total meal costs for a day exceed the limits, the cost shall be paid for by the employee at the time of the transaction and not billed to the company credit card for reimbursement by the employee to the company. It is not acceptable to save up meal values and apply them to a subsequent day, i.e. expensing $0 for two days does not allow an additional $130 to be expensed on day three. Skipped meals or expenses lower than the limits stated have no cash value and will not be reimbursed to an employee. It is acceptable to purchase meals for multiple days at the same time, i.e. groceries for the week. Indicate the number of days of meals purchased and the total expense will be averaged over the number of days. Total meal limits per day still apply. 16 in-town meals. Meals while in town are generally not able to be expensed. If not traveling and there is a necessary reason to purchase meals for fellow employees, note the reason for the expense on the expense submittal and include a list of employees who participated. Prior approval by management is required to expense in-town meals. 6.5 out-of-town meals. The amounts allowed for meals are not intended to cover the entire cost of a meal taken while in travel status. The amounts are calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and the cost of a meal prepared at home. 653 single-day travel meals. Employees traveling in excess of 90 miles away from their residence or regular work location for a single business day are allowed to expense up to $35. If the business day concludes more than 10 hours after the beginning of a shift, the employee may expense up to the full $65. 6.6ing. The company preferred lodging is mid-size business class chains. Approved lodging rates shall be the local rate of Best Western, Holiday Inn, or equivalent and be considered the preferred supplier rate. Employees may stay at their desired room supplier. Non-preferred supplier rates will be reimbursed for an amount of 100%, 100% of the base cost of the equivalent single standard room with a private bath offered by a preferred supplier. Non-preferred supplier rates are able to be expensed under any of the following. There is no preferred supplier or equivalent hotel in the area. The employee is attending a conference, seminar, or training which has its own negotiated rate. 6.1 room type. The reimbursement for lodging will only be provided for a single standard room with a private bath. Should other room types be required or should multiple employees share a room, the overall cost per person per night shall not exceed that of a single standard room per person. 6.62 private lodging. Employees who stay with friends or relatives or other vendors or employees while on a company business trip will not be reimbursed for lodging. Employees are able to expense a gift in lieu of lodging expenses to their host. The expenditure made is to reciprocate their hospitality by buying groceries, being hosted at a restaurant, or other in lieu of expenditure. The in lieu expense is limited to $35, $35 per night of lodging and a receipt shall be submitted for any such expense. Airbnb and similar lodging providers are able to be expensed provided a business receipt is provided. 6.3 location. Lodging locations shall be selected which are within a reasonable distance to the business site location for the trip. Should amenities such as restaurants not be available close to the business site location, it is acceptable to lodge where such amenities are available. Should an employee select a lodging location not within a reasonable distance to the business site location for the trip, the extra travel time to and from the lodging is not able to be considered an on-duty time and shall not be included on a time card. 6.7 transportation. The company provides fleet insurance for authorized operators of company-owned, leased, or rented vehicles. In the event of an accident, the order of insurance listed in the table below shall be presented and used. Vehicle type, liability claims, property claims, owned, company fleet insurance, company fleet insurance, rented, service such as box trucks, company fleet insurance, company fleet insurance, company fleet insurance may cover additional costs. Rented, such as passenger autos while traveling, company fleet insurance, company fleet insurance, leased, company fleet insurance, company fleet insurance, personal, employees personal insurance, company fleet insurance may cover additional costs. Employees personal insurance, company fleet insurance may cover additional costs. Table 2. Insurance for personal or company-owned, rented, or leased vehicles. 671 airfare, boat fare, or other travel port. Electronic tickets should be used unless there is a legitimate business need for a paper ticket. The cost to print a paper ticket is not able to be expensed if electronic tickets are available. Employees shall select the lowest logical fare, fares available in the market at the time of booking. Employees shall book coach class fares for all travel at all times. First class bookings are not reimbursable. Employees electing to book a higher class fare are allowed to expense up to the equivalent coach fare amount. Employees may book business class when a single segment of flight time, in-air time, excluding stops, layovers, and ground time, is greater than 7-7 hours, or all segments of flight time, in-air time, excluding stops, layovers, and ground time, is greater than 11-11 hours. If business class tickets are booked for international travel, all domestic legs are allowed to be booked as first class. Non-refundable fares shall be purchased whenever possible. The use of any privately owned or rented craft for business travel is not able to be expensed. 6.7111, Advanced Purchase. Book air travel as far in advance as possible. To take advantage of advanced purchase fares, 14 days is expected, 6-7-2, baggage fees. Employees are allowed to expense one one personal bag for business trips. If a business trip is 6-6 consecutive nights or longer, the employee may select between expensing one one additional bag, or expensing laundry or cleaning services. All tools, materials, business equipment, and marketing supplies, baggage fees are able to be expensed. 6-713, In-Flight Purchases. Purchases of in-flight food are able to be expensed and considered a meal expense. In-flight entertainment and alcohol are not able to be expensed. In-flight internet access is not able to be expensed unless required during a business emergency. 7.6-7 or Vouchers. If you are unable to make a connecting flight because the first flight has been delayed or canceled for any number of reasons, inquire about vouchers supplied by the carrier for overnight stays and meals. Airlines are not required to pay for hotel expenses if flights are canceled due to circumstances beyond their control, such as weather. Meal, lodging, and parking costs due to delayed or canceled flights are able to be expensed. If you receive compensation, monetary or voucher, due to voluntary or involuntary removal, bumping from a flight while on company business, the compensation may be retained by the employee if no additional cost to the company is incurred. Meals, lodging, transportation, or other, if removal from a flight results in an additional cost to the company, the compensation shall be returned to the company. Returned compensation shall be itemized on the expense submittal. 6.72, Ground Transportation. Taxis, ride share, airport and hotel shuttles, public transportation, and alternatives are approved expenses. If an employee uses a more expensive ground transportation option, the employee may only expense the comparable taxi fare rate. 6.73, Rental Vehicles. Rental cars are allowed when there is a large amount of anticipated travel at a business destination. It is preferred to use free airport or hotel shuttles or other forms of ground transportation if available and convenient at the business destination. Intermediate, midsize, standard, or smaller cars should be used for all rentals. If business circumstances require the use of a different vehicle, the exceptions should be explained when the invoice for the expense item is submitted. The following optional insurance items are at the discretion of the employee and at the sole cost to the employee. The following items are not able to be reimbursed. Collision Damage Waiver U, Lost Damage Waiver, Extended Liability Coverage or Supplement Liability Insurance, SLI, Personal Accident Insurance, PAI, Personal Effects Coverage, Personal Effects Provision, PEP. Rental vehicles shall be inspected for damage prior to departing the parking lot. All existing damage shall be noted on the rental agency's paperwork. Any damage to the vehicle which is determined to not be consistent with the business use of the vehicle shall be the personal responsibility of the vehicle operator. Rental vehicles shall be refueled before returning to the rental company. Prepaid fuel or refueling charges at the time of return are not reimbursable. Rental company fueling charges for short trip rentals are not able to be expensed. A fuel receipt must be provided to the rental agency. Employees are not insured against damage to the rental vehicle if the operator violates any of the material terms of the rental agreement as determined by the company, including but not limited to abusing the vehicle, driving without a valid driver's license, driving the vehicle recklessly, or driving under the influence of alcohol or drugs. 6.74 personal vehicle. When the use of a personal vehicle is required, the currently applicable IRS mileage rate for miles driven for the business portion of the trip shall be the maximum used to determine the amount to be reimbursed. Actual miles are driven. Less normal commuting miles, the miles traveled between your home and regular place of work, will be reimbursed. Actual fees, including parking and tolls, and less normal commuting fees, the cost to travel between your home and regular place of work, will be reimbursed. The employee shall submit a mileage reimbursement form to the company for reimbursement. The form shall include the vehicle odometer readings or the reimbursed value will be reported as income on the employee's W-2. An employee who uses a personal vehicle for business purposes is expected to provide minimum levels of coverage on that vehicle, currently defined as bodily injury, $100,000, property damage, $300,000, medical coverage, $50,000 on that vehicle. The company may require proof of insurance from any employee who uses a personal vehicle for business purposes. The company may require and conduct a motor vehicle record, MVR, check, on a periodic basis for any employee who uses a personal vehicle for business purposes. The company may share the MVR with its designated representatives and agents, including, but not limited to, the company's insurance carrier who may use driving record information for the determination of insurability under the company's policies. The company shall use its discretion in determining a satisfactory MVR on a case-by-case basis. An excessive number of violations or any number of major violations is grounds for an unsatisfactory MVR. The company shall not reimburse for any expenses related to personal vehicles, regardless of business use, including, but not limited to, cost of fuel, repairs, maintenance, washes or detailing, insurance, business or otherwise, or other. 6.7 of tolls and fees. Transportation-related toll charges incurred while on company business are reimbursable. Fees associated with toll passes for rental vehicles are reimbursable. Six, parking. Employees are expected to use good business judgment in selecting parking facilities for their personal auto or rental car. Both the parking facilities and the rates for those facilities should be reasonable. If parking is necessary at a travel port, employees must use long-term parking facilities. Additional costs for short-term, valet or covered parking are not able to be expensed. For business trips in excess of 48-48 hours, off-site parking facilities should be used if the rate is less than the travel port. The company retains no liability whatsoever for any damage, theft, or other action taken against an employee's personal or rental vehicle and will not reimburse the employee in any manner other than the approved and customary expenses outlined in this policy. 6.7. 7. Company-owned, leased, or rented vehicles. Company-owned vehicles are those vehicles for which the company holds the vehicle title or, through the use of a bank or other lender, is making payments to hold the vehicle title. Company-leased vehicles are those vehicles for which the company has entered into a lease. Company-rented vehicles are those vehicles that the company rents for business purposes and are typically not assigned to any individual driver. Company-rented vehicles typically include special-use vehicles for the service department, including, but not limited to, box trucks, flatbed trucks, or specialty vehicles such as off-road vehicles. The class of vehicles typically does not include passenger vehicles rented directly by employees while traveling. Costs related to the proper maintenance, repair, safety, operation, and cleanliness of company-owned vehicles are able to be expensed. All maintenance or repairs in excess of $125, $125, shall be approved by management prior to scheduling or purchase. The company may require and conduct a motor vehicle record, MVR check, on a periodic basis for any employee who uses a personal vehicle for business purposes. The company may share the MVR with its designated representatives and agents, including, but not limited to, the company's insurance carrier, who may use driving record information for the determination of insurability under the company's policies. The company shall use its discretion in determining a satisfactory MVR on a case-by-case basis. An excessive number of violations or any number of major violations is grounds for an unsatisfactory MVR. Personal use of company-owned, leased, or rented vehicles are prohibited without prior permission from executive management. If permission is granted, the employee assigned to the vehicle shall be the only driver allowed to operate the vehicle. In all other cases, use of the company vehicle is limited to travel to and from work and work-related events. Any errand or travel that is not directly work-related is considered personal travel. The vehicle is not to be used for personal or entertainment purposes. 678 Citations and Safety. All citations, including parking, speed, mobile device, and DOT, are the personal responsibility of the vehicle operator. The company encourages employees to drive in a safe and courteous manner, avoid speeding, and park in legal stalls. The company does not allow or require the use of a handheld mobile device while operating a motor vehicle. The company, at its discretion, may require any employee who operates a motor vehicle on public roads on behalf of the company to attend and pass a defensive driving program. Such a program may be offered by the company or a third-party provider. 6.8 Communications. Eligible employees are provided with a company cellular phone. Individual, personal, or home phone expenses are not able to be expensed. Internet service, while traveling, is able to be expensed when there is a reasonable business purpose. Upgraded internet access for a higher speed connection, when a lower cost or free service is available, is not able to be expensed. Internet service at your home or place of residence is not able to be expensed. 6.9 Laundry and Cleaning. Reasonable laundry and cleaning charges during business trips of six, six, or more consecutive nights are able to be expensed based on actual expenses incurred. If an employee elects to expense additional baggage fees for extended trips, the cost of laundry or cleaning service is not able to be expensed. 6.10 Gratuities and Tips. Gratuities and Tips are an approved expense and should be appropriate and reasonable for the location, service level, and local protocol, and should not exceed 20 percent of the total bill before tax. Incidental tips, if reasonable, appropriate, and business-related, for which a receipt is not available, may be entered on an expense report, i.e., porter tips at a travel port. 6.11 Miscellaneous Expenses. 6.11 One Clothing. Refer to Section 4.7. If a business trip is extended during the trip, is not the fault of the employee, and is required for business purposes, additional clothing items may be expensed, i.e., a three-day trip is extended two days, additional underwear and socks may be purchased. If laundry services are available, accessible, and are able to be provided in a timely fashion, it is preferred to have clothing laundered versus purchasing additional clothing. 6.11 Two Personal Care Items and Toiletries. Personal care items, such as makeup, shampoo, conditioner, toothbrush and toothpaste, shaving supplies, nail care, lotion, and other personal products, should be provided by the employee. Should an item be forgotten, it is expected to use the items available at the place of lodging. The front desk of most hotels carries a variety of items. Expensing of personal care items and toiletries will be reviewed on a case-by-case basis if submitted on an expense report. 6.3 Incidentals and Sundries. Incidentals are able to be expensed up to five dollars, five dollars per day of travel. Incidentals include tips and gratuities to porters, hotel staff, and other personal service employees pursuant to Section 6.10. Sundries are able to be expensed if forgotten during travel and may include such items as items confiscated by TSA if generally required for travel, over-the-counter medicine for headaches, colds, or other ailments, single-use pens for stain treatment, personal wipes, and deodorant, napkins and utensils for meals purchased at a grocery store or other place with meals not ready to eat, 6.12 Loss or Damage to Personal Property. The company assumes no responsibility for loss or damage to an employee's personal property or personal vehicle during business travel.