• Air transportation is allowed for all travel that would be in excess of six hours drive time
• All flight legs with less than 8 hours must be booked in coach/economy class, flights with legs greater than 8 hours are allowed to . be booked in business class.
• All flights must be booked using lowest logical fare and carrier operating to/from airport providing the lowest total travel time.
• Travel must be booked a minimum of ten days in advance.
• Traveler is to purchase a non-refundable ticket if the flight needs to be modified due to a change in business needs, the ticket . exchange fees are also a reimbursable expense when explained with a receipt.
• Baggage fees charged by air carriers may be expensed if Travelers find it necessary to check their baggage.
• In-flight meal and beverage purchase are not included in airfare, they are treated as meals and incidental expenses.
• In-flight internet service is not reimbursable unless pre-approved per section 5.1.
• Travelers retain their frequent flyer miles for all business travel, however selection of airline carriers, unnecessary travel or more . expensive accommodations solely for the purpose of obtaining frequent flyer miles is not permitted and will not be reimbursed.
• Under no circumstances will a traveler be reimbursed for personal frequent flier miles used while on company business.
• Combining business and personal travel is not permitted.

• Travelers are to use the lowest cost option when determining which method of ground transportation to select for travel (taxi vs . rental car vs personal car vs rideshare service)
• All rental car reservations must be made through one of the following rental car agencies: Enterprise, Avis, Budget, Hertz, . National, Alamo.
• Travelers should rent mid-size/intermediate vehicles. Insurance and upgrades (in class or add-on features) are not reimbursable . expenses.
• Travelers must refuel the rental vehicle prior to its return to avoid excessive fuel surcharges.
• Traveler will not be reimbursed for any losses, repairs, or deductible they may be required to pay as a result of theft or damage to . a vehicles or personal belongings while on business travel or during the course of a daily commute.
• Traffic citations issued while operating vehicles during business travel are the traveler’s responsibility and will not be reimbursed.

Reimbursement will be for the actual and reasonable parking expenses during business travel, following these guidelines:
• Airport parking for more than 24 hours should be in private, off-site lots which are at a reduced rate from onsite airport parking.
• Valet parking is not reimbursable unless it is the same/lower cost as self-parking, or there are no self-parking options available.
• Traveler should utilize airport parking unless it is cheaper to take a taxi to/from the airport to the traveler’s home location.

• Lodging to be booked using the lowest logical nightly rates across major hotel chains and home/condo rental companies.
• Only standard, single rooms are permitted.
• Traveler is to coordinate with the client on preferred hotels in the area and attempt to obtain their corporate rate.
• It is the Traveler’s responsibility to cancel a guaranteed room reservation, excess amounts are not reimbursable unless . circumstances are outside the travelers control.
• Hotel internet service is reimbursable expenses when not included in the hotel rate, premium service or upgrade fees for faster . service are not reimbursable.

M&IE are reimbursed per the guidelines listed in the US GSA website, regardless of the actual cost of such expenses.

• Laundry and dry cleaning expenses are reimbursed only for trips in excess of seven (7) consecutive working days.
• Reimbursable costs are only to include the clothing soiled during the trip.
• Ironing expenses are only reimbursable for outer wear.

The following expenses are not approved for reimbursement are part of this travel policy:
• Telephone expenses
• Tipping for services such as maids and shuttle drivers
• Health clubs/gyms usage
• Airport lounge memberships
• Dues, contributions, or subscriptions
• Recreational expenses
• Home expenses such as family or pet care
• Personal items
• Home maintenance such as lawn care, snow removal, or pool maintenance
• Repair or replacement of personal property due to wear/usage, loss, theft, or damage
• Replacement of personal property due to delayed or lost luggage.
• Personal courtesies or gifts such as flowers, fruit, liquor, candy, etc.
• Traffic tickets or other vehicle citations.
• Computers and computer software
• Host gifts to friends or relatives in lieu of hotel accommodations
• In-flight internet
• Lodging amenities such as high speed/premium internet, minibar, movies, recreational/health/gym facilities, giftshop, etc.

• Air transportation – include copy of itinerary that includes pricing.
• Checked baggage.
• Parking
• Taxi – to/from location required for each trip
• Rental car – detailed receipt identifying daily rate and proof there are no upgrades or insurance purchased.
• Lodging – daily itemization of rate and tax information.
• Laundry – itemization must be shown on receipt, or on accompanying documentation.

• Air transportation – include copy of itinerary that includes pricing.
• If there are no required receipt details noted in 5.3.1 above for the expense, a credit card receipt or screen shot from a credit . card app/website showing date, location, and price is acceptable.
• If there are no required receipt details noted in 5.3.1 above for the expense, an official receipt from the provider is required . which contains date, location, price, and the required receipt details.

Note: A restaurant tear-away “stub” is not an acceptable receipt. (Note: A tear-away “stub” is the . perforated portion of a restaurant check you can detach (tear off) from the main check to use as a receipt. They are usually blank and hence are not an acceptable form of receipt). You must provide the printed detailed cash register or credit card receipt.