ContactUS Business Travel Policy
Business Travel Policy
Effective May 1, 2024
Security Classification: Confidential
Distribution: Authorized ContactUS staff only
This document contains valuable confidential and proprietary information of ContactUS. No part of this document may be transmitted or distributed, or copied, photocopied, scanned, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of the parties. If written consent is given, the same confidential, proprietary, and copyright notices must be affixed to any permitted copies as were affixed to the original.
Travel Authorization
All business travel needs to be pre-approved. Please complete the business travel preauthorization form and send it to travel coordinator (travel@contactusinc.com). Once approved by the COO or CFO, the travel coordinator will book the travel.
Travel Expense
Reimbursable Travel Expense
The following travel expenses, when reasonable and properly substantiated, are reimbursable:
- Air travel at the lowest coach or economy fare available.
- Baggage fee for one bag.
- Transportation costs to and from the airport and home, hotel, or office.
- Hotel or other lodging costs.
- Meal costs (breakfast - $10, lunch - $15, and dinner - $25). No documentation needed for per diem.
- Mileage reimbursement at $.55 a mile when a personal automobile is used for travel. The cost of gas is covered in the mileage reimbursement amount.
- Rental car costs when a rental car is necessary for travel. Mileage reimbursement is not applicable if rental car is used.
- Taxi fares, Uber, Lyft, and tolls when necessary for business transfers. The most costeffective option should be used.
Non-Reimbursable Travel Expense
The following are examples of expenses not reimbursed by the company: • Change fees due to personal reasons
- In-room movies or video games.
- Laundry and dry cleaning for travel.
- Newspapers and magazines.
- Toilet articles.
- Apparel purchases.
- Travel insurance.
- Parking tickets and traffic tickets.
- Car washes, oil changes, and other maintenance or repair services for personal automobiles used on business travels.
- Car washes for rental cars.
- Damage to an automobile being used for business travels.
- Insurance purchased from rental car company.
- Thefts of personal or company property from an automobile or hotel room.
- Personal entertainment.
- Other personal expenditures.
Additionally, unreasonably costly expenditures (e.g., meals at inappropriately expensive restaurants and room service meals) and alcohol purchases are not reimbursable.
Travel Advances
Travel advances are payments made before travel takes place. Travel advances are granted upon request when the traveler does not qualify for, or does not yet have, a corporate card. Travel advances will be allowed for per diem only ($10 for breakfast, $15 for lunch, and $25 for dinner). Submit the advance request along with the approved business travel pre-authorization form to accountspayable@contactusinc.com before the beginning of the trip. Per diem advances need to be repaid to the company for any meals purchased by the company.
Documentation Requirements
Documentary evidence, such as original receipts or paid invoices, is required for all expenses. Any undocumented expenses will not be reimbursed. Please note customer name, individual names, and purpose of the expense on the back of the receipt and attach to the expense report form. Please sign and forward the expense report form to your direct manager. After approval, the direct manager will forward to accountspayable@contactusinc.com. Any discrepancies between the expense report form and policy will be automatically denied and only an undisputed amount will be paid. Expenses greater than 60 days will not be reimbursed. For charges on corporate card, please send all documentary evidence to creditcard@contactusinc.com. Failure to turn in receipts within 7 days from purchase could result in revoking of company credit card and/or deduction from paycheck.
Types of Travel
Air Travel
Travel Arrangements
All airline tickets should be obtained through the travel coordinator (travel@contactusinc.com). All unused, refundable tickets should be returned to the travel coordinator for refund processing. All unused, nonrefundable tickets should be returned to the travel coordinator for future use.
Airfares
Air travel should be at the lowest coach or economy fare available that permits travel at reasonable times and with reasonable itineraries.
Frequent Flyer Award Programs
The company does not reimburse individuals for the use of frequent flyer miles or points to acquire airline tickets or hotel rooms.
Individuals may use frequent flyer miles or points earned through business travel for personal purposes (e.g., personal or family travel). There is no objection to employees using frequent flyer miles or points to upgrade from a reimbursable class of service to a higher class of service. However, where there is a monetary cost in upgrading or changing a flight, e.g., a charge to upgrade or a higher fare is required; such costs are a personal expense.
Membership dues in frequent flyer and similar award programs (e.g., American Express Membership Rewards Program) are a personal expense.
Automobile Travel
Mileage Allowance and Tolls
When it is necessary for individuals to travel by personal automobile, two or more people should travel in the same automobile whenever practical to reduce expenses. When a personal automobile is used to travel, the company will reimburse tolls paid and actual mileage driven at $.55/ mile.
Rental Cars
The travel coordinator (travel@contactusinc.com) will book all rental cars. Hertz should be used when available. Individuals renting for business travel should not rent a car larger than a full size, four doors unless the number of people travelling requires a larger car. Luxury vehicles should not be rented for business travel.
Refueling Charges
Rental car company charges for refueling the car upon return are very expensive. Individuals should make every effort to refuel the car before returning it.
Other Out-of-Town Expenses
Lodging
The hotel and type of room selected should be reasonable in cost and must be booked through the travel coordinator (travel@contactusinc.com). Personal credit cards should not be needed at check-in.
Lodging includes only the cost of the room and related taxes. Meal costs included on the hotel bill should be classified as “Meal.” Other business expenses, e.g., business faxes, included on the hotel bill should be accurately classified. Personal expenses included on the hotel bill, e.g., in-room movies, should be identified as personal expenses and should not be submitted for reimbursement.
Meals
Meal costs are reimbursed only when a trip necessitates an overnight stay or a full day’s travel. On the day of departure and the day of return a partial reimbursement applies depending on meals required while away from home. Partial-day meal costs for employees should not exceed $10 for breakfast, $15 for lunch, and $25 for dinner. The amount exceeding the allowed per diem will not be reimbursed. If a meal is purchased by the company, per diem cannot be claimed for reimbursement.
Transfers
Travel may entail the use of taxis, Uber, Lyft, buses, or other public transportation to go to and from the airport or for movement from one location to another. Reasonable transfer costs will be reimbursed.
When a personal automobile is used for transfer to an airport, the actual mileage incurred will be reimbursed at $.55/mile. Parking at the airport will be reimbursed. Automobiles should not be parked for extended periods at the airport unless the combined cost of mileage reimbursement and parking is less than other available transfer costs.
Gratuities
Gratuities paid while on business travel are reimbursed based on actual amounts expended. Gratuities are normally identified separately when paid to bellmen or airport porters. Gratuities for meals and public transportation are normally included in the expenses for these categories. Reasonable gratuities by category are:
- Meals 15% - 20%
- Luggage assistance $1/bag
- Public transportation 15% - 20%