Travel and Expense Reimbursement Policy
It is CIE Policy to reimburse employees for ordinary, necessary, and reasonable expenses when directly related to the transaction of CIE business. Expenses must be approved prior to being incurred. Only expenses with prior approval will be reimbursed. Once approved, ensure you acquire documentation for all expenses. This policy applies to all CIE employees and contractors who incur reasonable and authorized expenses on behalf of CIE.
Documentation
Requests for reimbursement of expenses must be submitted on the appropriate expense reimbursement request form. Each expense shall be separately identified. Forms shall be dated and signed by the employee.
Original receipts are required for all expenses. Requests for exceptions to this policy should document extenuating circumstances and be approved by the Director.
The organization complies with IRS regulations regarding substantiation of expenses. This substantiation must include the following information:
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1) Amount of the expenditure;
2) Time and place of expenditure;
3) Business purpose of the expenditure; and
4) Names and business relationships of individuals other than the employee for whom the expenditures were made.
Reimbursable Expenses
The following are reimbursable expenses as long as they are pre-approved by the Director and are for business purposes only:
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● Lodging charges and related tips
● Airfare, train fare, bus fare, taxi cabs, and related tips
● Meals, including tips between 15-20% (use of per diem limits apply)
● Charges for internet connectivity at a hotel or motel
● Car rental expenses
● Personal mileage, if using own vehicle for business purposes to locations away from the office
● Conferences and convention fees
● Business center costs (i.e., printing, copying, faxing, etc.)
Personal Vehicles
Employees who use personal vehicles for business purposes are required to have a valid driver’s license and at least the minimum insurance coverage required by law. Mileage will be reimbursed at the currently allowable IRS rate. Miles submitted for reimbursement should be net of any normal commuting miles. Primary insurance for employees who use their personal vehicles for business purposes shall be through their own personal automobile insurance policy and will be responsible for any damage to the vehicle, as well as for liability. The expenses related to gasoline consumed by personal vehicles are the responsibility of the employee. The owner/driver of the vehicle is responsible for all parking fines and moving violation tickets.
Rental Cars
It is expected that reservations will be made for a compact vehicle, depending on the type of travel. Occasionally a mid-size vehicle may be appropriate when more than one employee will be using the vehicle. The cost of premium, luxury or four-wheel drive vehicles will be charged to the employee renting the vehicle and reimbursement will be made at the compact or mid-sized rate as appropriate.
Employees are expected to accept “Loss Damage Waiver” coverage so that any damage to the rental car is covered with no deductible. Employees driving rental cars for business purposes will have liability coverage under the Organization’s business liability policy.
Air Travel
All employees are expected to travel coach class and are encouraged to search for the lowest available restricted but changeable fare, rather than the fully refundable fare. Personal frequent flier credits may be used to upgrade travel class; however, no reimbursement will be made and no contribution recorded on behalf of the employee for the business use of frequent flyer credits.
The cost of cancelling and/or rebooking flights is not reimbursable unless it can be shown that it was necessary or required for legitimate business reasons (such as a changed meeting date). All unused airline tickets are to be returned to the CFO promptly. Employees must identify and pay for all personal flights, even if such flights are incorporated into a flight schedule that serves business purposes.
Lodging
Prudent judgment should be used when selecting a hotel or motel. A single room with a private bath in a moderately priced business class hotel or motel is the Organization’s standard. For all lodging expenditures, hotel receipts must be submitted; credit card charge slips do not represent adequate supporting documentation.
The Organization will not reimburse an employee for separate travel costs associated with his/her spouse or partner. However, the cost of a shared hotel room need not be allocated between an employee and his/her spouse or partner for purposes of this Policy.
Procedure
Submit approved expenses by submitting a single pdf file to Gusto. The file should include:
● Receipt(s)
● Expense form
