Travel Expense Policy

OVERVIEW

This policy is in place to ensure that we have a clear and consistent set of boundaries for employees when traveling for business. As with all expenses, we follow a Spartan approach.

PURPOSE

The purpose of this policy is to describe the types of travel expenditures that are reimbursable, inform employees of their responsibilities to control travel expenses, and describe the process of filing expenses for reimbursement.

GUIDE

This guide is intended to aid the employee by setting forth guidelines and reporting requirements related to company expectations and IRS regulations.

All travelers bear responsibility for cost-effective business travel. Those responsible for approving travel expenses should carefully review and approve all Travel Expense Reports. Items not considered reimbursable should be brought to the attention of each employee. All non-Per Diem reimbursable expenses must have an itemized receipt attached.

DAILY PER DIEM

For employees traveling for business, the company provides a daily per diem for meals and incidentals, currently at a rate of $30.00 per day, to be reimbursed to the employee, post travel. The employee must complete the company Daily Per Diem Report form and submit it in a timely fashion in keeping with the parameters aforementioned in General Travel Policy above. The form clarifies the need for the employee to provide:

1. The business purpose of the trip.
2. The location of the trip.
3. The date(s) of the trip.

AIRFARE, LODGING, CAR RENTALS AND RIDESHARE

Approval for airfare and lodging expenses must come from the President, Vice President or CEO. It is expected that the traveling employee use good judgment to find the best pricing and book as far enough in advance as possible. For airfare, the company will cover 1 checked bag for flights.

In most cases, and at most locations, a company car is available. If a car rental is needed, this must be pre-approved by the President, Vice President or CEO. If an employee’s personal vehicle is used, the reimbursement rate will be at the discretion of the company.

Rideshare/Taxi’s needed are to be predetermined and approved by the President, Vice President or CEO.

ENTERTAINMENT

Any entertainment expenses must be approved in advance by the President, Vice President or CEO.

REPORTING

Travel expenses not associated with the Daily Per Diem must be submitted on a company Expense Report form with receipts, and approved in order to be reimbursed.

Receipts are not required for the Daily Per Diem, but a Daily Per Diem Report form must be submitted and approved in order to be reimbursed.

APPROVAL

All Per Diem Report forms and Expense Report forms must be approved by the President, Vice President or CEO. These must be submitted in a timely fashion in order to report expenses in the month that they occurred. Employees are expected to submit their forms within one week of a trip, two weeks for longer trips, and no later than 30 days.

Revised 05/04/2023