EH Team Travel Policy

Purpose

As employees and contractors (Team Member(s)) of EH Solutions travel for the company, they will be reimbursed for their travels and lodging. This document is to provide guidance on traveling and reimbursements.

 

Definitions

POV – Personally Owned Vehicle

GSA Rates – These are rates released by the U.S General Services Administration (GSA) on typically an annual basis, these can be found here:

https://www.gsa.gov/travel/plan-book/per-diem-rates?gad_source=1&gclid=Cj0KCQjwzZmwBhD8ARIsAH4v1gUeELyjADbQXSDnbktT9Vt5DfG_VpBMFmS72frcNXNaRkauu4VqLgEaAmkHEALw_wcB

Place of Residence – Where a Team Member typically works from

Place of Event – Where the event, such as a dinner, conference or training is taking place.

Transportation Hub – Main buildings where people go to take long-haul transactions options, such as airports and train stations.

Resting Place – Where a Team Member sleeps overnight, such as n hotel or an AirBnB, etc

 

Reimbursable Expenses

When Place of Event is less than 50 miles from Place of Residence, the following will be reimbursed:

      1. Getting to and from Place of Residence to Place of Event (Mileage at the GSA Rate for use of POV)
      2. Taxi, ride-share of other related mode of transportation up to $100 (total)
      3. Parking (up to $25 per day of event)
      4. If there are multiple Places of Events on one trip, the one farthest away from the Team Member’s Place of Residence will be used in the >/< 50-mile calculation.

 

When Place of Event is 50 miles or more from Place of Residence, the following will be reimbursed:

1. Getting to and from Place of Residence to Transportation Hub

      • Mileage at the GSA Rate for use of POV
      • Taxi, rideshare of other related mode of transportation up to $100 (total)
      • Parking (up to $25 per day of event)

2. Transportation Hub

      • Airplane or train tickets up to $500 (total)

4. To/From Transportation Hub to Hotel to resting place

      • Taxi, rideshare of other related mode of transportation up to $100 (total)

4. Resting Place

      • Per number of day(s) of Event, up to GSA Rates

5. To/From Resting place to Place of Event

      • Taxi, rideshare of other related mode of transportation up to $100 (total)

6. Parking at Place of Event

      • Up to $25 per day (total)

7. Rental Cars

      • The cost to rent a vehicle up to $100 per day(s) of Event.
      • To/from rental car facility from Place of Rest and/or Transportation Hub-Taxi, rideshare of other related mode of transportation up to $100 (total per trip)

8.   If there are multiple Places of Events on one trip, the one farthest away from the Team Member’s Place of Residence will be used in the >/< 50-mile calculation.

 

 

 

Example: 

John Doe lives in DC.  He is attending a 2 day event in Florida. He can submit reimbursement for the following:

1. Use of his POV to/from his house to the airport at the GSA rate for mileage

2. The cost of parking at the airport, up to $25 per day = $50 total

3. The cost of the airplane ticket to and from Florida, up to $500 total

4. The cost of the hotel for 2 nights, up to the GSA rate

5. Cost of a rental car for 2 days, up to $100 per day = $200 total

6. Cost of Uber to and from the rental car facility to the airport, up to $100 per day = $200 total

 

Reimbursement Process

To be reimbursed, a Team Member must provide a receipt and narrative for receipt.

All other expenses not covered above MUST have written approval from a supervisor.