Page 37 - CORE Handbook

Section: General Practices Business Expense Reimbursement
Purpose:
Core, LLC will reimburse employees for all necessary and reasonable travel expenses related to the normal conduct of business. To administer uniform guidelines for reimbursement of business related travel, meals, and entertainment expenses, the following policies and procedures have been established. While this policy provides many answers and useful guidance, it cannot address every possible situation. If you have any questions regarding the business nature and/or reimbursement of such expenses, check with your supervisor before you commit to spending any funds. The most useful guide to cost effective business travel is to spend money as if it were your own.
Auto Allowance/Mileage:
Employees receive reimbursement for direct business mileage. Employees receive direct mileage reimbursement based on an evaluation of the use of their personal automobile for purposes of conducting Company business. Expenses are paid upon submission of a signed and supervisor approved expense report. Items listed below are required for all mileage reimbursements:
Current odometer reading (prior to and following travel) All travel times, whether reimbursable or not
Dates of travel
Name of related job
Nature of travel
Core, LLC reserves the right to investigate any mileage claims filed past or current.
Car Rentals:
Core, LLC has a preferred relationship with a car rental agency Hertz offering discounted rates and direct billing. Employees should use this agency whenever possible when making reservations for both in-town and out-of-town rentals. Core, LLC suggests the use of mid- size vehicles unless a larger vehicle is necessary and justifiable for business purposes. Collision and liability insurance coverages should be purchased when renting a car for domestic business purposes. The car rental needs to be made in both the name of Core, LLC and the name of the employee to be covered by the Company’s insurance. Core, LLC’s insurance carrier Praetorian Specialty Insurance Company should be contacted immediately in the event of any accident or damage with a rented vehicle.
Air Travel:
Reservations for all domestic air travel can be made by the employee either online or directly with the various airlines. It is expected that employees make every effort to minimize the cost of air travel, including considering Saturday night stays or departures out of airports. For any tickets employees attach to their expense report a copy of the search results that show the lowest fare available. All trips involving a Saturday night stay must be pre-approved by the employee’s manager.
Core, LLC – Updated: 7/2/2014 37