Page 279 - 2021-2022 New Hire Benefits

REIMBURSEMENT FOR TRAVEL (conferences/school business)
Travel and Entertainment Policy
Renbrook expects its employees to travel and entertain in an appropriate, safe, and efficient manner, and to
use reasonable efforts to take advantage of any discounts or other available cost savings. Remember, money
saved in this area can be used for other educational opportunities to benefit students, faculty and staff.

Renbrook expects employees to:
• Exercise discretion and good business judgment with respect to expenses incurred
• Be cost conscious and spend Renbrook’s money as carefully and judiciously as the individual would
spend their own funds
• Report expenses, supported by required documentation and receipts in a timely manner, following
Renbrook’s purchasing procedures described above.
• All trips involving air travel and overnight stay must be approved in advance

1. Expense Guidelines
Conference/Workshop Attendance – Requires supervisor approval. Registration should be done in
advance. When available, “Early booking discounts” should be used. Late registration fees will not be
reimbursed without supervisor approval.

Overnight Lodging - Employees traveling to conferences/workshops on behalf of Renbrook may be
reimbursed at the single room rate for the reasonable cost of hotel accommodations. Convenience, safety,
the cost of staying in the city in which the conference/workshop is located shall be considered in
determining reasonableness. Employees are encouraged to stay at the hotel in which the conference is
located. Deluxe or Luxury hotel rates will not be reimbursed. Travelers should request the educational
discount rate at all hotels.

Out of Town Meals -Employees traveling to conferences/workshops on behalf of Renbrook are
reimbursed for the reasonable and actual costs of meals (including tips), subject to review/change based on
location.

Guidelines for meal costs – Breakfast $15, Lunch $20 and Dinner $30.

The School will not reimburse employees for expenses of a personal and/or entertainment nature including,
but not limited to: alcoholic beverages, movies, dry cleaning, recreational fees, health club fees, airline
clubs, hotel clubs, spa services and toiletries.

Use of Personal Vehicles -Employees will be reimbursed for use of their personal vehicle when used to
attend an approved conference/workshop at the IRS approved per mile rate. Parking and toll expenses will
be reimbursed. The cost of parking tickets, fines, and car washes will not be reimbursed. Please see the
Business Office for the current rate. The school will require proof of insurance when personal
vehicles are used for school business.

Ground Transportation - Employees are expected to use the most economical ground transportation
appropriate under the circumstances and should generally use the following, in order of safety and cost:
Hotel Courtesy Cars, Airport Shuttles, Taxis and Rental cars.

2. Reimbursement Process and Requirements
Although Renbrook School is a tax-exempt entity, we are required to comply with the Internal Revenue
Code for reimbursement of employee expenses.

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