Non-Employee Travel and Expense Reimbursement Policy

Transcription

1 Non-Employee Travel and Expense Reimbursement Policy The Simons Foundation reimburses non employees for reasonable and documented expenses as outlined below. Expenses must be submitted within 60 days of being incurred. How to Book Travel: All travel and hotel arrangements must be booked through the foundation preferred travel agency Pro-Travel Inc. Travel arrangements not booked through Pro Travel must be pre-approved by the Foundation s Event Manager. Flight receipts must be provided for fares not booked through Pro-Travel. Air travel containing personal segment and change fees for personal reasons are not reimbursable. Air: Airline tickets must be purchased at least 14 days in advance. The Foundation pays for up to two checked bags. Rail: Business class tickets may be booked on Amtrak Acela trains; all other train tickets must be reserved in coach. Personal Vehicles: Personal vehicle use will be reimbursed on a per mile basis in addition to parking and toll costs. A map printout is required as distance documentation. The standard IRS mileage reimbursable rate for 2016 is 54 cents per mile driven. Travel within NYC: For travel within New York City, travelers are expected to use public transit when possible. In other cases, (such as travel to and from the airport) taxicab fares will be reimbursed with a receipt and the tip clearly noted. Hotel: Our preferred hotel is the Carlton Hotel located on Madison Avenue and 28 th street. Hotel staff gratuities should not exceed $2 per night per service. Dining: The Foundation reimburses personal meal expenses maximum up to $115 per day while traveling on business and when a particular meal is not already provided by the Foundation. Personal travel meal limits are not per diem allowances. Only amounts spent will be reimbursed. The first and last name of all meal attendees must be stated on the expense report and the meal detail receipt must be submitted for reimbursement along with the credit card receipt. s: Original receipts are required for all expenses over $ Photocopies of invoices, credit card statements or other record of charge slips are not acceptable. Expenses greater than $50 with missing receipts will not be reimbursed. Expense Reporting and Reimbursement: For reimbursement, the Foundation requires a completed Non-Employee Expense Reimbursement Form, which can be obtained from the Simons Foundation Events Manager. Any expense not listed above in the amount of US $250 or more must be pre-authorized in writing by the Foundation s Event Manager, and a copy of the authorization must be submitted with the expense report. All approved expense reports will be processed and reimbursed via check within 30 days of receipt. Please contact The Simons Foundation s Event Manager with any questions.

2 Air travel The foundation covers the cost for business expenses related to air travel based on the following parameters: Airfare Class of service Fare type Business class > 5 hours Coach < 5 hours Nonrefundable whenever possible Checked bags Payment *Change fees on nonrefundable tickets are an allowable business expense. Max: 2 checked bags Foundation corporate travel card for airfare that does not contain a personal segment Trip itinerary Advance purchase Required for all trips Foundation Events Manager must confirm attendance before submitting for reimbursement. At least 14 days in advance for domestic and international whenever possible Departure window Flights 2 hours earlier and later should be considered. Booking method Rail The foundation covers the cost for business expenses related to rail travel based on the following parameters: Rail fare Class of service Business class when traveling in the United States International rail must be booked in Economy class. Payment Foundation corporate travel card for rail fare that does not contain a personal segment Trip itinerary Required for all trips Booking method

3 Car rental Car rental is permissible when other means of transportation are unavailable or impractical. Employees and non-employees should book a rental car based on the number of employees, location of travel and weather conditions. Business-related costs are covered based on the following parameters: Vehicle class Gasoline Parking and/or tolls GPS Insurance within the United States, any territory or possession of the United States, Puerto Rico and Canada: Liability Insurance Supplement (LIS) Collision/Loss Damage Waiver Insurance Permitted on a case by case basis. Contact your event manager for guidance. Costs are covered. *Travelers are encouraged to refuel the rented vehicle prior to returning it to the rental agency, thus avoiding excess gasoline charges. Insurance outside of the United States: Liability Insurance Supplement (LIS) Collision/Loss Damage Waiver & Liability Insurance Accidents Booking method Payment method Car rental agreement or receipt for payment made Any accident involving a rented vehicle must immediately be reported to the rental agency, before informing the foundation contact. Personal card

4 Personal vehicle Travel expenses for use of a personal vehicle while on foundation business is covered and reimbursed at a specified rate per mile for actual mileage incurred based on the following parameters: Mileage/Rate Parking and/or tolls As per IRS standard mileage rate Costs are covered or reimbursed. Mileage traveled Printout from Google maps or similar application showing the total mileage traveled. for payments made for parking and tolls that exceed $50 Qualification requirement Insurance Must have valid driver s license Personal automobile insurance is required. Local transportation When employees and non-employees use local transportation for foundation-related business travel, the foundation will cover the cost or reimburse the following expenses: Travel in NYC or other major U.S. cities Other hired ground transportation Payment method Gratuity for subway and/or taxi Uber Preferred car service providers - Subway - Taxi or Uber (if subway is not practical) Preapproval required Personal payment method Max: 20% of payment made - The tips for the taxi should be noted on the front of the taxi receipt. E-receipt None required of payment made

5 Other hired ground transportation Simons Foundation preferred black car service providers Payment method Reservations Crestwood Car and Limousine Company or Carey International Car Service Billed directly to the foundation; tips are automatically billed. Foundation Events Manager must be contacted to arrange service. International Travel The foundation covers the cost or reimburses international business expenses related to foundation business travel based on the following parameters: Out-of-pocket currency conversion expenses Out-of-pocket conversion expense limit Travel visa & passport expenses Conversion rate Reimbursable *Out-of-pocket cash expenses should only be used if payment by credit card is not an option. Preapproval required if over $250 Expenses associated with obtaining a business visa (e.g., visa fee, certified copies of birth certificates), new passport or a passport renewal required for foundation business travel for payments made Out-of-pocket cash: receipt with conversion rate detail is needed. If detailed receipt is not available, then a printout of conversion rates obtained from oanda.com, ex.com or x-rates.com is permissible. Same as out-of-pocket cash receipt requirement Lodging The foundation covers the cost or reimburses business expenses related to lodging based on the following parameters: Room rate per night Room rate exception Up to $450, excluding taxes and fees May only stay in a higher price hotel if that hotel is designated as the official hotel for a conference

6 Room type Single occupancy/standard room *Suites or luxury accommodations are not permissible. Gratuities: bellhop, housekeeping, valet Booking Method $2/night/service Final hotel folio/itemized bill Personal Travel Meals Personal travel meal limits are not per diem allowances ; only amounts spent will be reimbursed. The foundation covers the costs or reimburses personal travel meals for overnight stays based on the following parameters: Personal travel meals Daily limit up to $115 Gratuities Max: 20% Itemized receipts showing detailed lists of food and beverages purchased and tips paid are preferred. Non-Reimbursable Expenses This section provides a summary of all non-reimbursable expenses outlined in this policy for employees and non-employees. This list is not all-inclusive, and there may be additional nonreimbursable expenses that are not listed. 1. Airline club memberships and dues 2. Frequent traveler program fees 3. Personally obtained flight, travel accident or passenger insurance 4. Travel paid with frequent flyer miles 5. Flight upgrades (economy plus, extra legroom, seat preference, etc.) 6. Traffic fines or citations 7. Upgraded size or type of rental vehicle (e.g., premium, deluxe, luxury classes) 8. Car rental club memberships 9. Gasoline for personal vehicles 10. Repair of and/or insurance for personal vehicles 11. Room upgrades to reach nightly limit

7 12. Hotel no-show charges 13. Meal expenses in excess of policy limits 14. Rail class of service upgrades 15. Liability Insurance Supplement (LIS)/Supplemental Liability Protection (SLP) when renting vehicles within the United States (employees only) 16. Personal accident insurance 17. Gratuity for foundation-preferred black car service 18. Personal incidental charges (in-room movies, spa services, etc.)