Adaptive Insights, Travel and Expense Policy April, 2014
Overview Adaptive Insights strives to minimize the need to travel through its remote selling structure. The need for business travel should be approved by an Authorized Manager prior to booking travel. We are committed to making business travel and expense reimbursement as easy and efficient as possible. At the same time, we continue to recognize the cost-conscious spirit that has always been a part of the Adaptive Insights philosophy. Therefore, we have designed these guidelines with the intent of providing comfort for employees traveling on business and ease of reimbursement for all employees while maintaining a fiscally conservative approach to expenses. All Adaptive Insights employees are responsible for using good judgment when incurring business expenses and following these guidelines. Adaptive Insights will reimburse employees on a timely basis for expenses incurred within these guidelines. In all cases, reimbursable expenditures should be for ordinary and necessary business expenses. Questions regarding whether an expense is reimbursable or not should be cleared with an Authorized Manager (see Signature Authorization Policy) prior to incurring the expense. Questions regarding expense policy in general may also be discussed with Accounting. General Business Expenses Personal use of Adaptive Insights' resources and equipment Adaptive Insights' resources should not be used for personal activities. This includes copies, long distance personal calls, use of supplies, etc. Employees may be charged for personal use of Adaptive Insights resources. Mileage/Commuting Personal car use for round trips over 5 miles for Company business will be reimbursed at a rate of $.56 cents per mile or no more than the maximum allowable rate designated by the IRS. Commuting mileage will not be reimbursed, nor will any other commuting costs. Cellular Phones Adaptive Insights encourages the use of our internal land lines for company business except when no alternative means exists. When cell phone use is required for company business, Adaptive Insights employees will be reimbursed for the cost of specific, necessary business calls and pro-rata access fees. Itemized cell phone bill statements must be submitted to substantiate all cellular phone expense reimbursements. Business calls should be highlighted or otherwise indicated on the statement. Adaptive Insights will pay no more than $100 per month for any cell phone bill. Adaptive Insights will not reimburse cancellation fees, set up fees, phone equipment/handsets, or any other cell phone related charges or expenses. It is the responsibility of the employee to ensure the cellular plan is appropriate for their required usage as overage charges are not reimbursable. For example, if an employee has 33 minutes of Adaptive Insights calls and 333 minutes of total phone usage (as shown by a highlighted set of calls on an itemized phone bill), 10% of the phone bill will be reimbursed. Home Office (for remote employees only) Adaptive Insights understands the needs of our remote work force and wants to provide clarity on what expenses are reimbursable. These expenses should be necessary, reasonable and appropriate. Adaptive Insights will reimburse the following for remote employees: Internet service Telco expenses appropriate to your role in the company Phone with headset if required for position
Printer/scanner if required for position Reasonable office supplies Adaptive Insights will reimburse onetime costs for phone and/or internet installation. Receipts should be submitted for all home office expenses. All equipment reimbursed by Adaptive is owned by the Company and must be returned in good condition upon separation with the Company. Professional and Association dues: Employees may be reimbursed only for professional membership dues that the Company determines are directly related to the employee s present job, and from which the Company will benefit. Employees must obtain prior approval from their Authorized Manager. Not Reimbursable: Though we are committed to ensuring the comfort of all employees and travelers, there are certain personal expenses that Adaptive Insights will not reimburse. So as to not surprise anyone, a partial list of these items has been compiled below. If circumstances beyond your control subject you to these types of expenses, please contact your Authorized Manager to discuss exceptions to this guideline. Baby-sitting or pet care Barbers, hairdressers, shoeshine or personal toiletries Car washes Clothing (i.e. socks, pantyhose) Country club dues Excess baggage charges Expenses for travel companions/family members Expenses related to vacation or personal days while on a business trip Gum, candy, tobacco products or mini-bar refreshments Saunas, massages Laundry/valet services (except trips exceeding 10 days) Loss/theft of company-paid airline tickets Loss/theft of personal funds, property or baggage Personal luggage and briefcases Magazines, books, newspapers, subscriptions, postcards or postage Medical bills incurred during domestic travel Movies (including in-flight and hotel in-house movies) Non-compulsory insurance coverage or personal property insurance Airline change fees charged for changes not related to Company requirements No show charges for hotel or car service, unless caused by circumstances other than the employees own planning, such as plane cancellation, etc Optional travel or baggage insurance or personal accident insurance Parking or traffic tickets Personal entertainment, including sports events Personal telegrams or personal telephone calls Rental car upgrades Souvenirs/personal gifts Transportation to/from the office Office furniture
Travel Related Expenses: Adaptive Insights will not reimburse employees for transportation upgrades, but employees may use their own earned upgrade coupons if they so desire. Significant others may travel with employees, but such travel is at the employee s expense. Employees may retain frequent-flyer mileage awards and other related travel awards obtained as a result of company travel. However, employees must make the most cost efficient travel arrangements possible regardless of incentive program awards offered. Please see the Adaptive Insights Wiki for travel resources and vendor discount affiliations. Air Transportation All travel should be in economy/coach class and should be at the lowest fare available on any reasonable airline with no more than one stop. An employee may upgrade class of service only when: 1) using employee mileage awards to upgrade, or 2) traveling on client-paid travel where the client has preauthorized the Adaptive Insights employee to travel business class. Transportation to the originating airport should be by personal auto or by airport shuttle service. Other forms of transportation (Taxi, Limousine) should be used only if the cost is less than total mileage plus parking or less than the cost of shuttle service. Mileage to the airport will be reimbursed only for distances that exceed the employee s normal commute distance. When airport parking is necessary, employees should use long-term parking. Employees must identify and pay for all personal flights, even if such flights are incorporated into a flight schedule that serves business purposes. Airline Club Dues: Airline club dues and airline hospitality room fees are not reimbursable. Rental Car Employees should rent the lowest priced car available regardless of any membership an employee may have with a particular organization. This will generally be a compact class car or mid-sized car if traveling in a group of two or less. If more than two employees are sharing a car a larger vehicle (full size) may be appropriate. In addition to the daily rental fees, employees will be reimbursed for parking, tolls, and fuel costs associated with a rental car. Adaptive Insights will not reimburse employees for navigational systems or fuel purchase options. Please refuel your rental car before returning the vehicle. The cost of premium, luxury or four-wheel drive vehicles will be charged to the employee renting the vehicle and reimbursement will be made at the company or mid-sized rate as appropriate. Adaptive Planning s insurance covers employees for autos rented in the U.S, but not outside of the U.S. Supplemental insurance should be declined for autos rented in the U.S., and accepted for autos rented outside of the U.S. Lodging Employees should generally reserve standard rooms in a moderately priced hotel. Nightly costs of lodging should be reasonable. Lodging includes the cost of the room and any applicable taxes. Employees will be reimbursed for any business-related telephone calls and for reasonable personal calls. We will not reimburse an employee for separate travel costs associated with his/her spouse or partner. However, the cost of a shared hotel room need not be allocated between an employee and his/her spouse or partner for the purpose of this Policy. Personal expenses such as honor bar charges, health club, and in-room movies will not be reimbursed. High Cost Cities: New York, Boston $300 Washington D.C., Chicago, Baltimore, Philadelphia, Seattle, Detroit, Los Angeles $250
Personal Meals Costs of daily personal meals (breakfast, lunch and dinner) while traveling generally should not exceed the following: Continental United States and Canada $70 Adaptive Insights Designated High Cost Cities (see above) $100 Adaptive Insights will reimburse up to $35.00 for daily personal bar tabs. For partial day travel, meal expense should be based on a percentage of the daily guideline as follows: Breakfast 20%, Lunch 30%, and Dinner 50%. This amount is not a per diem allowance and meal reimbursements will be at actual cost. Total costs for meals plus tips should not exceed the daily limit. Tips will be reimbursed up to 17%. Expensing Meals by Category Each meal (breakfast, lunch, and dinner) should be identified separately on an expense report. Business Meals and Entertainment Employees will be reimbursed for business related meals with other employees only if a client is present or if the event is authorized by an Adaptive Insights Authorized Manager for reward, recognition or other appropriate business purpose Client business meal expense should follow the guidelines for personal meal expense. Bar tabs for client entertainment will be reimbursed up to $50 per person. Entertainment involving event fees or other fees should be pre-approved by an Authorized Manager and should not exceed $50 per person. Meal costs for social occasions such as employee birthdays, secretary day, etc., require the prior approval of an Authorized Manager. EXPENSE REPORTS Timing for Expense Report Completion and Submission It is important that employee expenses be reported in a timely manner. Employees should file expense reports within 2 weeks of their return from a trip or incurring significant expenses. Expense reports should be filed no later than 4 weeks after expenses are incurred. Expenses submitted over 90 days will not be reimbursed. Documentation Requirements Employees should provide the following information in order to be reimbursed for business travel and entertainment expenses: Names of individuals present, and company name of clients Name and location of where the meal or event took place Exact amount and date of the expense Specific purpose for the trip/meal Receipts for all miscellaneous expenses Acceptable Receipts Receipts are required for all expenses. For miscellaneous expenses (i.e.: tips) under $25.00 a receipt will not be required but every attempt should be made to obtain a receipt. The following types of receipts should be attached to an expense report: Air/Rail original passenger coupon (passenger receipt and credit card receipt this is not the boarding pass. Please include any baggage charge receipt. Hotel hotel folio credit card receipt or other proof of payment Car Rental rental car agreement plus credit card receipt or other proof of payment Meals/Entertainment credit card receipt or cash register receipt
Original receipt completed by the vendor Customer s copy of charge/credit card slip Charge/credit card billing statement (except for Lodging, Air Travel, and Auto Rental) Original phone bill with reimbursable calls highlighted Guidelines for Tips and Gratuities Tipping a porter, bellman, chambermaid or waiter should be based on the quality of service rendered. The company will reimburse reasonable gratuities based on the following guidelines: Airport Porters, Hotel Bellmen $1 per bag Restaurant Waiters / Waitresses & Taxi s 17% Reimbursement of Expenses Expense reports reimbursement payments will be issued semi-monthly. Please note that expense reports are routed to accounting once the approval is finalized. Approval cut-off dates for reimbursement purposes are the 15th and the 31st. For example, expense reports submitted and approved by the last day of the current month, will be reimbursed by the 15th of the following month. Payment will be made via check. Alternative payment methods may be arranged for traveling employees by contacting Accounting in advance. Incorrect or Incomplete Expense Reports Expense reports that are incorrect or incomplete will be rejected and routed back to the approver and may result in delay or non-reimbursement of specific items. Disregard for company policy or altering of receipts can result in disciplinary action or termination. Approval/Authorization Process Please refer to the Signature Authorization Policy for the travel and expense purchase approval authorization limits. No employee is authorized to approve their own, a peer s, or a superior s expense report. When multiple employees are involved in an expense, the most senior employee should pay for the expenses and submit the expense reimbursement.