Travel Policy Agreement

This policy applies to Executive Support and Logistics (ESL) employees, contractors, vendors, and any entity seeming reimbursement or direct charging on a provided credit card for travel related expenses, referred to hereafter as the “travelers.”

The purpose of this policy is to outline the procedures to be followed to reimburse for expenses incurred while traveling on behalf of ESL.

ESL reserves the right to not pay for travel that is not in accordance with this policy.

Responsibilities
• Travelers must book directly with the airline, hotel or car rental agency. Any incurred expenses, fees or cancelation charges for booking with travel agencies (Priceline, Orbitz, etc.) will not be reimbursed.
• Travelers may take advantage of the negotiated agreements in ESL’ Travel Program for hotels. In the event the traveler has negotiated lower corporate discounts, the lowest rate options must be accepted.
• Travelers must minimize travel expenses whenever possible by selecting the least expensive option that does not result in unreasonable or ineffective use of work time.
• Travelers must submit all expense receipts including itineraries related to ESL travel.
• All insurance for travelers is the responsibility of the traveler. ESL is not responsible for providing insurance coverage.

Air Transportation
• Travelers should purchase non-refundable airline tickets.
• Travelers are required to purchase airfares fourteen (14) days prior to departure when possible.
• Travelers are required to fly in Economy/Coach class unless authorized in writing by a Project Manager who also controls the
project budget bearing the expense.
• Travelers must book the Lowest Logical Fare (“LLF”) which is defined as the lowest fare within a two (2)-hour departure/arrival
window and may require connections that do not add more than a two (2)-hour layover.
• Exceptions to the LLF must be authorized in advance by a Project Manager who also controls the project budget bearing the
expense.

Hotels
• Travelers must select the lowest hotel rate for the destination city whether the Traveler uses their own corporate hotel program or ESL’ program.
• Reimbursement for lodging is limited to a single standard room rate. No upgraded room category will be reimbursed.
• Expense reimbursement for staying in a private home (e.g., family, friends or at a traveler’s personal residence) in lieu of hotel
costs are not reimbursable.
• No compensation in the form of gifts or meals is allowed.

Cancellations
• Travelers shall not seek reimbursement for incurred travel expenses that are cancelled by the traveler.
• When a trip is cancelled by ESL after the ticket has been issued, the traveler shall inquire about utilizing the remaining value of the ticket minus airline imposed cancellation fees for future travel for ESL. In the event this is not possible, ESL will work with the airline to obtain a full refund to be applied to any request by traveler for reimbursement.
• Travelers are responsible for cancellation in accordance with airline’s or hotel’s cancellation policies. ESL will not reimburse for no-show billings for failure to cancel.

Reimbursable Expenses
The following items may be reimbursable to travelers when necessary and reasonable, and incurred while conducting ESL business. Reimbursable items include, but are not limited to:
• Commercial airfare and surface transportation (Economy/Coach Class) including parking fees and tolls.
• Actual gratuity tips paid, when reasonable and customary.
• Hotel/lodging.

Non-Reimbursable Expenses
Non-reimbursable items include, but are not limited to:
• Airline club memberships.
• No-show fees for hotels, airfare, or car rentals.
• Cancellation fees except those unavoidable due to business requirements.
• Class of service upgrades.
• Seat selection or upgrades.
• Car, train, and air phones.
• Lost or stolen personal items.
• Personal entertainment.
• Traffic/parking violations.
• Family member or other non-business associate’s expenses.
• Credit card fees (including annual or membership fees, late fees, and interest charges).
• Insurance premiums.
• Clothing purchases.
• Foreign travel document requirements.
• Free or upgrade certificates for flight, hotel, or car rental.
• Laundry and dry cleaning.
• Membership fees (including frequent flyer/frequent guest programs)
• Trip or flight insurance.
• Pet care or kennel costs.
• Babysitters or house-sitters.

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