This document sets forth a company’s policy regarding travel and other reimbursable
expenses. The form outlines what travel expenses the company will reimburse an
employee for, for example that the company requires employees to use the most
economical form of transportation to and from airports. It further includes an appendix
that allows the company to set the maximum hotel rates the company will reimburse for
cities across the U.S. and internationally. The form contains both standard clauses as
well as opportunities for customization to best fit the needs of the employer.
This Travel and Entertainment Policy provides guidance on the reimbursement of and the
accounting for allowable travel and meals expenses incurred by consultants as part of their
assigned responsibilities while working on assignments at _________________[insert company
name]. The major purpose of this policy is to enable [insert company name] to control
The policy and the related procedures are also intended to conform in all respects with the
requirements imposed by the Internal Revenue Service regulations on fringe benefit and travel
expense substantiation. Expenses are reimbursable when they are reasonable in terms of nature
and amount, are necessary, and will benefit [insert company name]. Reimbursement will not be
made for extravagant business meals and entertainment, for expenditures that do not bear a
reasonable relationship to the benefits to be derived, or for expenditures that appear unnecessary
for any reason.
This policy applies to all [insert company name] entities except for any subsidiary that has a
formal policy whose provisions are at least as stringent as those of this policy.
TRAVEL AND MEALS EXPENDITURES
Travel Related Expenses
Travel expenses include the cost of transportation, lodgings, meals and incidental costs incurred
during a business trip. All major travel and entertainment expenditures must be submitted on the
appropriate expense form and include receipts for expenditures.
In general, travel will involve a minimum overnight stay at the destination, which generally is a
location outside the metropolitan area in which the traveler is permanently assigned. On business
trips of thirty (30) days or more, consultants can use a fixed amount per diem to cover out-of-
pocket expenses in lieu of itemizing individual expenses and retaining receipts. The maximum
allowable rate will vary by location.
It is the responsibility of the consultant to ensure that expense control is exercised over travel
expenditures and to obtain approval for travel expenses in advance. Approving officers must
recognize that the act of approving expense reports is more than a formality. The officer's
approval indicates that expenses submitted for reimbursement or payment have been reviewed,
have been found to comply with corporate policies regarding travel, and receipts or other
substantiating documents are in order, the expenses are deemed to be reasonable and necessary
for the completion of the objective, and that the business purpose for incurring the travel
expenses is properly documented.
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Air travel for [insert company name] consultants is restricted to the use of the following classes
Class of Service: U.S. and Canada: Coach
One Class upgrade on overnight flight with work the next day [i.e., redeye].
International, including Mexico/Caribbean:
Business class on flights that are equal to or more than four (4) hours in duration.
The use of commercial air travel between the ______________area and the following
destinations is prohibited:
[Insert company name] has negotiated preferred rates with the following airlines: [insert