HR Policies
operations
Travel & Expense Reimbursement Policy
Pre-approval, allowable expenses, per-diem, and reimbursement timeline. IRS accountable-plan compliant.
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What's inside this template
Pre-Approval
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All business travel must be pre-approved by the employee's manager and (for international or high-cost trips) by the next-level approver. Use the travel request form in the HRIS to document purpose, dates, estimated cost, and approval.
Booking
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Book travel through the company's preferred booking tool. Choose economy class for flights under 6 hours; premium economy is permitted for 6+ hour international flights. Hotels should be at moderate-tier properties; per-night caps apply by city (see addendum).
Per Diem
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Daily per diem covers meals and incidentals. Domestic per diem follows GSA rates by city. International rates follow U.S. Department of State rates. Per diem replaces individual meal receipts; receipts are still required for business meals with clients.
Allowable Expenses
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Reimbursable: airfare, ground transportation, lodging, per diem, business meals, conference fees, business phone/internet. Non-reimbursable: alcohol (except client meals with manager approval), in-flight upgrades, personal entertainment, traffic/parking violations.
Submitting for Reimbursement
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Submit expense reports within 30 days of trip completion (IRS accountable plan requirement). Include itemized receipts for all individual expenses over $25. Reports submitted after 30 days may be reclassified as taxable income.
Mileage
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Personal vehicle business mileage is reimbursed at the IRS standard rate. Track from departure point to destination; commuting mileage is not reimbursable. Use the company mileage tracking app for documentation.
Common use cases
Business travel
Client entertainment
Conference attendance
Frequently asked questions
What if I lose a receipt?
Submit a missing-receipt affidavit (in the expense system) for items under $75. Items over $75 without a receipt are typically not reimbursable per IRS rules.
Can I extend a business trip for personal travel?
Yes, with manager approval. The company reimburses only the business portion (e.g., the flight cost equivalent to the business-only itinerary). Personal extensions are at your own expense.
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