Run: Travel Time and Commuting Policy

This policy establishes rules for employee travel time, commuting, mileage reimbursement, and pre-approval requirements. It is intended to ensure consistent pay practices, support accurate timekeeping, and maintain compliance with the Fair Labor Standards Act (FLSA), EEOC requirements, and applicable state wage and hour laws.

This policy applies to all employees, with special rules for non-exempt employees whose travel time may be compensable under the FLSA. Where state or local law provides greater employee protections, the more protective rule will apply. California employees: travel time, split-shift, and mileage rules may be subject to additional requirements under California wage and hour law. Managers, policy holders, and payroll staff must apply this policy consistently and without discrimination.

Key terms used in this policy are defined in the Definitions section below. In the event of a conflict between this policy and applicable law, applicable law controls.

1. Ordinary commuting between home and an employee's regular worksite is generally not compensable and is not reimbursable. 2. Travel during the workday, travel between job sites, and other work-related travel may be compensable for non-exempt employees under the FLSA and must be recorded accurately. 3. Employees must obtain pre-approval before incurring business travel, mileage, lodging, airfare, rideshare, parking, tolls, or other reimbursable expenses unless an emergency prevents advance approval. 4. Personal vehicle use for business purposes must be authorized in advance and reimbursed at the organization's approved mileage rate, subject to applicable law and tax rules. 5. Employees must not work off the clock during travel or fail to record compensable travel time. Managers may not discourage accurate reporting of travel time or expenses. 6. This policy will be applied in a manner consistent with Title VII of the Civil Rights Act of 1964 and other EEOC-enforced laws, including equal treatment in approvals, reimbursements, and scheduling.

### Travel Time Rules - **Home to regular worksite:** Not compensable in most cases. - **Home to a temporary worksite:** May be compensable depending on the distance, timing, and applicable law. - **Travel between worksites during the workday:** Compensable and must be recorded. - **One-day business travel:** Time spent traveling may be compensable to the extent required by law, excluding ordinary home-to-work commuting time. - **Overnight travel:** Time spent traveling during normal working hours is generally compensable for non-exempt employees, even if travel occurs outside the employee's regular schedule, subject to applicable law. ### Mileage and Expense Reimbursement - Employees must submit mileage logs showing date, origin, destination, business purpose, and total miles driven. - Reimbursement will be made only for approved business travel and only for miles driven that are business-related. - The organization will use its published mileage rate, which may not exceed the applicable IRS standard mileage rate unless otherwise approved. - Fuel, maintenance, insurance, and routine vehicle wear are generally included in the mileage rate and are not separately reimbursed unless expressly approved. ### Pre-Approval and Documentation - Employees must submit a travel request before booking or traveling whenever practicable. - Managers must review requests for business purpose, budget availability, and scheduling impact. - Receipts are required for expenses above the organization's receipt threshold and for any expense required by law or finance rules. - Time records and expense reports must be submitted by the deadlines established by payroll and finance. - Missing or incomplete documentation may delay reimbursement, but cannot be used to withhold wages lawfully owed.

- **Employees:** Obtain pre-approval, accurately record travel time, submit mileage and receipts on time, and report any errors promptly. - **Managers:** Approve only legitimate business travel, ensure non-exempt employees record compensable travel time, and apply the policy consistently. - **Payroll/Finance:** Process reimbursements and wage payments in accordance with the FLSA, tax rules, and internal deadlines. - **HR:** Maintain the policy, train managers on compliant travel-time practices, and review exceptions or complaints. - **Policy holder / Compliance Officer:** Monitor legal updates and coordinate policy changes when state or federal requirements change.

Failure to follow this policy may result in delayed reimbursement, denial of non-approved expenses, corrective coaching, a documented warning, or further discipline up to and including termination, consistent with company policy and applicable law. Employees will not be disciplined for reporting all hours worked or for requesting lawful compensation. Exceptions must be approved in writing by HR or the designated policy holder. If an employee believes travel time, mileage, or reimbursement has been handled incorrectly, the employee should raise the issue promptly with HR, Payroll, or their manager. Where a request involves a disability-related need, the organization will engage in the interactive process and consider reasonable accommodation as required by the ADA.

This policy will be reviewed at least annually and updated as needed to reflect changes in the FLSA, EEOC guidance, state wage and hour laws, IRS mileage guidance, and business practices. Any revisions will be communicated to affected employees and managers.