This travel and expense policy sets standards and guidelines for representatives traveling on behalf of Puppet. This policy may be superseded by specific restrictions or guidelines listed in individual engagement SOWs or master service agreements. Travel should be booked between 14 and 21 days in advance of the engagement.
Currency
All invoices should be submitted to Puppet in US dollar and invoices are paid in US dollar. The rates defined below are a guideline for reimbursable expenses unless specified in the engagement SOW.
Air Travel
Due to significantly lower rates, all air travel should be purchased at a minimum of 14 days in advance. Puppet’s standard class of service for all business travel is economy class, except when an airline offers first class at no additional cost. Business class travel is not reimbursed.
Changes and Cancellations
In the event of a change in flight plans that are unavoidable and necessary, Puppet will work with the representative and client to determine who is responsible for the change fee charged by the airline. An explanation for any change fees should be included on the accompanying expense report. In the event that a flight must be cancelled, it is the responsibility of the traveler to cancel the ticket prior to flight time. “No show” charges will not be reimbursed.
Baggage Fees
Puppet will reimburse baggage fees for one additional bag beyond the normal amount allotted by the airline.
Lodging
Lodging may be booked through Airbnb for business travel, but Puppet will not be liable for any missing or damaged property. While Airbnb is one of many other options for overnight accommodations, Airbnb rental properties do not have to comply with the same safety and security rules as mainstream hotel properties. Puppet will not pay for any non-refundable portion of Airbnb bookings that result from a cancellation or rescheduling.
Booking refundable rooms is preferred whenever possible.
Allowable Fees
Allowable lodging expenses shall be the actual cost of moderate, standard, single accommodations. Lodging rates should not exceed $175 per night (or local currency equivalent). For a list of exception cities with a higher nightly rate, please contact Puppet.
The traveler must personally pay all unauthorized items that may appear on a hotel bill (incidentals, movies, hospitality bar, etc) at check-out. Puppet will not reimburse for these costs.
Ground Transportation
The cost of public transportation, personal vehicle mileage, taxis, parking, tolls, and rental cars to and from places of business, hotels, and airports in connection with business activities are reimbursable. It is the responsibility of the traveller to select the most economical, reasonable method of ground transportation.
Taxis
The cost of taxis to and from places of business, hotels and remote airports in connection with business activities is permissible. Limousine, town cars, or Uber may be booked only if the cost is comparable to that of a taxi.
Mileage
Use of a personal vehicle on authorized business trips will be reimbursed at the current mileage rate authorized by the IRS (HMRC or ATO). Actual vehicle expenses, including fuel, are covered by this mileage reimbursement. The total personal vehicle expense should never exceed the total cost of point-to-point travel by coach airfare.
Car Rentals
All car rentals should be booked in advance whenever possible. Puppet will reimburse for nothing greater than “intermediate class” (mid-size) vehicles. The fuel option offered by the car rental agency will not be reimbursed.
Travel to Airport
Travellers may drive, take a taxi or public transportation to and from their home airport. If driving, travellers should use the economy or long-term parking at the airport.
Other items
Parking costs and tolls related to business travel are reimbursable. Puppet will not pay any fines or tickets.
Meals and Entertainment
Puppet will reimburse for actual, allowable expenditures and will not pay per diems. All receipts should be included for billable expenditures regardless of amount. Detailed receipts including tip up to 18% must be submitted for breakfast, lunch and dinner when traveling. Meals should not exceed $75 US (or foreign currency equivalent) per day. If only traveling for a part day, a percentage of the total limit should be used (20% breakfast, 25% lunch, and 55% for dinner). When submitting receipts for meals, the itemized receipt should be included.
Puppet will not reimburse for business meals. This includes meals and refreshments provided for Clients.
Expense Reports and Documentation
Receipts are required for all expenditures. Related airfare itineraries and detailed hotel portfolios must be attached as support for air and lodging costs, respectively. Itemized, signed receipts should be included for all meals, if actuals are to be billed. Photocopies of credit card statements are not an acceptable receipt. Follow the guidelines for submitting invoices in the engagement SOW.
Non-reimbursable Expenses
Examples of expenses that are not permissible include the following (NOTE: this list is not all-inclusive):
- Movie rentals at hotels and in-flight movies
- Lost or stolen personal items while traveling on business, including personal funds
- Health club facilities, hairstylist, manicurist, barber, spa
- Personal items such as clothing, bags, grooming, shoes, newspapers, magazines, etc.
- House-sitting, dependent care and pet-sitting fees
- Medical expenses
- Adult entertainment
- Hotel mini-bar
- Cost of daily commuting to and from work