RR Policy 0-53 - HR – INTERNATIONAL CORPORATE TRAVEL POLICY
Purpose
Red Road’s travel policy outlines our provisions for company-related travel, specifically which expenses are reimbursed and how.
Eligibility
This policy applies to all Red Road employees, with the exception of Executive Level employees.
For Executive Level employee travel guidance, please see the Executive Corporate Travel Policy.
This policy refers to ‘travel’, meaning a business trip to a different city other than the one that the employee is based out of.
It also includes any car, train or bus trip that lasts longer than an hour.
This policy does not refer to traveling to and from the office on a daily basis for work.
We reimburse commute expenses based on each employee’s contract and/or agreement with Red Road.
Policy Elements
As a Red Road employee, travel may need to be undertaken for company purposes. This includes trips to:
Meeting with clients.
Attending events, like conferences or exhibitions, where the employee represents Red Road.
Visit Red Road’s offices or partners in other locations.
Conduct research or give talks/ lectures/ presentations on behalf of Red Road
Legal/ medical expenses
If travel is required to countries that need a visa or other documentation to enter, Red Road will cover all relevant expenses.
This excludes expenses for the issuing of passports.
The same applies to medical expenses, such as required medical insurance for travel, vaccinations or examinations. These expenses will be covered directly or will be reimbursed by Red Road within one month of reimbursement claim submission, with receipts.
Medical care fees due to travel-related accidents may be covered by employee’s personal health insurance. If not, Red Road may partially or fully reimburse the employee for medical expenses, at the discretion of Red Road
Transportation expenses
When traveling for company purposes, employees are entitled to company-paid plane tickets.
Red Road will book all international flights for any work-related travel; if an employee needs to book a flight for an emergency, they must do it in economy class and the round-trip price cannot be more than $2,000 USD.
If employees need to travel by another means of transportation (train, boat, or bus), they are entitled to an economy seat.
Exceptions to the above parameters can be made, depending on circumstances, but must be discussed with and approved by the Red Road Executive team in advance.
Travel must be booked at least four weeks in advance of the travel date unless it’s an unforeseen trip.
Written approval for work-related travel expenses must be obtained and kept on file. The Admin manager will collaborate with employees on booking the appropriate transportation at convenient times, depending on the purpose of the trip.
If traveling by car, Red Road will reimburse all gas and toll fees within one month of reimbursement claim submission, with receipts.
Local transportation
Once at the travel destination, taxis may be utilized for the following business purposes:
To/from airport/ stations to the hotel
To/from every place required for company purposes (conference halls, lunches with clients, client offices, etc.).
Red Road will reimburse all local taxi/uber/public transport undertaken for the above stated business purposes within one month of reimbursement claim submission, with receipts.
Red Road does not reimburse transportation expenses for trips to museums, shops, or other places for personal purposes.
Where a car rental may be required and more financially prudent for many business-related trips within the city (for example, if it is necessary to see a large number of clients), this will require prior approval from the Executive team.
Accommodation
When traveling for Red Road, employees are entitled to stay at a 3-star hotel or the equivalent hotel available in the area.
When traveling for conferences employees may stay at the hotel(s) recommended by the conference.
The Admin Manager will book the room and pay for the stay.
Exceptions to the above parameters can be made, with prior approval from the Executive team.
No reimbursement will be made for any extra room-related charges incurred.
Red Road may make an exception if an upgrade occurs to the room for reasons outside of the employees’ control (for example, a malfunction that makes your room unsuitable and there’s no room of equal cost available). In this case, the employee should contact the Admin Manager immediately, so that they find the best solution and arrange payment.
Traveling with a non-employee
Red Road allows, with prior approval, employees to share a company-booked room with a partner or family member, as long as this doesn’t incur extra charges for Red Road. For example, a room has already been booked that has enough space. However, the employee is financially responsible for any expenses or damages this person incurs.
Red Road will not reimburse any expenses for an employee co-traveler for the entirety of the trip. The only exception is taxi fares to/from the airport or station, where the cost does not depend on the number of people on the ride.
Expenses while on a trip
Meals:
During a business trip, employees are entitled to reimbursement for lunch and dinner at a maximum of 50 USD per day, if breakfast is included with the hotel stay, or 60 USD per day if breakfast is not included.
Exception to these limits can be made under extenuating circumstance but must receive prior approval from the corresponding Manager.
For meetings such as client dinners, Red Road will reimburse the whole of the bill, including tips. The most senior employee participating in the meeting should pay the bill and submit the expenses for reimbursement.
If the meal is anticipated to exceed more than 150 USD per person, prior approval must be obtained from the corresponding Manager.
Laundry expenses:
Laundry expenses at actuals will be allowed for trips that last more than 7 days.
Employee responsibilities to Red Road when traveling:
Red Road expects that employees will use their best judgment when traveling for company purposes.
Do not spend excessively on food, drinks, or transportation. Always ask for receipts and keep them organized.
When employees return from their trip, all expenses must be submitted within 15 days.
If there is a valid reason not to submit expenses within this period, employees must speak with their supervisor.
Any excess baggage expenses, in addition to the usual airline entitlement, will not be provided. In particular cases, where justified by business needs, these may be authorized by the reporting manager.