Effective Date: 1/1/2007
Employees whose travel plans have been approved should make all travel arrangements through Grubstake's designated travel agency.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Grubstake. Employees are expected to limit expenses to reasonable amounts.
Expenses that generally will be reimbursed include the following:
* Airfare or train fare for travel in coach or economy class or the lowest available fare.
* Car rental fees, only for compact or mid-sized cars.
* Cost of standard accommodations in low to mid-priced hotels, motels, or similar lodgings.
* Cost of meals, no more lavish than would be eaten at the employee's own expense.
* Charges for telephone calls, fax, and similar services required for business purposes.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by Grubstake may not be used for personal use without prior approval.
Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed.
With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such nonbusiness travel are the responsibility of the employee.
When travel is completed, employees should submit completed travel expense reports within 5 days. Reports should be accompanied by receipts for all individual expenses.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.