TRAVEL POLICY
PURPOSE
Travel is one of Particle Measuring Systems’ largest expense items. This travel policy is intended to aid PMS in managing travel expenses and to bring uniformity to PMS’ travel practices. Keep in mind the expenses should be reasonable in nature and amount. Please treat PMS expenses as if you are spending your own money.
Expense reports must be completed within two weeks of completing travel. Any expenses submitted over 90 days from the actual transaction date will NOT be reimbursed.
EXCEPTION PROCESS
Any expenses not in accordance to the policy requires preapproval with a valid reason for noncompliance from the relevant Executive Staff member and WW Controller or VP Finance. This approval must be attached to the expense report.
SCOPE
This policy applies to all company-paid travel and related employee expenses. AIR TRAVEL
Booking Flights
Flights will be selected primarily on the lowest logical fare and secondarily on convenience of schedule. All PMS employees must travel economy class. Any upgrades for ‘over ocean’ travel must be pre-approved by either President or CFO.
Airline Clubs
PMS will pay for the United Airline Club (Red Carpet) as well as other airline clubs for travelers who have registered more than 50,000 miles (or the equivalent in segments) of travel the previous year. The receipt for this expense along with your frequent flyer report showing previous year miles (or segments) must be submitted. Refer to Exception Policy for ‘over the ocean’ travel.
Fuel
The fuel tank must be refilled before returning the car to avoid outrageous car rental agency refueling charges. “Prepaid” gasoline may be purchased if it is at a reasonable cost.
Insurance
Domestically (including Puerto Rico) and in the UK, all extra insurance offered at the rental counter should be declined. PMS carries an insurance policy to cover car rentals. When renting a car in a foreign country (with the exception of the UK), purchase all physical damage coverage as well as liability coverage.
If needed the PMS Automobile Liability policy is as follows: Carrier name: Continental Casualty Company
Policy number: WP PST 62 284 2839
Policy period: March 1, 2016 – March 1, 2019 COMPANY VEHICLES
Company vehicles or auto allowances are provided in some cases to employees. If you receive a company vehicle you will need to annually declare your personal use for tax purposes. Company vehicles can only be driven by the employee (no exceptions). Family and friends are not allowed to drive the company vehicle in any circumstance.
Personal use of company vehicles is permitted; however, it must be reasonable, i.e. no long personal trips in the company vehicle. If you need further clarification of what is
“reasonable”, please contact the VP of Finance. In addition, the use of the company’s fuel card for personal use is strictly prohibited. This means that if you use the vehicle reasonably for personal use, you are responsible for the fuel purchases.
CAR SERVICE
Car service is provided for all employees taking trips to and from the airport, for PMS guests, and for PMS employees outside of Boulder coming to the PMS Boulder office (for any length of travel).
This is to be used only for business travel. If you are a PMS employees from outside of Boulder and wish to use this service when visiting PMS Boulder you must enter passenger information as described above.
This service is paid for in full by PMS and it includes driver gratuity. The sedan will hold up to three people. For more than three and up to seven you may request a SUV.
MILEAGE REIMBURSEMENT AND PERSONAL CAR USE
Employees may use their personal vehicles on a reimbursement basis for all business local travel.
Employees will be reimbursed generally at the IRS published rate. See the on-line expense reporting system for the current reimbursement rate.
Business use of personal vehicles for trips that originate or terminate at home will be reimbursed only to the extent that the total mileage exceeds the employee’s normal round trip mileage to and from the PMS facility.
If an employee has an auto allowance in lieu of a company vehicle, only fuel for company related business trips is allowed. Actual receipts for fuel only or estimates of fuel usage should be submitted.
HOURLY EMPLOYEES
Hourly employees will be paid for travel time. PARKING
All employees should use cost effective parking. If on an extended trip and the car is left at the airport, you should use long-term parking. For Boulder employees, the preferable option for long term trip is to utilize the Car Service.
HOTELS
RECEIPTS
Receipts are required for all expenses greater than $25, unless management wants you to turn in all receipts. You should retain all expense receipts in case you are asked to verify an expense.
MEALS
PMS will reimburse for reasonable meal and refreshment expenses while the employee is traveling.
Detailed receipts are required for all meal expenses greater than $25. Tear-off check stubs and credit card detailed only receipts are not acceptable documentation for meal expenses. Meal expenses greater than $25, like any expenditures without receipts, are subject to no reimbursement.
When two or more PMS employees are traveling together, one person may pay the bill and report the total expense on his/her expense report. This should be reported as an employee meal expense, not an entertainment expense. The expense reporting system should be used to report all attendees and the purpose of the meal. If this occurs, the highest level employee should pay the expense and turn in the expense on his or her report.
For clarity regarding the use of “Employee Meals” vs. the use of “Entertainment Expense,” or “Business Meals”, “Employee Meals” is to be used when only PMS employees attend the meal while “Business Meal” or “Entertainment Expense” is to be used if you pay for a Non-PMS Employee (example, a customer).
TELEPHONES
Toll Free Numbers
Employees traveling on domestic business and calling back to the PMS facility should use the toll-free 1-800-238-1801 number. Employees should also use toll free numbers for other calls whenever possible. Do not use this toll-free number when calling from the local Denver/Boulder calling area. Employees using company provided cell phones should direct dial the PMS facility (do not use the “800” numbers).
Personal Calls
CREDIT CARDS
All frequent travelers may be issued a corporate American Express credit card if requested. The card is a company-provided tool to assist employees in doing their jobs efficiently – manage it appropriately. You are personally liable for charges to this card. PMS is not liable or responsible for paying this card. American Express may suspend your card if it is not paid on time. PMS cannot and will not attempt to change a suspension. PMS is notified of suspended cards.
The corporate American Express card may be used for business expenses, or if preferred, a personal credit card may be used for business expenses. (PMS does not reimburse annual credit card fees for personal credit cards even if used for business.) The corporate American Express card does download data to the electronic on-line expense reporting system which can be helpful for completing your expense reports.
EXCHANGE RATES
All charges in foreign currency must be claimed in U.S. Dollars at actual exchange rates incurred. If a credit card is used for charges, it is preferred to obtain the exchange rate from the card provider. .
MISCELLANEOUS EXPENSE CATEGORY
Miscellaneous expense category is discouraged. Expense that does not fall into any of the Concur expense category should be evaluated for validity. If miscellaneous expenses must be utilized, miscellaneous expense must list detail of claim and account to be charged. Any incomplete expense reports will be returned for correction, which will delay your
reimbursement. ENTERTAINMENT
APPROVALS
An employee’s department Manager, Director, or VP will approve each expense report. Before approval, the Manager, Director, or VP will verify that receipts are attached and
the report is both accurate and reasonable.
PERSONAL EXPENSES WHILE TRAVELING ON COMPANY BUSINESS
Personal expenses are not reimbursable by PMS. Examples of non-reimbursable personal
expenses are as follows:
• Membership in airline clubs (except as previously stated) • Fitness clubs or daily fitness expenses in hotels/motels • Movies or other entertainment
• Bar tabs (unless meeting with customers or approved under exception policy) • Laundry/dry cleaning services (unless on a trip greater than 1 week)
• Upgrades in airline, hotel, or car rental services (except as previously stated) • Supplemental flight insurance
• Supplemental auto insurance except in non-designated countries per the insurance section • Fines for parking or traffic violations
• Barber shop and other personal hygiene items • Loss of cash advances or personal funds
• Charges resulting from loss or misuse of credit cards • Kennel charges
• Gifts – Refer to our Gifts Register • Luggage
Examples of miscellaneous expenses that will be reimbursed at reasonable levels are:
• Laundry and dry cleaning expenses are reimbursable on an emergency basis or if on extended trips (one week or longer).
• Currency conversion fees
• Reasonable tips where customary • Visa and passport fees
• Tolls
