Code One CPR Training

Travel Policy


TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY

It is Code 1 Training Solutions, LLC’s (“Employer”) practice to reimburse its employees for reasonable expenses incurred during the period they are employed by Employer in connection with travel and other business on behalf of Employer, subject to the guidelines and procedures set out in this policy.  The specific types of expenses that may be reimbursed and procedures for requesting reimbursement are set out below.  Employees must obtain written approval from Richard Shok and receipts or other appropriate substantiating documentation for all travel and other business expenses incurred.

This policy is intended to qualify as an “accountable plan” under the Internal Revenue Code (“Code”) and the Treasury Regulations promulgated thereunder.

Reimbursable Expenses. Expenses that may be reimbursed under this policy are:

  • Business travel expenses, including transportation and lodging.
  • Miscellaneous business expenses, including cell phones, internet fees, and other fees approved by the Employer

Employer will only reimburse expenses that meet the “substantiation requirements” set out below.  Expenses not addressed in this policy, such as child care costs and personal entertainment, are not reimbursable.

Travel Expenses. Employer will generally reimburse employees for business travel expenses incurred in accordance with the guidelines set out below.  Employees should always use the lowest-priced transportation option that is reasonably available.

  1. Air Transportation. Employees must travel on the lowest-priced coach airfare available, taking into consideration preferred airports, preferred arrival and departure times, connection times, and other restrictions, including cancellation and change fees.
    1. Baggage Fees. Airline charges for checked baggage are reimbursable in each of the following circumstances:
      1. The employee is transporting materials belonging to Employer.
      2. The employee is traveling for longer than seven (7) days.
      3. Richard Shok has approved the charge in advance of the flight.
    2. Changes and Cancellations. Employer reserves the right to determine whether to reimburse employees for penalties and other charges for flight cancellations, missed flights, or changes, taking the circumstances into account.
  2. Automobile Transportation and Parking.
    1. Personal Vehicles. If use of an employee's personal vehicle is required for business purposes, Employer will reimburse employees at the mileage rate set by the Internal Revenue Service (“IRS”). Employees using a personal vehicle for business purposes should ensure that their automobile insurance covers business travel.  Tolls and parking fees may also be reimbursable. However, Employer will not reimburse employees for expenses not necessary for business purposes, including, without limitation:
      1. Parking tickets;
      2. Vehicle repairs and maintenance;
      3. Fines for moving violations; or
      4. Vehicle towing charges.
    2. Rental Cars.If use of a rental car is required for business purposes, Employer will reimburse employees for the reasonable cost of the rental car, gasoline, tolls, and parking fees. Employees must reserve an economy or standard-sized vehicle. Upgrades to full-size vehicles are permissible only with advance approval by Richard Shok and if required due to the number of passengers.
  3. Rail Transportation. Employees may use rail travel when it is less costly than air travel. Employees are expected to choose the lowest, most reasonable fare available, considering preferred arrival and departure times, applicable connection times, and other restrictions, including cancellation and change fees. Reimbursement of penalties and other charges for cancellations or changes is governed by the rules applicable to air transportation, as set out above.
  4. Hotels and Lodging. Employer will reimburse employees for the cost of standard accommodations in a reasonably priced hotel for overnight stays during business trips. Employer will pay room cancellation fees for guaranteed room reservations only in extenuating circumstances, as determined by Employer in its sole discretion. Employees seeking reimbursement for lodging expenses must submit an itemized hotel receipt or statement which indicates that full payment has been made and contains:
    1. The name and location of the hotel or other lodging.
    2. The date or dates of the employee's stay.
    3. Separately stated charges for lodging, meals, telephone, and other expenses.

Expense Reimbursement Requests. Employees may request reimbursement for business-related expenses incurred in accordance with this policy by completing an expense reimbursement form, obtaining written approval from Richard Shok, and submitting the completed form, including all receipts and appropriate substantiating documentation as required by this policy, to Richard Shok. All expense reimbursement forms must be signed and verified by both the employee and the employee's supervisor. Expense reimbursement forms are available HERE.

  1. Required Information in General. Expense reimbursement forms must include original receipts or other appropriate substantiating documentation for each expense showing:
    1. The amount paid.
    2. The date the expense was incurred and paid.
    3. The vendor or provider name and location.
    4. The nature of the expense.
    5. Other information required by this policy.
    6. Any other necessary information to substantiate the expense.
  2. Additional Information for Vehicles. In addition to the information above, expense reimbursement forms relating to the business use of an employee's personal vehicle must list the:
    1. Miles driven.
    2. Origin and destination.
    3. Date
    4. Business purpose.
  3. Receipt Unavailable. If a receipt or other substantiating documentation is not available, the employee must submit a written explanation of why the documentation cannot be provided. Employer, in its sole discretion, will evaluate the explanation and determine whether the expense is reimbursable.
  4. Submission of Forms. Employees must submit expense reimbursement forms to Richard Shok within Fifteen (15) days of incurring the expense. Employer will not reimburse employees for any expenses submitted after this deadline. Richard Shok will verify that expenses are permissible, and that documentation is adequate and accurate. Employer reserves the right to refuse any expense reimbursement request that is inaccurate, does not include the appropriate substantiating documentation, is submitted late, or otherwise fails to fully comply with Employer's policy, as determined by Employer in its sole discretion. Expense reimbursement forms may be subject to audit by Employer or by government agencies.

Return of Excess Reimbursements. If an employee receives an excess reimbursement, the employee must report and return any excess amounts to the Employer Department within Thirty (30) days.

Expense Reimbursement Payment

    • Payment Date. Employer will reimburse an employee for reimbursable expenses promptly following the date on which the employee submits a complete expense reimbursement form that includes all required approvals and substantiating documentation

Employer Issued Credit Cards. Employer may, in its sole discretion, issue Employer credit cards to certain employees for business-related purposes. Employees may only use their Employer credit card to incur expenses that are reimbursable under this policy. Employees may not incur personal expenses on Employer credit cards. Employees must submit reimbursement requests for expenses incurred on their Employer credit card in the same manner as expense reimbursement requests for other expenses as set out in this policy, including by submitting all necessary receipts, substantiating documentation, and approvals and complying with applicable deadlines. Employer will not reimburse employees for expenses that are not reimbursable under this policy, including personal expenses and late fees. Use of Employer credit cards is a privilege and may be withdrawn by Employer at any time in its sole discretion.

Travel Wages. It is Employer’s intention to remain in compliance with the Fair Labor Standards Act (“FLSA”). As required by 29 CFR §785.38, Employer shall compensate non-exempt employees for time spent traveling between worksites during the workday.  Pursuant to 29 CFR §785.39, any overnight travel required of non-exempt employees shall be compensable if the time spent traveling occurs during normal business hours, which are generally 9:00a.m. to 5:00p.m., but may vary depending on the work assigned.  Exempt employees shall not be compensated under this Section 7.  In no event shall any employee be compensated for time spent traveling from his or her home to work or vice versa.

Acknowledgment of Receipt and Review

I, , acknowledge that on July 4, 2022, I received a copy of Employer's Travel and Business Expense Reimbursement Policy and that I read it, understood it, and agree to comply with it. I understand that Employer has the maximum discretion permitted by law to interpret, administer, change, modify, or delete this policy at any time with or without notice. No statement or representation by a supervisor or manager or any other employee, whether oral or written, can supplement or modify this policy. Changes can only be made if approved in writing by the Richard Shok. I also understand that any delay or failure by Employer to enforce any work policy or rule will not constitute a waiver of Employer's right to do so in the future. I understand that neither this policy nor any other communication by a management representative or any other employee, whether oral or written, is intended in any way to create a contract of employment. I understand that I am employed at will and this policy does not modify my at-will employment status.  This Policy is not promissory and does not set terms or conditions of employment or create an employment contract.

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Signature Certificate
Document name: Travel Policy
lock iconUnique Document ID: 0720d880ddc278acdf5f79b7d21fafdf8e4cdc9b
Timestamp Audit
January 31, 2021 4:19 pm EDTTravel Policy Uploaded by Richard Shok - rich@code1web.com IP 24.254.181.35