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:
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.
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.
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
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 October 4, 2023, 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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Document Name: Travel Policy
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