Travel & Expense

Travel & Expense

Overview

It is our policy to reimburse our staff for reasonable and necessary expenses incurred in connection with approved travel and expenses on behalf of the company.

You are expected to:

• Exercise good judgment with respect to expenses.
• Spend the company’s money as carefully and judiciously as you would your own.
• Submit expense reports within 30 days of incurred expenses; it is permissible to submit expense reimbursement report prior to travel/expense
• Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken or contact the accounting department for assistance.
• We strongly encourage you to use travel discounts when making your travel arrangements.
• When traveling with other FrontRunnerHC employees, make reasonable efforts to coordinate travel for rental cars, ride-shares etc., to minimize expenses.
• FrontRunnerHC has corporate partnerships with American Airlines and Avis rental car. All corporate travel should be booked using these vendors. Travel can be coordinated through CEO’s office.

Policy

Authorization

Your expenditures must be approved by Manager and/or CEO, and you should verify that planned expenditures are eligible for reimbursement before making travel arrangements or expenditures.

If there are any expenses that are expected to exceed the guidelines outlined in this policy, prior written approval from CEO is required before purchase.

Use of Personal Funds

You should review reimbursement guidelines before spending personal funds for business expenses to determine if such expenses are reimbursable. We reserve the right to deny reimbursement of expenses for failure to comply with policies and procedures.

Changes & Cancellations

We reimburse those expenses related to a cancelled trip or event if the cancellation was due to circumstances beyond your control. When a guaranteed reservation for transportation or lodging is made and unavoidable or work-related event causes a cancellation or adjustment in the reservation, every reasonable effort should be made to cancel the arrangement in a timely manner.

Receipts Required

Receipts are required for all items, regardless of amount.

Exceptions

Occasionally it may be necessary for travelers to request exceptions to this travel policy. Requests for exceptions to the policy must be made in writing and approved by the CEO prior to expending money. In most instances, the expected turnaround time for review and approval is five business days or less.

Travel Expenses

PREPAID travel expenses

FrontRunnerHC can assist with booking airfare, rail transportation, and conference registration fees. Prepaid travel may be booked with a request through the CEO’s office.

Airfare

You are expected to book your airfare at least 2 weeks prior to travel and obtain the lowest available airfare that reasonably meets business travel needs. FrontRunnerHC has a corporate partnership with American Airlines. Air travel should be booked using American Airlines can be coordinated thru the CEO’s Office

Roundtrip airfare tickets cannot exceed $600 including fees and taxes; prior approval from CEO is necessary for any airfare that exceeds this amount.

Coach class or economy tickets should be purchased for domestic or international flights (defined as flight time totaling less than six consecutive hours excluding layovers). A higher-priced coach ticket cannot be purchased for a subsequent upgrade in seating.

FrontRunnerHC will not reimburse the cost of any air travel upgrades.

FrontRunnerHC will reimburse for the cost of one (1) checked bag.

A less-than-first-class ticket (i.e., business class) may be purchased with the CEO’s prior approval for domestic or international flights (defined as flight time exceeding six consecutive hours excluding layovers). First-class tickets are not reimbursable.

Receipt Required: For reimbursement, employee shall submit an original receipt showing name, amount paid, dates/times of travel, airline, locations, and ticket class.

Rail transportation

We will pay for rail transportation provided that the cost does not exceed the cost of the least expensive airfare.

Receipt Required: For reimbursement, employees shall submit an original itemized airline receipt, an e-ticket receipt/statement or an Internet receipt/statement. The receipt must show the traveler’s name, travel dates, locations, price, method of payment and indicate that payment was made.

Automobile (personally owned)

Reimbursement for use of a personal automobile is based on the current IRS federal mileage rate.

Rates are:

Year	Rate
2024	$0.670
2023	$0.625

If using a personal vehicle for company business, you must have a valid driver’s license and carry liability insurance consistent with approved minimums. The minimum acceptable automobile insurance shall be the minimum requirement of the state in which the vehicle is operated. Any employee unable to meet this requirement must not use their personal vehicle on company business.

Receipt Required: For reimbursement, employee shall submit a google map direction (or equivalent) showing starting location, ending location and miles.

Rental Automobile

A vehicle should be rented if the rental vehicle is more economical than any other type of public transportation, the cost of mileage of the employee’s personal vehicle, or if the destination is not otherwise accessible. FrontRunnerHC has a corporate partnership Avis rental car. Avis should be used to book rental cars whenever possible.

FrontRunnerHC will authorize the reimbursement of an Economy rental vehicle. In certain circumstances larger vehicles may be rented, with pre-approval by the CEO. The rental agreement must clearly show the date and the points of departure/arrival, as well as the total cost. You must adhere to the rental requirements, and restrictions must be followed.

To rent a car you must have a valid driver’s license and carry liability insurance consistent with approved minimums. If coverage is not available through your existing personal auto insurance, you should contact the CEO’s office for guidance.

Parking fees and tolls associated with the use of a rental vehicle while on business are allowed. You are strongly encouraged to fill the gas tank before returning the vehicle to the rental agency to avoid service fees and more expensive fuel rates.

Receipt Required: For reimbursement, employee shall submit an original receipt showing rental days, pick up and drop off location, car classification, and amount of charge. For tolls and parking, employee will submit a copy of an original receipt or credit card/debit card payment.

Lodging Expenses

Lodging

The cost of overnight lodging (room rate and tax only) will be reimbursed if the authorized travel is 45 miles or more from your home or primary worksite.

Exceptions to this restriction may be approved in writing by the CEO.

We will reimburse lodging expenses at reasonable, single occupancy or standard business room rates. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate.

Below are guidelines for reasonable lodging rates:

• Small City not to exceed $175 per night
• Large City not to exceed $300 per night

Only single room rates are authorized for payment or reimbursement unless the second party is representing the agency in an authorized capacity.

If the employee cannot obtain a room within the stated guidelines, they must receive pre-approval from the CEO.

Receipt Required: For reimbursement, employee shall submit an original receipt showing payment. Receipt must show hotel name, location, number of rooms, services provided and dates of service.

Meals & Entertainment Expenses

Travel Meals

Travel meal expenses are the cost of meals when on an out-of-town or overnight business trip. Actual and reasonable meal expenses (including gratuities up to 20%) will be reimbursed. Good judgement shall be practiced in determining the daily amounts expended for meals, and employees should use the following guidelines when determining an appropriate reimbursable amount:

• Breakfast $15
• Lunch $25
• Dinner $45

Meals in route are allowable during business travel days (from one day prior to the actual dates of business-related activity through the final day of the business-related activity).

Meals (with other employees)

Every effort should be made to obtain a receipt from restaurant establishments. However, it is understood that when joining in a group meal with colleagues, it may not be possible to get separate checks. In this case, have one employee pay for the entire meal and make note on the expense report of the employees who are on the bill.

Breakfast included with lodging fee

If the lodging fee includes breakfast, no other breakfast charge is authorized.

Receipt Required: For reimbursement, employee shall submit an original receipt showing payment. On the expense report, the employee shall include the following information: Date, name and location of establishment, amount of charge. If it includes other employees, you should also include the names of all attendees, the business relationship of all attendees, a description of the business purpose of the expenditure.

Business Meals

Business meals are those meals taken with clients, prospects or non-company associates during which a specific business discussion takes place. Actual and reasonable meal expenses (including gratuities up to 20%) will be reimbursed. Reasonable business meal expenses should be discussed and approved prior to the business meal. A reasonable amount will be determined by the manager or CEO depending on the number of attendees and the business purpose.

Receipt Required: For reimbursement, employee shall submit an original receipt showing payment. On the expense report, employee shall include the following information:

• Date of meal
• Name and location of establishment
• Amount of charge
• Name, company and business relationship of all attendees
• Description of the business purpose of the expenditure.

Entertainment Expenses

Entertainment Expenses are those expenses incurred while entertaining guests of the company and include events such as social and recreational activities, when a business discussion takes place immediately before, during or after the event. Entertainment expenses must be approved IN ADVANCE by the CEO. Entertainment expenses are unallowable on federally sponsored agreements.

Receipt Required: For reimbursement, employees shall submit an original receipt showing payment. Original receipts such as an itemized bill, credit card receipt, cash register receipt, or credit card statement are acceptable receipts. Every effort should be made to obtain an itemized receipt from restaurant establishments. The following information must be included on employee expense reports as support for all business meal and entertainment expenses:

• Date of meal or event
• Name and location of the establishment/venue etc.
• Name, company, and business relationship of all attendees
• Amount of charge
• Description indicating the business purpose of the expenditure

Other Business Expenses

Administrative expenses. Business expenses, including faxes, photocopies, Internet charges, data ports and business telephone calls incurred while on travel status, may be reimbursed. Original itemized receipts are required.

Parking. Original receipts are required for parking fees (including airport parking). The lodging bill can be used as a receipt when charges are included as part of the overnight stay.

Telephone calls. The costs of personal telephone calls are your responsibility.

Tolls. Original receipts are required for tolls totaling $5 or more.

Miscellaneous transportation. Original receipts are required for taxi, bus, subway, metro, ferry, Uber/Lyft and other modes of transportation.

Visa, passport fees and immunizations. If these items are required for international travel, their reimbursement is left to the discretion of your supervisor. If approved by the designated authority, original itemized receipts are required.

Vacation in conjunction with business travel In cases in which vacation time is added to a business trip, any cost variance in airfare, car rental or lodging must be clearly identified on the expense form. We will not prepay any personal expenses with the intention of being “repaid” at a later time, nor will any personal expenses be reimbursed. In no case will the employee be reimbursed for expenses greater than had the travel been solely business related.

Conference registration fees. We will reimburse conference fees, including business-related banquets or meals that are part of the conference registration.

Conference fees may include the cost of meals.

Entertainment activities such as golf outings and sightseeing tours will not be reimbursed.

Receipt Required: For reimbursement, employee shall submit an original receipt showing payment. If the conference does not provide a receipt, then a cancelled check, credit card slip/statement or documentation that the amount was paid is required for reimbursement.

Professional Memberships & Dues Dues paid for approved memberships in professional or technical organizations are reimbursable. You shall submit copies of receipts, including the time period covered by the membership. Prior approval from manager and/or CEO is required.

Non-reimbursable Travel Expenses

The following items that may be associated with business travel will not be reimbursed:

• Airline, hotel and car rental club memberships
• Airline upgrades
• Business class for domestic flights or first class for all flights
• Childcare, babysitting, house-sitting, or pet-sitting/kennel charges
• Commuting between home and the primary work location.
• Costs incurred by traveler’s failure to cancel travel or hotel reservations in a timely fashion
• Evening or formal wear expenses
• Haircuts and personal grooming
• Laundry and dry cleaning
• Annual credit card fees
• Personal reading materials
• Parking or driving violations
• Passports, vaccinations and visas when not required as a specific and necessary condition of the travel assignment.
• Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel pay-per-view movies, in-theater movies, social activities and related incidental costs.
• Travel accident insurance premiums or purchase of additional travel insurance.
• Other expenses not directly related to the business travel.

Travel for Non-Employees

Additional costs for travel, lodging, meal or other travel expenses for spouses or other family members will not be reimbursed unless the individual has a bona fide company purpose for engaging in the travel or attending the event.

Reimbursement for non-employees, if allowed, will follow the same guidelines as employees.

Submitting for Reimbursement

The FrontRunnerHC Expense reports should be submitted within 30 days of incurred expenses. Expenses will be paid once a month. The expense reports should be submitted by the 10th of each month, with all supporting documentation and manager approval. The approved expense report should be emailed to payroll@frhc.com by the 10th each month. Reimbursements will be paid out in the check issued the 15th each month.

Expense reports can be found on SharePoint; Administration/Travel; FrontRunner expense report v10-1-22.xlsx

Expense reports should be reviewed by manager and have an email approval before being submitted to payroll@frhc.com.

FrontRunner HC reserves the right to deny any expenses submitted outside the guidelines in this policy and those not submitted in the timeframe outlined in this policy.

Revision Tracking

Rev	Description	Date	Approved
-	Original Document	January 2022	J Donnelly
1.0	Updated	September 2023	S Melvin
2.0	Updated	March 2023	S Melvin