Travel Policy for On-Site Services
Date of Last Revision: 12/19/2018
Reservation and Payment
Yellow Dog Software will give each client the right to make all travel reservations for airfare and lodging. If client declines, Yellow Dog Software will make the necessary reservations and add these to the reimbursable expense invoice(s).
Client shall be given the option to book the most efficient, logical and cost-effective airfare.
Yellow Dog Software will provide the client with all pertinent employee information and travel days, to book travel.
When business needs allow, air travel should be planned in advance.
Reservations should be made at least 14 days in advance, when possible.
The lowest price airfare is typically achieved within 21 – 60 days of travel.
All seating should be (at minimum) standard coach class.
Early check-in and priority seating are not required but requested.
Red eye/overnight travel, more than 1 connecting flight, or layovers exceeding 3 hours require Yellow Dog prior approval.
When on-site visit is required, Client shall be given the option for reserving & paying for hotel/lodging.
Lodging should be (at minimum) reserved at moderately priced, upper mid-scale hotels (ex. Hampton Inn, Fairfield Inn by Marriott, Holiday Inn Express, Comfort Inn).
Client is responsible for putting a credit card on file with the property for reasonable incidental hotel charges. (IE: room service, WiFi)
Yellow Dog Software is responsible for notifying the hotel of a late or delayed arrival.
Car Rentals/Taxi/Ride Service
Yellow Dog Software will reserving & pay for car rentals, when appropriate.
With the intent of minimizing costs, car rental will be utilized, at the destination, when it is less expensive than other transportation modes such as mileage reimbursement, taxis, ride services, or airport/hotel shuttles.
Absent special circumstances, Yellow Dog Software employees traveling together are expected to share the use of a rental care.
An intermediate or mid-size car will be reserved unless multiple employees are traveling together or other special circumstances such as a business need or weather-related safety issues/concerns.
If a rental agency provides a free upgrade to a larger car, at no additional cost, this is permissible.
A full-size car may be used if three or more Yellow Dog Software employees are traveling together.
A van may be used if there are six or more Yellow Dog Software employees traveling together.
Client is responsible for approving & reimbursing the all costs associated with a car rental:
Should a rental car accident occur, the employee should immediately contact the rental car agency, local authorities, and Human Resources. If possible, take pictures of all vehicles and property damaged in the accident. Call 911 first if the accident is serious.
If the car is stolen, notify the local Police Department. If business or personal property (e.g., laptops, files, thumb drives) is stolen, notify your supervisor, and Human Resources.
Yellow Dog Software will use personal vehicles and mileage reimbursement when appropriate.
With the intent of minimizing costs, mileage reimbursement will be utilized, at the destination, when it is less expensive than other transportation modes such as car rental, taxis, ride services, or airport/hotel shuttles.
Client is responsible for approving & reimbursing the all costs associated with mileage reimbursement:
Mileage Reimbursement at the US Standard Government Rate (https://www.irs.gov/tax-professionals/standard-mileage-rates)
Client is responsible for providing meals or reimbursing the cost of meals
The out-of-town personal meal limit is up to $75 per day, per person
The personal meal limit is NOT meant to cover business transportation, incidentals, business meals or entertainment expenses.
Yellow Dog Software is responsible for providing receipts and an expense report for all qualifying reimbursable meal expenses.
The daily meal limit does not rollover from one day to another.