All travel paid or reimbursed to Providers shall be subject to the following travel terms & conditions and limits. Travelers are expected to exercise good judgment when incurring travel costs. Travelers shall not seek reimbursement for expenses not incurred, expenses provided free of charge, or expenses that will be paid or reimbursed from another source. Travelers will only be reimbursed for reasonable and necessary travel expenses actually incurred in the performance of contracted duties (i.e. must directly relate to the scope of work).
- Receipts – Original itemized receipts are required for reimbursement of travel expenses (e.g. airfare, taxi, hotel, meals, etc.). Original itemized receipts are actual receipts. Credit card charge slips or statements will be accepted in lieu of original receipts.
- Lodging – Lodging costs will be based on the General Services Administration (GSA) per diem rates. https://www.gsa.gov/portal/content/104877 unless otherwise specified in the contract.
- Mileage use/ personal vehicles – Alliance will reimburse mileage pursuant to the current IRS maximum allowed rate. Travelers will not be reimbursed for any extra lodging or meal expenses incurred as a result of using a vehicle versus flying.
- Meals and incidental expenses (M&IE) – Meals and incidental expenses are intended to cover the costs of a single day’s worth of meals and incidental costs (such as tips and parking) based on the average cost for these expenses in the area. Alliance will not reimburse the cost of meals for one-day travel unless the meal is part of the program of the function being attended (i.e. lunch is provided as part of a conference). Travelers are required to use General Services Administration (GSA) M&IE rate. https://www.gsa.gov/portal/content/104877 unless otherwise specified or provide itemized receipts. The maximum meal rates include tax and tips. Meals included in the cost of airfare, lodging, or as part of an event or conference package, are not reimbursable.
- Non-reimbursable expenses – The following are examples of non-reimbursable expenses:
- Alcohol or cigarettes
- Lost or stolen cash or personal property
- Personal items and services
- Laundry, dry cleaning
- Concierge services
- Travel agent charges
- In-room movies
- Gym use
- Traffic citations, parking tickets, and other vehicle fines
- Circuitous or side trips for personal reasons
- Personal entertainment or sightseeing
- Airline, car, hotel, club, or travel memberships
- Late payment penalties and interest on credit cards
- First-class travel
- Travel obtained using personal frequent flyer miles, reward programs, or discounts
- Travel add-ons, such as travel or baggage insurance, trip protection, cancelation/delay/interruption insurance, upgraded seating, early check-in, TSA preflight services, optional travel services, wi-fi, movies, etc.
- Baggage charges for more than one baggage
- Car rental