International Travel Policy
Title: ENTONCES Y SIEMPRE INC. (EYS) - INTERNATIONAL TRAVEL POLICY Date: 10/26/221.0 PURPOSE To establish guidelines for travel on behalf of Entonces y Siempre Inc. (EYS) to ensure both time and financial resources are properly utilized. 2.0 SCOPE This organizational travel policy applies to all full-time, regular Entonces y Siempre Team Members/employees exempt and non-exempt, and individuals who travel on business and receive cost reimbursement from Entonces y Siempre Inc. All travel by any Team Member will require preapproval by an EYS Country Manager or above.3.0 POLICY Team Members are required to use good judgment and common sense when traveling on EYS business. This includes careful planning to ensure that both time and financial resources are properly utilized. The following guidelines are to be used when planning and conducting travel on EYS business. The complete cooperation of each Team Member in supporting this program is crucial to realizing the full potential of monies donated on behalf of our benefactors.4.0 AIRLINE TRAVEL Team Members should exercise good judgment when deciding to use air travel vs. ground transportation. In general, commercial air travel is available for business trips that require greater than 300 miles of travel. 4.1 Advance Purchase Whenever possible, Team Members are expected to take advantage of advance purchase fares. Reservations should be booked as far in advance as possible to ensure the lowest fare. Generally speaking, discounted fares require a 21 to 7 day minimum advance purchase. 4.2 Routing Team Members should be willing to accept the lowest fare within a two-hour window of their desired departure time. In addition, Team Members should consider using alternative airports (e.g., O’Hare International vs. Midway or Fort Lauderdale instead of Miami International).4.3 Class of Service Business class will be booked for Intercontinental travel only (i.e. Europe, Asia). All other air travel (domestic or international) will be booked in Economy/Coach class.Team members are authorized to use upgrade to “Extra Legroom” or Business Class by the purchase of 500 mile “upgrade Stickers” for all other international travel in the following instances only:4.3.1. Segments that exceed four hours in flight time; or4.3.2. When multiple segments are flown in a single day.Any costs associated with said upgrade incurred by Team Members are authorized for reimbursement when they meet conditions 4.3.1 and 4.3.2 above.4.4 Payment Airline tickets will be charged directly to the Team Member’s personal credit card or with extenuating circumstances and by pre-approval within the Organization’s reporting structure said Team member’s company sponsored credit/debit card. Travel expenditures will be reimbursed to Team Members after completion of travel, and submission of an expense form. 4.5 Saturday Night Stay Frequently, with domestic travel the lowest airfare requires a Saturday night stay. If a traveler elects to stay a Saturday night to lower an airfare, EYS will cover the expenses incurred for additional hotel accommodations, meals, and rental car so long as these costs are lower than the cost of the airline ticket without the Saturday night stay. EYS will not reimburse travelers the difference between the excursion fare and the full coach fare. 4.6 Team Members Traveling Together No more than three (3) Team Members of director level or higher in the same reporting relationship may travel together on the same flight. No more than four (4) Team Members of a Senior Executive level or higher may travel together on the same flight. No more than five (5) Team Members of any level may travel together on the same flight.4.7 Frequent Flyer Programs/Voluntary Rerouting Participation in frequent flyer programs is encouraged and you should notify the Airline or Travel Agent of any frequent flyer programs you participate in. However, the selection of airlines, hotel, or rental cars should not be based on receiving mileage, but rather the best use of the organization's resources. Travelers are not permitted to purchase full coach fares solely for the purpose of upgrading or receiving frequent flyer miles. EYS recognizes the inconvenience of frequent trips and being away from home. Therefore, Team Members who earn frequent flier bonus certificates and other frequent flier membership awards may keep them for personal or charitable use.Should an EYS Team Member volunteer to give up his/her seat on an overbooked flight in exchange for an airline voucher, the Team Member may keep the voucher. However, EYS will not reimburse additional expenses (such as meals, hotel accommodations, etc.) associated with voluntary delays. Team Members are not permitted to voluntarily give up their seat if the delay or rerouting hinders their job performance or results in increased cost to the company. 4.8 Unused Tickets If a Team Member is unable to use a ticket or a portion of an airline ticket the unused flight coupons must be returned as an attachment of the Team Member's expense report as proof of canceled travel. If a ticket is non-refundable, the ticket will be kept by the Team Member for the Team Member’s future travel needs. However, copies of the ticket and proof of redemption at the time of travel will be required to offset the open expense. This should be submitted with the accompanying expense report. If the ticket is refundable, the Team Member should execute the refund with the provider and submit proof of said remuneration as well as the returned funds by check or as a deduction in the expense report to offset the charge. All refund notices must be submitted with the Team Member’s expense report.The organization will pay for penalties and cancellation charges associated with changing and or canceling reservations provided the Organization required the change or the change was beyond the Team Member’s control. Penalties or cancellation charges incurred for any other reason will be the responsibility of the Team Member. 5.0 AUTOMOBILE EXPENSES Team Members who use their personal automobiles for authorized company business are reimbursed at per current USA IRS standard per mile (unless in conflict with local laws where non-USA travel applies), plus tolls and parking fees, less the distance normally traveled to and from the Team Member’s regular work-place. Only Team members with acceptable driving records and whom their supervisor authorizes are allowed to drive on EYS business. Team Members are encouraged to use a rental car for driving trips exceeding 100 miles except in locations where the Team Member’s supervisor has deemed the location unacceptable for personal driving as a result of imminent personal risk due to crime or unsafe driving conditions (e.g., Barbados, Costa Rica, El Salvador, Guatemala, Honduras, Jamaica, Panama, Dominican Republic).6.0 RENTAL CARS Rental cars should be booked through a discount provider (e.g.. Hotwire or Travelocity) in order to obtain the lowest possible rates. A mid-size car is authorized unless the number of passengers or equipment/luggage being transported requires a larger size vehicle. In some cases, a compact car is recommended for locations where roads and parking present obstacles to safe travel (e.g.. Trinidad, Mexico).EYS does not require you to purchase supplemental insurance from the car rental company, nor will they reimburse you for such insurance. The Team Member should confirm with the credit card issuer of choice that coverage is conveyed with the rental by the card issuer. If a Team member wishes to have coverage for personal items, they may purchase personal effect coverage at their own expense. No company property (e.g. laptops, tablets, confidential information) should ever be left unattended in a rental car (or personal vehicle). The rental agreement should be signed with "Entonces y Siempre Inc., " by the Team Member’s name. Vehicles rented for EYS use should not be used for personal use. EYS discourages the use of rental cars in foreign countries due to insurance and risk concerns. If a rental car is deemed necessary as a result of effective use of time, practicality, or sufficient reduction in anticipated cost, the Team Member must obtain approval from his or her supervisor prior to making the reservation. Gasoline for rental cars is a reimbursable expense (with proper receipts). Whenever possible, Team Members should return the car with a full gas tank to avoid the high gasoline prices charged by rental companies. 7.0 GROUND TRANSPORTATION Traveling to and from the airport terminals will be by the least costly method available consistent with business requirements e.g., airport bus, taxi, Uber, or personal automobile (including parking or storage fees). Team Members are encouraged to create an Uber or Lyft account and make use of said services as they provide deeply discounted fares compared with commercial taxi providers. On trips exceeding 24 hours duration long-term rather than short-term parking must be used and receipts should be obtained for reimbursement. 8.0 LODGING EXPENSES A list of preferred hotels has been established in the most frequently traveled destinations. Travelers are required to utilize the hotels and rates in the most economical manner while also providing for the Team Member’s security. As an example and for those unfamiliar with local brands, IHG brand hotels typically provide economical pricing with safe and clean facilities and are present in most countries where we serve. This is not an endorsement, just a fact. Good judgment should be used when considering the cost and location of hotels. For instance, if a rental car charge could be avoided, a slightly more expensive hotel closer to your business might save money overall. Hotel reservations will be guaranteed to the traveler's personal credit card. It is the travelers' responsibility to adhere to the hotel's cancellation policy. On overnight trips, reasonable phone expenses for calls to the Team Member’s home are reimbursable. Travelers are encouraged to obtain a discounted rate from their cell provider for international calls and encouraged to rely on WhatsApp, Skype, or other secure VIOP platform. Movie rentals and other hotel services such as laundry, dry cleaning, etc. are not reimbursable, with the exception of laundry services which are reimbursable on trips that extend beyond 5 days. The Organization will pay for penalties and cancellation charges associated with changing and/or canceling reservations provided EYS required the change or the change was beyond the Team Members’ control. Penalties or cancellation charges incurred for any other reason, including an employee’s failure to cancel a reservation, will be the responsibility of the Team Member. 9.0 OTHER EXPENSES Hourly Team Members are paid for their travel time (less normal commute time) and work time. Overnight stays (other than actual travel time) are not considered work time for hourly Team Members. Tips and gratuities are reimbursable when confined to practical limits as determined by services required and received. Many countries include the cost of a tip in the meal. Determine if tipping is appropriate or necessary. Entonces y Siempre Inc. will cover the cost of Passports and Visas. Inoculations that are recommended for travel will be covered when using the Organization's endorsed program. Refer to CDC Travel Recommendations. Airline club fees are not reimbursable except for Team Members averaging two (2) weeks of travel per month during any six (6) month period.10.0 MEALS Entonces y Siempre Inc. International Travel Policy does not authorize a per diem arrangement but reimburses employees for the actual cost of meals purchased plus gratuities. Individual meal limits including gratuity are: combined breakfast/lunch $25.00 and dinner $50.00. Reimbursements for expenses that exceed these limits are at the discretion of the Team Member’s direct supervisor. Receipts are required for individual meals and must be submitted with the expense report. We encourage Team Members to cook, participate in local culture, and enjoy local hospitality.Alcohol is not reimbursed and is discouraged unless it is in conjunction with local custom and culture and non-participation would impeded the Team Member’s ability to be accepted by the Community at large. Use of in-room mini-bars or room service found in some hotels is to be avoided. These services tend to be far more expensive than other available restaurants located in or around the hotel. 11.0 BUSINESS ENTERTAINMENT It is not the function of EYS to provide entertainment. However, we do recognize the cultural expectations of “sharing a meal” in many of the countries where we volunteer. When reporting expenditures for Business Entertainment, the traveler is required to maintain and submit more specific records substantiating bona fide business expense. The following must be shown on the back of the travel expense form with supporting receipts: • Date of each separate expenditure for entertainment. • Name and location of restaurant for entertainment. • Amount of expenditure. • Business purpose and the nature of the business benefit expected to be derived, or the nature of the business discussion or activity that took place.
• Name and business relationship (title and company) of persons entertained.
• A note of caution: If the Team Member would be uncomfortable in listing the content and purpose of the entertainment on the front page of an international newspaper, the entertainment would be considered unacceptable.12.0 EXPENSE REPORTS An expense report must be submitted within one week following each trip. When on extended trips, a separate expense report should be completed for each week. Itemized receipts should be obtained for all purchases. No expenses over $25.00 will be reimbursed without a receipt. Expense reports should be forwarded to accounting after approval and signature of the employee’s direct supervisor. Team Members should make copies of submitted reports and receipts in the event a report is lost.
APPROVED BY: PRESIDENT: _____________________or/ COO: ____________________________ DATE: 10/26/22
• Name and business relationship (title and company) of persons entertained.
• A note of caution: If the Team Member would be uncomfortable in listing the content and purpose of the entertainment on the front page of an international newspaper, the entertainment would be considered unacceptable.12.0 EXPENSE REPORTS An expense report must be submitted within one week following each trip. When on extended trips, a separate expense report should be completed for each week. Itemized receipts should be obtained for all purchases. No expenses over $25.00 will be reimbursed without a receipt. Expense reports should be forwarded to accounting after approval and signature of the employee’s direct supervisor. Team Members should make copies of submitted reports and receipts in the event a report is lost.
APPROVED BY: PRESIDENT: _____________________or/ COO: ____________________________ DATE: 10/26/22
