Overview
It is the policy of Hampshire Farms to reimburse employees for reasonable and necessary expenses incurred during approved work-related travel and for company related activities and events.
Employees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety. The most conservative course of action should be taken for reimbursements not specifically covered in this Business Expense Reimbursement and Travel Policy. Business travel policies are aligned with company reimbursement rules. All business related travel paid with Hampshire Farms funds must comply with company expenditure policies.
Authorization and Responsibility
Employee travel must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Within 30 days of completion of trip, the traveler must submit a travel reimbursement form and supporting documentation (e.g., receipts and/or invoices) to obtain reimbursement of expenses.
An individual may not approve his or her own travel or reimbursement. Reimbursement may be obtained by submitting and Expense Report and the appropriate approval from their Manager/Director or President. Expense Reports should be submitted in a timely manner for reimbursement, within 30 days of returning from travel or from the date of incurring the expense.
The following guidelines should be used when traveling, participating in the company related activities/events or entertaining on behalf of the company:
Hotels
Employees will be reimbursed for room charges and taxes only. All non-business related incidentals (e.g. gift shop purchases, movie rentals, fitness center fees, etc.) are the responsibility of the employee that incurred the expenses. When possible, employees should attempt to stay at the most reasonable, economical location while conducting business.
Airfare
Coach/Economy class tickets should always be purchased unless otherwise approved for in advance by the employee’s Manager/Director.
Rental Car
Rental cars may be used to reach your business destination only if it less expensive overall than other means of transportation, such as taxis, limousines, or airport shuttles. Unless otherwise approved by the employee’s Manager/Director or President in advance, a midsize (or compact) car should be rented. If an upgrade is requested for personal reasons, the entire cost of the rental car becomes the sole responsibility of the employee. Employees should decline optional insurance offered by the rental company, as we are covered under our general liability policy.
Rail Transportation
If rail transportation was not prepaid by the business office, an original itemized receipt, original e-ticket receipt/statement or internet receipt/statement is required. the receipt must show the method of payment and indicate that payment was made.
Automobile (Personally Owned – Domestic Travel) : HAMPSHIRE FARMS EMPLOYEES (This does not apply to temporary seasonal employees)
A valid driver’s license issued within the United States, personal automobile insurance and an acceptable Motor Vehicle Report (MVR) are required for expenses to be reimbursed. Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature. Reimbursement for use of personal automobile is based on the IRS Standard Mileage Rate.
Automobile (Personally Owned – Domestic Travel): ILLINOIS TEMPORARY SEASONAL EMPLOYEES (This does not apply to temporary seasonal employees working in states outside of Illinois)
A valid driver’s license issued within the United States, personal automobile insurance and an acceptable Motor Vehicle Report (MVR) are required for expenses to be reimbursed. Drivers should be aware of the extent of coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature. Reimbursement for use of a personal automobile is based on the IRS Standard Mileage Rate. Mileage reimbursement must be approved by the employee’s Supervisor/Manager.
Meals
In general, reimbursement for personal meals should not exceed the Federal per diem daily rate. per diem rates, by state, for travel within the continental United States can be found at Travel Resources | GSA. In some instances exceeding the Federal per diem rate is allowed when entertaining clients or business associates. If an employee is entertaining a client, expenses for the evening should be reasonable and approved in advance by the employee’s Manager/Director or President, when possible. All receipts for meals should be kept and submitted to Accounting along with the employee’s Expense Report.
Conference Registration Fees
If the conference fee was not prepaid, Hampshire Farms will reimburse these fees, including business related banquets or meals that are part of the conference registration. Original receipts to support the payment are required. 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.
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.
Parking and Speeding Tickets
Parking and/or speeding tickets are not reimbursable expense. If these expenses are charged to Hampshire Farms from the rental car agency, deductions from the employee’s next paycheck will be made.
Miscellaneous
Alcohol consumption by the employee who is responsible for driving either a rental car or the employees personal vehicle while traveling or entertaining on Hampshire Farms business is strictly prohibited.
Violation of this policy can results in disciplinary action up to and including termination.