1. Business Travel Expense Report
Also See Employee Manual Section 6 and Section 9

2. Business Travel General Guidelines
The customer requests and approves an onsite visit to their location
You inform your manager of the travel request
Your manager will have you Lisa Benson who will book airline flights, lodging accommodations, and rental car reservations
You Travel
Train, Plane, or Automobile
You make approved purchases and get receipts
You return to the office and fill out an expense report within 5 days of your return
You submit your expense report with receipts attached to your manager for approval
Your manager submits your expense report to Finance for entry into payroll
Reimbursement is made through payroll within two pay periods

3. Where to find the current year expense report to download - SharePoint

4. Example

5. A Few Examples of Business Travel Reimbursements
Review SOW for any / all travel guidance as to what the customer will or will not cover.
Always spend wisely and get a receipt.
If in doubt, check with your manager!
Rental car fuel
Airline baggage fee
Business transportation, such as taxi or train fare
Airfare and lodging reservations, if not booked by the company
Parking costs associated with business travel, such as airport and hotel
Traveling on behalf of the company the employee is asked to not exceed the Federal per diem based on the city visited
Mileage for business travel is reimbursed when distance from point A to point B is greater than 45 miles

6. Business Travel FAQ’s
What do I do if I need to change my travel plans?
If you have not yet begun your travel, please work with Lisa Benson to adjust your travel plans.
If your travel is underway, please contact Lisa Benson. Together with her, you can determine how to best handle changing your plans (flights, hotels, cars). She is available 24 hours a day via text.
Do we have corporate rental car insurance or should we be taking the rental car insurance offered by the rental car company?
Ledgeview has corporate insurance coverage from two sources:
Our general liability insurance provides coverage for you and the vehicle while you are traveling in your own car or a rental car.
Our corporate credit card provides insurance coverage for any rental cars reserved with it.
Because of this coverage, you can decline any offers of insurance that the rental car agency is offering.
Do we have an insurance card that I should be carrying at the time of travel with a rental?
No, there is no insurance card to carry from Ledgeview. Do remember to always carry your personal driver’s insurance card. One thing to note, it is important not to change the credit card under which the rental car was reserved because our corporate card is providing insurance coverage. If there is a question about the credit card at the rental counter, call Kim to address as she has a corporate card. Therefore, carry her work phone with you.
What is the process if I were to get into an automobile accident in the rental car?
As with any car accident, please take care of yourself and any other persons involved first and foremost. If there is a police report needing to be filed, you will be required to provide your personal insurance card. This is standard. Remember to indicate to the police and when answering claim questions that you were traveling for business reasons.
Once the immediate safety is taken care of notify your manager and Lucie of the incident (at least within 48 hours). As the claim is being worked, you may be the primary person responding to and handling questions. This is normal as you were involved at the scene. Rest assured that because you identified that you were traveling for business reasons, this claim will trigger the insurance companies to contact Ledgeview and shift responsibility to us for payment. Throughout the claim process, Lucie will work closely with you until it is resolved.

7. Business Travel FAQ’s Continued …
What should I do if the rental car company says that I returned the car damaged? When you first get your rental car, you should walk through it and walk around it and make sure that any damage that exists (even the smallest scratches) are noted with the rental car company. Some rental car locations automatically do this walk through with you but not all of them do. If you notice anything, be sure to bring it to their attention and make sure that they note it. When you return the car, if they notice any damage, they will ask you how the damaged occurred. You may or may not know the answer to this because sometimes autos get scratched without our knowledge. Respond the best way that you can and ask the rental car location how they will be handling it. Typically, they will have the car reviewed to make sure that the damage wasn’t pre-existing. If they determine it is new damage, they will open a claim and let you know they are doing so. When you return to the office, immediately notify your manager and Lucie of the situation. Lucie will work closely with the rental car company and our insurance company to get the situation resolved. Time is important because if the situation isn’t handled quickly, the insurance may be declined. The rental car company offers me many other options besides insurance. Do I accept any of them? The rental car companies will try to upsell on vehicle size, GPS, Toll passes and several other items. You can decline all of these items. If you do accept them for personal reasons, you will be responsible for that expense.

8. Kim Roberts @ kroberts@ledgeviewpartners.com (920) 560-6895
Questions concerning expense reports can be addressed to your manager, Kim, or Lucie
Kim
(920)
Lucie
(920)
If you need to change your travel plans during your trip or have travel questions, contact Lisa (920)