Travel Expense Policy

This policy exists to explain who may seek reimbursement for travel expenses, what travel expenses qualify for reimbursement, and the procedure for claiming expenses to be reimbursed.

Purpose

This policy exists to explain who may seek reimbursement for travel expenses, what travel expenses qualify for reimbursement, and the procedure for claiming expenses to be reimbursed.

Definitions

  • C&S. Code & Supply Co, LLC.
  • Conference. Any conference events organized by Code & Supply Co., LLC.
  • Conference Day. Any days during which Conference is happening.
  • Covered person. Any person covered under this policy.
  • Official Conference Business. Any activity during which an Organizer is doing business for the Conference that has been approved by C&S management.
  • Organizer. Any person who is deeply involved in coordinating and planning of a Conference, regardless of their compensation for organizing or absence.
  • Speaker. Any person who is scheduled to present at a Conference, regardless of their compensation for speaking or absence.
  • Submitter. A person who submits expenses.
  • Travel Day. Any days during which a Covered Person is traveling between the Conference and their home destination

Who This Policy Covers

This policy covers any Conference Speaker who has signed to present at the Conference. This policy also covers any Organizers traveling on Official Conference Business. No reimbursements will be made if a Conference Speaker's cancellation or breach of contract, including the code of conduct.

What Expenses May Be Reimbursed

Meals

C&S will reimburse up to $90 per Conference Day for meals. On Travel Days, meals will be reimbursed up to $30.

Flights

Coach or economy class airfare must be bought at least four weeks in advance of travel, unless an exception is granted by C&S management. Upgrades are not reimbursable. Covered Persons must choose the lowest available airfare.

All airfare more than $600 round-trip must be approved in writing by C&S management before buying.

Airport fees for long term or extended parking will be reimbursed. Higher level seating is permissible but the submitter is responsible for the difference between covered expenses and actual expenses. A single bag fee will be covered if it is not included by the airline.

Lodging

C&S will arrange lodging for Conference Speakers in the official Conference hotel. A Speaker must inform C&S management of any special needs, room preferences, or guests. A Speaker who chooses not to stay at the official Conference hotel is responsible for their own travel costs to and from the conference venue during the conference.

Organizers traveling on Official Conference Business must choose the lowest logical lodging costs. Organizers are encouraged to use room rental services when hotel costs are high.

Travel Using Covered Person's Vehicle

A submitter will be reimbursed at the current federal mileage reimbursement rate for use of their own vehicle while traveling on Official Conference Business. Covered Persons are encouraged to fly when the travel will exceed 300 miles.

Rental vehicles

Covered Persons are discouraged from renting a vehicle. Special situations requiring rental vehicles must be pre-approved by C&S management. C&S will arrange transportation to and from the airport for all Covered Persons.

Reimbursement Process

To be reimbursed, itemized invoices must be sent to invoices@codeandsupply.co no later than 30 days after the conference.

Your invoice must contain:

  • The legal banking name of the submitter
  • The mailing address of the submitter
  • line items for each expense
  • photographs of receipts for each expense

Invoices can be created in any format, but must be attached to the email as a PDF. Invoices can be generated for free at invoice.to if you do not have a process to create them already.

Invoices will be paid 30 days after their submission. Invoices submitted before the final Conference Day will not be processed until the first business day after the final Conference Day.