Personnel assigned to projects more than 60 miles from the corporate office, or from their primary residence, will receive a monthly expense reimbursement/living allowance in accordance with their job offer or as has been expressly agreed upon.
Expense Agreements
1. In accordance with this policy, the Senior Project Manager for the project will confirm to each member of the project team their expense agreement for the project term. Any change made to the expense/reimbursement agreement must be reviewed and approved by the Senior Project Manager.
2. A copy of the expense agreement will be forwarded to the accounting department with the applicable cost report codes.
3. Living allowance and vehicle reimbursement direct deposits will be issued on a bi-weekly basis.
4. All allowances pertain to both temporary (less than one year) and extended (more than one year) out of town expenses. Travel expenses for temporary travel are not reported as income according to Federal Guidelines. Travel expenses for indefinite travel are to be included as income according to Federal Guidelines and will be handled accordingly. Truck allowances will be included as income according to Federal Guidelines and all applicable taxes will be withheld.
Monthly Living Allowance/Travel
1. Monthly living expenses will be expensed only when employees are working at a project jobsite more than 60 miles from the corporate office or primary residence.
2. Employees on over night travel or assigned to projects with a two month or shorter duration will be reimbursed for lodging at cost. Meals and incidental expenses will be reimbursed and cannot exceed $51.00 per day. Requests should be submitted on a report in Expensify.
3. Travel incurred by salaried employees due to job completion, repair or warranty work on completed projects more than 60 miles from their project will receive short term benefits as described in Paragraph No. 2 above.
Monthly Truck Allowance
1. Monthly truck expense allowance includes allowance of fuel and insurance expenses.
2. Superintendents will receive a monthly truck or living expense allowance continually dependent upon the distance from their personal residence and the job-site of being assigned to a project.
Monthly Trips Home
This should be spelled out in the job offer. If an employee is working on a project that is more than 120 miles from home, the Company will allow two paid trips home per month when it is reasonably possible. The employee must get prior approval from the Project Manager. It is the employee’s responsibility to submit an expense report for mileage reimbursement.
Per the Internal Revenue Service, the standard mileage rate will be $0.54 cents per mile. The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile.
1. Trips home will be reimbursed at the cost of the most economical airline fair not to exceed $150 one-way or at the Federal Government’s rate per mile (contact the HR Administrator for the curent rate per mile). Method of transportation to be approved by the Senior Project Manager. For the purchase of airline tickets, refer to Human Resources.
2. There will be no reimbursement for monthly trips home not taken. Trips home cannot be accumulated and must be taken monthly for reimbursement.
3. Trips home will be limited to twice monthly and not every two weeks.
4. The time frame for monthly trips home will be Friday to Sunday.
5. Monthly trips home will be limited to the employee only. Trips for spouses or family members will not be reimbursed.
6. Monthly trip home expense reimbursements will be requested on Expensify.
Relocation Expense
1. *Relocation expense costs are defined as those costs associated with trailer rental or moving vans required for the transportation of personal belongings (furniture, appliances, clothes, etc.) that cannot be transported in the employee’s vehicle.
2. *Relocation expense costs will be reimbursed on a one-time basis to the project at the beginning and then at the completion of the project.
3. **Mileage for relocation to a jobsite will be reimbursed at the Federal Government’s rate per mile (contact the Accounting Department for the current rate per mile) for mileage at the beginning of the project and at the completion of the project.
4. Relocation expense reimbursements will be requested on Expensify.
Please Note: Any additional expenses not mentioned are not covered.
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