Subcontractor Travel Expense Policy

Purpose

This policy establishes clear guidelines for the reimbursement of travelrelated costs incurred by subcontractors while performing work for the Company. The objective is to ensure that expenses are reasonable, documented, and aligned with the Companys financial controls.

Scope

The policy applies to all subcontractors, consultants, and thirdparty vendors who travel on behalf of the Company to:

• Perform onsite services
• Attend project meetings or training sessions
• Participate in inspections, audits, or regulatory reviews

It does not cover travel undertaken for personal reasons or unrelated business activities.

Covered Expenses

The following categories of expenses are eligible for reimbursement when they are reasonable, necessary, and supported by appropriate documentation:

Reimbursement Procedure

1. PreApproval: Obtain written travel authorization from the Project Manager at least 7 days before departure.
2. Documentation: Keep original, itemized receipts for all expenses. Creditcard statements alone are insufficient.
3. Expense Report: Submit a completed expense form within 10 business days of returning. Include:
   • Travel authorization reference
   • Itemized receipt images (JPEG, PDF, or PNG)
   • Explanation of business purpose
   • Calculated totals per category
4. Review: The Finance team will verify compliance with policy limits and documentation requirements.
5. Payment: Approved reimbursements are processed in the next payroll cycle or via direct deposit within 15 days.

PerDiem Rates

When actual meal receipts are unavailable, subcontractors may use the following perdiem rates (U.S. standard). Rates are adjusted annually based on the General Services Administration (GSA) guidelines.

If a perdiem is used, the subcontractor must still provide a receipt for lodging and transportation.

NonReimbursable Items

The following costs will not be reimbursed under any circumstances:

• Personal entertainment (movies, concerts, sporting events)
• Alcoholic beverages
• Fines, traffic tickets, or parking violations
• Travel for family members or companions
• Upgrades beyond approved class (e.g., firstclass airfare)
• Expenses incurred after the completion of the authorized travel period

Compliance & Auditing

All travel expense submissions are subject to random audit. Noncompliance may result in:

• Delayed or denied reimbursement
• Recovery of improperly paid amounts
• Termination of the subcontractor agreement for repeated violations

The Company reserves the right to amend this policy at any time. Updated versions will be posted on the vendor portal.

Contact

For questions or clarifications, reach out to the Finance Department:

• Email: finance@company.com
• Phone: +1 (555) 1234567
• Office Hours: 8:00AM 5:00PM EST, MondayFriday