It is SunWater’s policy to reimburse you, as an employee, for expenses that you have incurred for company business or travel. Please use good judgment when making such purchases and keep track of exact expenditures.

Transportation

The cost of necessary public transportation is reimbursable and does not require a receipt. Since this is usually the least expensive, it is to be considered first. It is understood that this method of transportation is the most time-consuming and sometimes the least available.

The cost must be considered when choosing a Taxi, Uber, Lyft or other similar transportation. All charges must be presented with a receipt.

A personal vehicle may be used for business travel as long as you provide a copy of your current auto insurance to SunWater Spa. Reimbursement will be made at the IRS Standard Mileage Rate at the time of travel plus parking charges and tolls (receipts and documented mileage required). SunWater Spa covers injuries if an accident occurs during transit; your car insurance will have to cover any (property) damage costs.

SunWater Spa will reimburse the cost of parking fees you incur on company business.

Lodging

You will be reimbursed for the cost of single-room accommodations up to the published rates at https://www.gsa.gov/travel-resources . A copy of the hotel statement or bill is required to be included with the Expense Report Form.

Business Meals

Standard per diem allowance applies when meals are not provided for you. Per diem amounts vary by city and state and can be found at https://www.gsa.gov/travel-resources. Tips are reimbursable up to 20% of the bill total.

Business meals provided for customers or other outside business associates for the purpose of a business discussion or the promotion of goodwill in an atmosphere conducive to a business discussion.

Reporting Expenses

The IRS tax code includes certain guidelines on legitimate travel expenses that are allowable for tax reporting purposes. These guidelines serve as basic policy guidelines for SunWater Spa's reimbursement of travel and entertainment expenses. Complete explanations and documentation must be present on expense reports to meet IRS specifications for qualified business deductions. Receipts should be obtained whenever possible. Receipts for all individual expenditures are required.

You must report all travel expenses related to company business or meetings on the Expense Report Form. The employee must complete form no later than one week after the expense or trip has concluded.

Generally, SunWater Spa will not reimburse expense report claims submitted for payment more than 30 days after the last day of travel.

Updated 6/20/21