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Mileage Allowance — Business use of an employee's private automobile will be <br />reimbursed at the current IRS allowable rate, plus out of pocket costs for tolls and <br />parking. Mileage will be calculated by using the employee's office as the starting <br />and ending point, in compliance with IRS regulations. Employees who have been <br />designated a home office should calculate miles from their home. <br />B. Rental Car <br />Employees are authorized to rent cars only in conjunction with air travel when cost, <br />convenience, and the specific situation reasonably require their use. When renting <br />a car for Tyler business, employees should select a "mid-size" or "intermediate" car. <br />"Full" size cars may be rented when three or more employees are traveling <br />together. Tyler carries leased vehicle coverage for business car rentals; except for <br />employees traveling to Alaska and internationally (excluding Canada), additional <br />insurance on the rental agreement should be declined. <br />C. Public Transportation <br />Taxi or airport limousine services may be considered when traveling in and around <br />cities or to and from airports when less expensive means of transportation are <br />unavailable or impractical. The actual fare plus a reasonable tip (15-18%) are <br />reimbursable. In the case of a free hotel shuttle to the airport, tips are included in <br />the per diem rates and will not be reimbursed separately. <br />D. Parking & Tolls <br />When parking at the airport, employees must use longer term parking areas that are <br />measured in days as opposed to hours. Park and fly options located near some <br />airports may also be used. For extended trips that would result in excessive parking <br />charges, public transportation to/from the airport should be considered. Tolls will <br />be reimbursed when receipts are presented. <br />3. Lodging <br />Tyler's TMC will select hotel chains that are well established, reasonable in <br />price, and conveniently located in relation to the traveler's work assignment. <br />Typical hotel chains include Courtyard, Fairfield Inn, Hampton Inn, and Holiday Inn <br />Express. If the employee has a discount rate with a local hotel, the hotel reservation <br />should note that discount and the employee should confirm the lower rate with the <br />hotel upon arrival. Employee memberships in travel clubs such as AAA should be <br />noted in their travel profiles so that the employee can take advantage of any lower <br />club rates. <br />"No shows" or cancellation fees are not reimbursable if the employee does not <br />comply with the hotel's cancellation policy. <br />Tips for maids and other hotel staff are included in the per diem rate and are <br />not reimbursed separately. <br />