1. Purpose

This policy outlines the travel expense guidelines for freelancers and employees engaged in OdeCloud client projects. As an organization, we prioritize cost-conscious spending while ensuring necessary travel expenses are reimbursed fairly and efficiently.

2. Scope

This policy applies to all freelancers, contractors, and employees traveling for project-related purposes, including client meetings, on-site implementations, and training sessions.

3. General Guidelines

• All travel must be pre-approved in writing by [Company Representative]
• Travelers are expected to choose the most economical options without compromising safety or project efficiency
• Personal expenses, luxury accommodations, and premium-class travel will not be reimbursed

4. Covered Expenses

a. Transportation

• Economy-class airfare or train tickets for trips exceeding 150 miles
• Rideshare services, taxis, or public transportation when necessary
• Rental cars if cost-effective compared to other options
• Mileage reimbursement for personal vehicle use at the standard IRS rate

b. Accommodation

• Budget-friendly hotels or short-term rentals near the project site
• Lodging costs should not exceed $350 per night unless pre-approved

c. Meals

• Daily meal expenses up to $90 per day
• Alcoholic beverages will not be reimbursed (please keep receipt separate from your food receipt)