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)