It is the policy of Givebutter to cover or reimburse staff for reasonable and necessary expenses incurred during approved work-related travel.
Employees seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken.
Business travel policies are aligned with company reimbursement rules. All business-related travel paid with Givebutter funds must comply with company expenditure policies.
Authorization and responsibility Staff travel must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Within 30 days of completion of a trip, the traveler must submit a travel reimbursement form and supporting documentation to obtain reimbursement of expenses.
An individual may not approve his or her own travel or reimbursement. The travel reimbursement form must be signed by the individual’s direct manager or the Director of People.
Designated approval authorities are required to review expenditures and withhold reimbursement if there is reason to believe that the expenditures are inappropriate or extravagant.
Authorized business travel for staff that includes prepayments must be pre-approved.
Permissible prepaid travel expenses Before the travel, Givebutter may issue prepayments for airfare, rail transportation, rental vehicles, conference registration fees, lodging, and cash advances. Applicable policies and methods of payments for these prepayments follow.
Reimbursements
Requests for reimbursements of travel-related expenses are submitted to the Director of People. This request must be accompanied by supporting documentation.
These requests must be submitted within two weeks after the trip is completed. Travel Reimbursement requests not submitted within this time frame require exception approval from the executive director or from the director of finance.
Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by the original, itemized receipts where required. Reimbursements that may be paid by Givebutter are shown below.