DIAPER BANK NC-
Other Travel Details

Flights

  • Employees should notify us as soon as possible so we can make travel arrangements.

  • Any discounted flight options available through the use of our loyalty miles will be considered.

  • Employee airline preferences will be considered, and employees are entitled to any airline loyalty points awarded.

  • Luggage fees for the trip will be reimbursed up to one bag.

Lodging

  • Employees are eligible for their own private hotel room.

  • Employee hotel preferences will be considered, and employees are entitled to any hotel loyalty points awarded.

  • A personal credit card is required at check-in for incidentals.

  • Incidentals (room damage, pay-per-view, minibar, etc.) are not reimbursable.

  • Fees incurred to access the gym or fitness center of a hotel are reimbursable.

Meals

  • Be reasonable. You don’t need to eat at McDonalds, but $100 steak dinner is probably overkill. Eat where you would eat if you were spending your own money.

  • Tips: first and foremost, take care of your serving staff! We consider 20% standard for tipping your server. Feel free to also take into account what's appropriate to the location, service level, and local protocol. But again, unless something truly horrific happens, we consider 20% standard--serving is a hard job!

  • Diaper Bank of North Carolina does not reimburse for alcohol. If possible, put it on a separate check to make reimbursement easier.

Taxis

  • Taxicabs, livery cabs, ride share companies, and mass transit are fully reimbursable.

  • Please retain receipts for all cab and mass transit expenses.

Rental Cars

  • If the destination requires it, a midsize car will be booked on the employee’s behalf.

  • Employees traveling to New York City and other mass-transit-friendly cities do not require a rental car.

  • Employee rental car company preferences will be considered, and employees are entitled to any car rental loyalty points awarded.

  • In case of emergency, a midsize car can be booked on-site and submitted for reimbursement.

  • Insurance policies and extras should be accepted at the rental counter.

  • Pre-paying for gas should be accepted.

  • GPS systems and tolls are reimbursable.

  • If a booking is made or changed without manager approval, the employee will be responsible for the resultant difference in cost.

  • In case of accident, employees should contact 911 and management, in that order.

Flexible Stay

  • Employees wanting to fly earlier/later than required for personal time in the destination may do so.

  • Employees must use vacation days to account for these additional days of travel.

  • If this flexibility results in flights that cost more, the company will cover the difference up to $100. Any additional cost will be paid by the employee.

  • If this flexibility results in additional lodging and meal costs, the difference will be paid by the employee.

Travel Time & Mileage Reimbursement

Compensable Travel Time
In compliance with the Fair Labor Standards Act, DBNC pays employees for travel time if any of the following is true:

(1) The employee is called out in an emergency after hours to our facility.
(2) The employee travels out of town on a one-day assignment (but the employer does not have to pay him or her for the time traveling to and from the airport and for mealtime).
(3) The employee is required to report to the employer’s premises to pick up tools at the start of the work day before proceeding to the work site.
(4) The employee travels away from home overnight, in which case the employer must pay the employee for his or her regular working hours, excluding meal periods, on both days.

Non-Compensable Travel Time
In compliance with the FLSA, DBNC does not pay for travel time under the following circumstances:
(1) The employee travels from home to the first work location in the day, and from the final work location to home (in other words, the ordinary commute);
(2) The employee travels from a central location to an outside work location before the start of work. (But if the employee performs duties at the central location prior to traveling to the outside work location, then the employer must pay for the travel time.)

Mileage Reimbursement for Business Expenses
Ordinary and necessary documented business expenses incurred by employees when traveling or meeting on the Organization’s business (including mileage at 27¢ per mile) will be reimbursed provided the expense report is submitted on a timely basis and the expenses are authorized and approved in writing. To receive reimbursement, the employee must submit an expense report, including all supporting documentation (such as receipts, canceled checks, or invoices). The requesting employee and the approving manager must sign and date the expense report. Completed expense reports shall be submitted to the CEO for review and payment. Expense reports shall be submitted no later than 30 calendar days after the expense was incurred.

Miscellaneous Reimbursable Expenses

The following miscellaneous expenses are considered Reimbursable:

  • Internet connectivity in hotel, airplanes, and other public places. Employees should be mindful of security issues surrounding wireless connectivity.

  • ATM fees when withdrawing money on your personal card for business-related business expenses.

  • Mileage on personal cars will be reimbursed at .27 cents per mile.

  • Voice over Internet Protocol (VoIP) related expenses, i.e. Skype minutes.

  • Change flight fees that are NOT for personal reasons.