Qsource Travel and Expense Policy Quiz

Travel and Expense Policy

• Qsource reimburses employees for reasonable travel expenses related to authorized company business.
• Regular commuting is not reimbursable. Personal travel may be conducted using the Qsource travel management system at employee expense.
• All business travel (except same-day) requires pre-approval via an Expense Request/Authorization form.
• Pre-approval documentation is required for airfare, hotels, and car rentals. A travel planner assists with system registration and ongoing support.

Purchase Requisition

• Employees must complete an electronic Purchase Requisition (PR) in the timekeeping system before travel.
• Supporting documentation for the PR must be submitted to Finance.

Travel Documentation

• Travel agent documentation or airline confirmation, along with the conference dates, agenda, and itinerary, must be included with the Expense Report.
• Employees must indicate sessions attended at conferences.

Same-Day Travel

• Same-day travel with only mileage or rental car charges (including fuel) does not require an Expense Request/Authorization.
• Additional charges do require the form.

Recording Travel Time

• Travel time in the timekeeping system begins when leaving home and ends upon return.
• Non-exempt employees record travel, meetings, seminars, conferences, business meals.
• Non-working hours after business activities are not recorded.
• Unpaid 30-minute lunch breaks are excluded during seminars and conferences.
• If total travel time is less than scheduled work hours, return to the office or flex remaining hours.

Travel Expenses

• Car Rentals/POV: Pre-approved car rentals using Qsource credit card. Indicate car rental on the approved expense form. Refer to the Car Rental/POV policies for details.
• Mileage Reimbursement: If private vehicle mileage surpasses round-trip commercial airfare cost, reimbursement is limited to the lowest available airfare. Airfare documentation is required.
• Lodging: Reimbursement for single occupancy rooms and tax. Justification is required if the rate exceeds the lowest available by $50 or more.
• Meals and Incidentals (M&IE): Reimbursed based on daily rates on the GSA Reimbursement Rate Schedule. Conference M&IE are adjusted for meals included in conference fees (continental breakfasts are not applicable). Qsource reimburses for up to $12.00 from non-federal funds.
• Incidentals: Tips, gratuities, laundry, and valet service are covered if reasonable. Tips should be reasonable (e.g., meals no greater than 20%).

Travel Advances

• Travel advances are provided for temporary financial burden or inconvenience.
• Employees submit an Expense Request in the timekeeping system for approved advances.
• All documents, including receipts, must be attached to the expense report.
• Advance amounts are noted as company paid on the expense report.
• Airfare is limited to the lowest available unless unreasonable or not conducive to business. First-class upgrades need CEO approval.

Parking and Tolls

• Parking and tolls at business locations are reimbursable.

Ride Sharing, Shuttles, and Taxis

• Ride sharing, shuttle, and taxi fares for business travel are reimbursable.