Qsource Travel and Expense Policy Quiz

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Questions and Answers

Which type of travel expenses is eligible for reimbursement under Qsource's policy?

Expenses for unapproved conferences and meetings

Necessary and authorized company business travel expenses (correct)

Personal travel expenses incurred for leisure

Regular commuting expenses to and from work

What must employees do before traveling for Qsource business?

Complete an electronic Purchase Requisition for approval (correct)

Submit an Expense Report immediately after travel

Notify only their immediate supervisor about their travel plans

Book all travel arrangements personally without consultation

What type of travel does not require an Expense Request/Authorization?

Same-day travel with no additional charges (correct)

Weekend travel for business meetings

Travel for corporate retreats

Domestic travel outside of the state

What is required to be submitted along with the Expense Report for reimbursement?

Travel agent documentation or airline confirmation (B) Signup and view all the answers

Who is eligible for travel expense reimbursement at Qsource?

Consultants and board members (A), Volunteers who perform unpaid work (B) Signup and view all the answers

Which of the following is NOT a step required before booking travel through the Travel Management System?

Providing an itinerary to coworkers (C) Signup and view all the answers

When does travel time begin for recording purposes in the timekeeping system?

When the employee leaves their home to travel (D) Signup and view all the answers

Which of the following would be considered a reasonable travel expense under the policy?

Fuel costs during a business-related trip (C) Signup and view all the answers

What activities are considered compensated time for non-exempt employees?

Traveling to a conference (D) Signup and view all the answers

When is a deduction of the unpaid 30-minute lunch break not required?

During seminars and conferences (A) Signup and view all the answers

What is required if an employee opts to travel by private automobile over a commercial airline?

Evidence of the round-trip airfare (D) Signup and view all the answers

What is the reimbursement limit for lodging expenses?

Single occupancy room rate plus tax (D) Signup and view all the answers

How should an employee handle a situation when a travel advance is necessary?

Email accounts payable and submit an Expense Request (A) Signup and view all the answers

What is the per diem reimbursement cap for meals and incidentals during travel?

$12.00 from non-federal funds (D) Signup and view all the answers

What is required for car rentals made for business purposes?

Must be pre-approved and booked with a company credit card (B) Signup and view all the answers

Which of the following is NOT covered as an incidental during travel?

Excessive tips for meals (C) Signup and view all the answers

What must be justified if the lodging rate exceeds a certain amount?

Rate more than $50 over the lowest rate available (A) Signup and view all the answers

What is the rule regarding travel expenses and meal reimbursements at conferences?

Meals included in the registration fee do not qualify for reimbursement (D) Signup and view all the answers

Study Notes

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, shuttle, and taxi fares for business travel are reimbursable.

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Description

Test your knowledge of the Qsource Travel and Expense Policy with this comprehensive quiz. Understand reimbursement processes, documentation requirements, and pre-approval procedures for travel. Ensure you are familiar with the rules and regulations governing company travel.