RubinBrown Team Member Manual

Travel & Related Expenses 601

Policy Title: Policy Number:

Section:

Expenses

Effective Date:

Supersedes Policy Dated:

06/01/2024

06/01/2023

Background: RubinBrown reviews travel expense reporting to ensure that reported business expenses are reasonable, appropriate and properly justified for accounting purposes. Policy: Travel expenses incurred by team members for pre-approved Firm business, client engagements, or training are considered a reimbursable expense. This policy provides additional guidelines regarding travel time and related expenses (also see “Expense Reports”, Policy 600). Procedure: Travel, lodging, and car rental reservations may be booked in Concur or by contacting the Travel Administrator. Team members should make every attempt to make travel reservations at least 21 days in advance to optimize airline fares. Client service requirements and other RubinBrown business purposes must be the primary determinants of travel dates. When traveling by air, team members should include their airfare and agency booking fee on an expense report as “Company Paid” in Concur. All team members traveling out of town on client engagements for a period of two weeks are expected to remain in the ultimate destination for the entire two-week period, staying over one weekend. For lengths of stay greater than two weeks, the team member is permitted to return home every other weekend. When submitting a client billable expense report in Concur, the engagement partner is selected to approve the client billable expense report by selecting Details/Approval Flow. When traveling on client engagements, team members should consider the client expectations—that RubinBrown team members will use discretion on their behalf when incurring expenses. If a passport is required for client business travel, the team member will be reimbursed the cost of obtaining a passport if he/she/they does not already have a passport. Team members who are traveling via airlines will be expected to adhere to their original airline travel arrangements unless an emergency should arise. In no instance should a team member change flight arrangements while traveling unless doing so does not result in additional expense. RubinBrown will not reimburse a team member for the travel expenses of the team member’s spouse unless the presence of the spouse on the trip is clearly necessary to conduct the business of RubinBrown. When a team member voluntarily agrees to extend an out-of-town trip into a weekend with the direct result that his or her total travel expenses for that trip are reduced, RubinBrown will pay an amount up to the total trip savings for the team member’s spouse to travel to that destination for that weekend. Prior approval must be obtained for spouse’s travel expenses to be considered reimbursable. Under no circumstances will child care be reimbursed. For trips to destinations less than 150 miles from the home office, the team member is expected to drive to that location. A rental car may be used or if the team member’s personal car is used, reimbursement will apply according to the guidelines found in “Mileage Reimbursement”, Policy Number 602 . All hotel reservations will be reserved on the basis of “guaranteed for late arrival” thus ensuring the team member’s room is still reserved if arrival is after 6:00 p.m. Upon checkout, the team member will be required to pay for charges incurred to be included on the team members’ expense report for reimbursement. If the Travel Administrator booked the team member’s travel, charges should not be billed to the firm card used to guarantee the room. Receipts for room expenses must be attached to the Expense Report. Some items not considered reimbursable include: • In room movies or games • Gym fees • Laundry services, except with prior approval from the Engagement Partner

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