• Coach/Economy Class is required for all itineraries unless prior written authorization is provided by Customer. However, moving up a class at no additional cost is acceptable.
• Unless Customer has an imperative/urgent need, Cloud Inventory shall book air travel at least 14 days in advance.
• Written notification of international airfare which exceeds $2,500.00 shall be submitted for approval prior to booking.
Ground Transportation
• Rental cars are generally the most expensive mode of transportation and shall only be used when the nature of the trip or location is such that the use of local transportation (i.e. Uber, taxis, public transportation) is not practical or would be more expensive.
• Shared economy car services, such as Lyft and Uber, may be used as they are economical, convenient, and easy to use with mobile apps.
• Use of mid-size or smaller cars shall be used unless transportation of equipment or multiple passengers is required. Avis is Cloud Inventory’s preferred car rental agency and will be used whenever possible. With Avis, Cloud Inventory travelers will receive access to additional savings and benefits and Avis will match Elite status benefits from other car rental suppliers.
• Personal vehicles used by consultant for transportation directly related to the provision of Services will be billed at the current published US Internal Revenue Service standard mileage rate for business.
Hotels
• Moderately priced hotels should be used for Cloud Inventory consultant’s travel.
• Travelers should stay at hotels where Cloud Inventory or Customer has negotiated rates when possible. Many hotel choices are available ranging from Marriott Courtyard to Hampton Inn to Holiday Inn. Concierge and executive floors should only be reserved when other accommodations are not available. Deluxe or luxury hotels are not approved for travel.
• Airbnb sharing economy services may be used; however, the traveler must cancel at least 24 or 48 hours before check in time if he/she will not be using a booked room.
Meals
• Daily maximum allowance for meals (including tips) shall be up to $95.00 for overnight trips. Tips for meals should be included as part of the cost for the meal and suggested daily maximum per meal is as noted below (including a standard tipping rate of 20%).
Miscellaneous
• Reimbursable costs for personal phone calls is limited to $10.00 per day
• Internet connectivity at hotel (if not included) is allowable and will be reimbursed based on the charges listed on the hotel receipt.
• Expenses for laundry or dry-cleaning service are reimbursable if the trip exceeds five (5) days.
• For international travel, the rate of exchange effective on the date an expense is incurred shall be used for reimbursement.
• Upon Customer’s request, copies of detailed receipts shall be provided.
Non-Reimbursable Expenses
• Some non-reimbursed items may include: traffic or parking violations, valet parking, mileage to and from work, newspapers, magazines, pet sitting, grooming supplies, pressing service for clothes, luggage, babysitting, snacks, alcoholic beverages and personal entertainment (i.e., movies, sporting events, spectator events), cancellation charges, in-room movies, health club fees, in room mini-bar, airline club fees or other expenses of a personal nature.
CONFIDENTIAL – Cloud Inventory® Travel Expense Policy
Effective December 2023, Version 2.0
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