TRAVEL POLICY
Last updated: March 27, 2020
You ("client", "your") are hiring BeMyApp ("BeMyApp", "our") to execute the deliverables of your unique project ("event", or similar). If your project requires travel, BeMyApp employees ("travelers", or similar) assigned to your project will follow the terms, allowances, and guidelines of this Travel Policy for costs and expenses related to travel for your project.
BeMyApp will invoice the client for travel costs at the conclusion of the project. Receipts and a breakdown of expenses will be provided by BeMyApp at your request.
At the approval of their manager, BeMyApp employees are allowed to extend their travel dates at their own expense. Expenses including, increased airfare costs, lodging, local transportation, meals, and entertainment.
AIRFARE
BeMyApp's Logistics Manager will coordinate and purchase flights for travelers with our company credit card.
- Booking: arrangements should be made approximately 6-weeks prior to the trip to secure the best fare rates and availability
- Ticket: economy class, business class, or similar
- Trip Insurance: required to purchase at booking if offered by the airline
- Upgrades: upgrades only granted for *Eligible Employees (fees not to exceed $60 per upgrade)
- Luggage: employees are encouraged to carry-on when possible, but allowed (1) checked bag if travel exceeds 4 days or when necessary (fees not to exceed $60 per checked bag)
- In-flight Internet: allowed to purchase if available (fees not to exceed $30 per day)
LODGING
BeMyApp's Logistics Manager will coordinate and book reservations for travelers to stay at a nearby hotel or Airbnb with our company credit card. Travelers will not be expected to share beds or hotel rooms to save on costs.
Hotel
- Hotel Type: 3-star hotel, or better if not exceeding the average nightly rate
- Room Type: standard king room, or similar, with private in-room bath
Airbnb
- Type of Place: entire-place owned by an Airbnb Super-Host
- Room Type: separate rooms, or similar, with shared or private bathrooms
Lodging is covered for the duration of the event, including 1-day before the event and 1-day after the event. If travel takes longer than 5 hours to arrive in the event location, lodging will be covered starting 2-days before the event.
LOCAL TRANSPORTATION
BeMyApp travelers are encouraged to use public transportation or ride-sharing services, such as Uber or Lyft, to get to the event and other related places (hotel, airport, etc.) while on-location. The cost of rides will be paid for on our company credit card. Rides not related to travel for the event are not permitted.
If the location of the event is more than 50 miles from the airport, BeMyApp's Logistics Manager will book a rental car for the travelers. BeMyApp will also book a rental car if public transportation and ride-sharing services are not provided in the area of the event. Rental cars will be booked on our company credit card.
- Rental Car Type: basic-level car, or similar, with enough seats and space to accommodate travelers and their luggage
- Insurance & Coverage: required to purchase supplemental insurance, loss damage coverage, and other similar liability protection plans offered by the rental company
- Extras: required to purchase roadside assistance plan, toll pass, fuel, and other similar extras offered by the rental company
PER DIEM
BeMyApp employees are allowed to spend up to $60 per day, per person for meals while traveling to and from and during the event. Travelers are expected to eat the meals provided at the event when possible. Per diem is to cover the traveler's meals that are not provided at the client's event. Meals will be paid for on our company credit card. If the traveler does not have a company credit card, they will be reimbursed for up to $60 per day after their manager reviews a submitted expense report and receipts.
CANCELLATIONS & CHANGES
If the client cancels the event or changes the event dates after travel arrangements have been booked and purchased by BeMyApp, it is the client's responsibility to pay for all non-refundable charges as well as any fees associated with canceling or rebooking.