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PPFA Reimbursement / Travel Guidelines for External Parties

Any questions, concerns, or requests for exemptions must be submitted to  [email protected].

PPFA is a nationwide not-for-profit organization that provides health care and sex education across the country. PPFA has a responsibility of being a steward of its resources and using the most cost effective way of delivering its services. PPFA treats stewardship of its resources very seriously and reserves the right to deny reimbursement of any expenses it reasonably determines to be inappropriate or excessive. 

 

PPFA will reimburse external parties, consultants, contractors, volunteers (Board and committee members and other volunteers) traveling on PPFA business, upon request, for all actual, reasonable, and necessary expenses. Expenses must be incurred in connection with PPFA work-related endeavors and must be for a bona fide business purpose for the organization. PPFA reserves the right to reimburse at our discretion.

 

This policy is owned by the Finance department. Any questions, concerns, or requests for exemptions must be submitted to [email protected]

 

Reimbursement requests must be received within 30 days of the expenses being incurred. If a request is not filed within this deadline, the right to reimbursement is forfeited.

 

Provide an itemized expense report with the submitted invoice. The itemized expense report must list all expenses incurred including, but not limited to, meals, transportation, parking, lodging, printing, etc. External parties will certify that they have followed the guidelines and verified the expenses accordingly to the policy. PPFA reserves right to request receipts or other documentation regarding the itemized expense report within a year of the incurred expenses, including any supporting details during an audit of the services. 

 

Provide receipts for the following expenses with the submission of the itemized expense report. The following types of expenses require a receipt to be submitted when requesting a reimbursement:

  • Transportation Booking (Flight, train, charter bus)

  • Hotel Receipts

  • Car Rentals

 

Receipt of transportation should show:

  • the dates and points of departure and arrival

  • the travel “class” (unless there is only one class on the airline, like Jet Blue)

  • the total amount of the flight or transportation fare

  • proof of payment

 

PPFA Allowable Expenses

*Please speak with your PPFA point-of-contact to learn how to take advantage of our preferred hotel, airline, and car rental vendors, as well as book your travel through our travel consultant, Travel and Transport. 

 

Please follow the expense cost limits and standards when booking travel.

 

Lodging:

Sufficient advance booking will assure the best accommodations at the most reasonable cost. Lodging reimbursement is limited to single occupancy, standard room only at a non-luxury, basic hotel or accommodation. Note, AirBnB and other similar services are not eligible for reimbursement.

 

Transportation: Public transportation and/or the least expensive means should be used. 

 

Air Travel

  • Coach/Economy Class Only and standard baggage fees (up to 2 bags).

  • Trip Insurance is not a reimbursable expense.

  • Airport parking fees accrued during the duration of the business travel are reimbursable. 

  • Upgrades at an additional cost are not reimbursable

 

Taxi / Rideshare - Uber, Lyft, and other rideshare fares will be reimbursed. Taxi fare and tip will be reimbursed. Black, luxury, or private cars are not allowed and will not be reimbursed.

 

Rail Travel - Coach/Standard seats only. Business class is acceptable for the Acela.

 

Rented Cars - May be used only when it is less expensive than mass transit or other less costly means of transportation are unavailable or inappropriate. The least expensive (standard or compact sized) car available should be rented. Rental car insurance is reimbursable and automatically included when booking with our preferred rental car vendor.

  • Preferred vendors for rental cars are Enterprise Rent-A-Car and National Car Rental. PPFA staff can grant authorization for the external party to book through Travel & Transport. Both liability and collision coverage is included in the daily rate, so the external party will not need to purchase additional insurance.

  • Rental cars should be returned with a full tank of gas to avoid premium gas charges from the rental car company. Gasoline charges will be reimbursed.

 

Personal Car - May be used only when other less expensive means of transportation are unavailable or inappropriate. The current mileage rate allowed by the IRS for travel in the U.S. plus parking and tolls will be reimbursed.  PPFA will not be responsible for liability claims or losses resulting from fires, accident, or other casualty involving the use of your personal automobile.

 

Meals - All external parties are reimbursed up to $75.00 per day including taxes and gratuities for meals. Please provide the cost of each meal in the itemized expense report for reimbursement. This is not a flat rate per diem. 

 

Tips - PPFA will reimburse reasonable gratuities. The following are limits:

 

  • Housekeeping: $2 to $5 per night

  • Doorman when hailing a cab: $1 per trip

  • Hotel bell staff: $2 per bag

  • Garage valet: $1 per trip

  • Restaurant Wait staff: 15% to 20% of total meal (before tax)

  • Taxi Drivers: 15% of fare

 

Cancelation/Change Fees

Cancellation and change fees/penalties will be reimbursed if there is a valid business reason for a change in business plans or emergency. In instances where charges are incurred without adequate explanations, reimbursement will be denied.

 

Non-Reimbursable Expenses

Examples of non- reimbursable items include, but are not limited to, the following:

 

  • AirBnB and other similar services

  • Airport/airline club membership fees or dues

  • Car wash

  • Cash advances from an ATM

  • Child care expenses

  • Clothing items

  • Damage to an employee’s vehicle while on company business

  • Entertainment events, such as theater, movies, sightseeing or sporting events for personal use

  • Expenses for travel companions, family, friends, except as specifically provided for in other policies

  • Expenses related to vacation or personal days while on a business trip

  • In-flight telephone charges, except in an emergency

  • Medical expenses

  • Membership in frequent use points/miles/ rewards programs

  • Laundry expenses for trips less than 5 days in duration

  • Loss of or damage to property – luggage, clothes, jewelry, laptops, electronics, cell phones, etc.

  • Luggage, briefcases

  • Penalties for failure to change or cancel travel plans (‘no show’ charges, unused reservations)

  • Personal-care items, such as shampoo, hair spray, and toothpaste

  • Personal credit card fees 

  • Personal gifts

  • Personal postage, postcards

  • Personal property insurance, maintenance and repair

  • Traffic fines and court costs incurred while on business travel

  • Travel insurance (trip, flight, auto, luggage coverage)

  • Upgraded hotel, airline, rail or rental car resulting in additional charges

  • Expenses considered excessive and/or inappropriate or unreasonable

  • Expenses which are not appropriately documented and supported by receipts

 

Other Information

If reimbursement is requested for expenses that are not listed above, they will be reimbursed at PPFA’s discretion. PPFA has the right to ask for additional proof or justification of expenses.

 

Both consultant fees and reimbursed travel expenses will be consolidated and reported by PPFA on the annual 1099-MISC. Consultants and contractors should track their reimbursed travel expenses separately for tax filing purposes.

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