Policy: PLAEX Travel Policy

Policy # 003

Approved by:
Dustin Bowers

Effective:
December 28, 2022

PLAEX Building Systems Inc. will strive to reimburse its employees for any reasonable and necessary expenses related to work travel. All travel reimbursement requests MUST be approved by your direct manager before the travel takes place. Approvals should be in writing (email).

Please see below policy for rules around the different types of work-related travel expenses.

Airfare

Employees who are required to travel by air for work-related activities must provide their direct manager with an estimate of the total airfare before booking. This estimate should be a screenshot or photo of the total airfare from an Airline site or an Internet- based booking site. Once approved, reimbursement is based on an original, itemized airline receipt (from either an Airline or an Internet-based booking site). Receipts must show that the payment was successfully made, as well as the date and method of payment.

Automobile (Kilometers)

Employees who are required to travel by automobile for work-related activities must provide their direct manager with an estimate of the total fuel cost. This estimate should include the purpose for travel, the destination for travel, as well as the estimated total kilometers. Once approved, reimbursement is based on PLAEX Building Systems Inc. kilometer rate. This rate changes frequently. The current rate is 0.45 cents per kilometer of travel.

 

All work-related automobile claims must include:

  • Proof of valid, Canadian driver’s license

  • Proof of valid, vehicle registration

  • Proof of valid, vehicle insurance (employees should be aware of the extent and coverage of their own vehicle insurance)

  • Odometer reading at the beginning and end of travel (photo) OR screenshots from Google trip tracking

NOTE – Tolls or Ferry charges will only be reimbursed upon presentation of a receipt corresponding to the date(s) and time(s) of the work-related travel.

Accommodations

Employees who require accommodations while traveling for work must provide their direct manager with an estimate of the total accommodation cost before booking. This estimate should be a screenshot or photo of the total accommodation cost from the hotel/motel website or an Internet-based booking site. Once approved, reimbursement is based on an original, itemized receipt (from either a hotel/motel or an Internet-based booking site). Receipts must show that the payment was successfully made, as well as the date and method of payment.

Meals

Employees will be reimbursed a per diem amount based on the number of days of work-related travel. This amount is based on PLAEX Building Systems Inc. per diem rate. This rate could change in the future. The current rate is a maximum of $60.00 per day.

Employees must provide receipts for all meals before being reimbursed.

 

Policy Approved by: 

Dustin Bowers


Founder & CEO

NOTE

This policy is required to be reviewed and read by all employees once per year. 

To confirm that you have read this policy, please click

HERE, and fill out the online form.