By execution of the applicable Addendum and/or MSA with Orbis Solutions, the Client hereby agrees to the following terms for the travel and expenses of Orbis Solutions Personnel. Any terms capitalized but not defined herein shall have the meanings attributed to them in the MSA or applicable Addendum.
In the event Client does not have a support contract that covers travel with Orbis Solutions, Client agrees to reimburse Orbis Solutions for all actual, documented and reasonable travel and out-of-pocket expenses incurred by Orbis Solutions in connection with the performance of the Services; provided that such expenses conform to Orbis Solutions’ Travel and Expense Policy.
Trip Fees
When a trip to a client location is required, the following terms, conditions, and fee structures apply:
- All Out of Scope work requiring a trip will be charged $75.00 per hour, which will be billed in fifteen (15) minute increments, plus mileage for each trip to a client location.
- Clients with Managed Services packages that do not include onsite support will be charged $75.00 per hour, which will be billed in fifteen (15) minute increments, plus mileage for each trip to a client location.
- Any trips requiring onsite support for clients on Managed Services Packages that include onsite but outside of a 50-mile radius from the closest proximity Orbis Solutions office location will be charged $75.00 per hour, which will be billed in fifteen (15) minute increments, plus mileage for each trip to a client location.
- Orbis Solutions utilizes the IRS published rates to calculate mileage.
- Parking cost(s) are not included in any Managed Services Packages or Projects, and Parking cost(s), if incurred, will be invoiced to the Client at the actual cost paid by Orbis Solutions.
Air Travel
- All flights under 8 hours will be booked in coach.
- Flights over 8 hours (one direction) can be booked in business class.
Booking in Advance
- Orbis Solutions Personnel will book air travel as early as practical to take advantage of lower pricing.
Lodging
- Client will be asked to assist in identifying preferred hotels near their offices and may work with the Orbis Solutions travel coordinator to ensure preferred rates are provided to Orbis Solutions employees when available.
Public Transportation
- Public Transportation will be invoiced to client at actual cost paid to Orbis Solutions.
Rental Cars
- Class of car should be intermediate or lower unless more than three individuals are traveling together.
Tolls and parking
- All tolls and parking fees relating to business travel will be reimbursed by Client.
Meals
Daily maximum
- Actual meal costs will be reimbursed up to the maximum of $75 per person per day (plus tips) in North America and Canada ($125 per day in New York City, San Francisco, Boston, Los Angeles, Miami, D.C. and Toronto).
- Outside of North America actual meal costs will be reimbursed up to $150 USD equivalent
Tips
- Tips will be reasonable in accordance with local customs
Miscellaneous Expenses
- Internet and Communication: Reimbursement for internet and phone use is allowed when necessary for business purposes.
- Laundry: For trips longer than 5 days, reasonable laundry expenses will be reimbursed.
- Other Expenses: Any other necessary business expenses should be pre-approved.
Non-Reimbursable Expenses
- Personal entertainment (health club, concerts, sporting events, movies)
- Alcoholic beverages
- Fines or penalties
- Expenses without receipts (unless otherwise specified)
- Insurance (rental car, flight, lost luggage, personal property, accident, etc.)
- Childcare fees, pet care fees or house-sitting fees
- Car service “no-show” charges or charges for personal stops with associated waiting time while in route
- Excess baggage charges (other than first baggage fee or for additional charges for any overweight baggage)
- Hotel “no-show” charges if they are not properly canceled
- Personal clothing or accessories including rental or purchase of formal attire
- Personal computer equipment, peripherals, and software
- Personal expenses such as movies, snacks, haircuts, reading material, toiletries, clothing, shoeshines, over-the-counter medication, etc.
- Rental car upgrades or airlines upgrades
- Spouse or Companion travel costs
- Travel expenses for spouse or companion except as otherwise authorized by the Business Unit level of authority
- Theft, loss, or damage to non-business-related personal property
- Unused room reservations not properly canceled
- Other expenses not directly related to the performance of the travel assignment