Home Office Travel Policy
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Effective Date:
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November 2025
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Focus Group:
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Home Office Employees
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Guidelines:
Purpose
The purpose of this policy is to establish clear guidelines for travel-related expenses incurred by home office personnel. The policy ensures stewardship of organizational resources, accountability to our donors, and compliance with IRS regulations.
Scope
This policy applies to all employees of the Global Outreach International Home Office, including remote staff, who travel on behalf of the organization for official business.
General Guidelines
• All travel must be pre-approved by the employee’s supervisor.
• Employees are expected to exercise prudence and good judgment when incurring travel expenses.
• Reimbursements will be made only for ordinary, necessary, and reasonable expenses incurred for business purposes.
• Employees must submit itemized receipts and reimbursement requests within 30 days of completing travel.
Reimbursable Expenses
The following expenses are typically reimbursable when incurred for approved business travel:
• Transportation
o Airfare (economy class only; upgrades require VP of Finance approval)
o Baggage fees (reasonable; excludes excess personal luggage)
o Personal vehicle mileage at the IRS standard rate
o Rental cars (standard class; economy or mid-size encouraged)
o Tolls and parking fees
o Rideshare/taxi/public transit for business travel purposes
• Lodging
o Hotel stays at reasonable, mid-range accommodations (e.g., Holiday Inn, Hampton Inn)
o Airbnb or similar rentals, if cost-effective and approved in advance
o Internet access charges necessary for business use
• Meals
o Meals while traveling overnight for business purposes
• Other
o Conference or registration fees
o Tips (up to 20% where customary)
o Travel insurance if required for international travel
Non-Reimbursable Expenses
The following are not reimbursable under any circumstances:
• Personal travel or vacation expenses
• Alcoholic beverages
• Entertainment expenses (e.g., movies, sporting events not related to the business purpose)
• Family or companion travel costs
• In-room movies or personal services (e.g., spa, fitness memberships)
• Fines or tickets (e.g., parking or traffic violations)
• Lost or stolen personal property
• Excess baggage fees due to personal items
Reimbursement Process
All expense reimbursement reports must be submitted via Expense Reimbursement Form within 30 days of return.
• Employee must attach the HO Expense Summary Report to the form above.
• Receipts are required for all expenses.
• Mileage reimbursement must include date, purpose of travel, and total miles driven. Use the following Mileage Expense Form.
• Reports must be approved by the department Vice President before submission to the Finance Department.
The purpose of this policy is to establish clear guidelines for travel-related expenses incurred by home office personnel. The policy ensures stewardship of organizational resources, accountability to our donors, and compliance with IRS regulations.
Scope
This policy applies to all employees of the Global Outreach International Home Office, including remote staff, who travel on behalf of the organization for official business.
General Guidelines
• All travel must be pre-approved by the employee’s supervisor.
• Employees are expected to exercise prudence and good judgment when incurring travel expenses.
• Reimbursements will be made only for ordinary, necessary, and reasonable expenses incurred for business purposes.
• Employees must submit itemized receipts and reimbursement requests within 30 days of completing travel.
Reimbursable Expenses
The following expenses are typically reimbursable when incurred for approved business travel:
• Transportation
o Airfare (economy class only; upgrades require VP of Finance approval)
o Baggage fees (reasonable; excludes excess personal luggage)
o Personal vehicle mileage at the IRS standard rate
o Rental cars (standard class; economy or mid-size encouraged)
o Tolls and parking fees
o Rideshare/taxi/public transit for business travel purposes
• Lodging
o Hotel stays at reasonable, mid-range accommodations (e.g., Holiday Inn, Hampton Inn)
o Airbnb or similar rentals, if cost-effective and approved in advance
o Internet access charges necessary for business use
• Meals
o Meals while traveling overnight for business purposes
• Other
o Conference or registration fees
o Tips (up to 20% where customary)
o Travel insurance if required for international travel
Non-Reimbursable Expenses
The following are not reimbursable under any circumstances:
• Personal travel or vacation expenses
• Alcoholic beverages
• Entertainment expenses (e.g., movies, sporting events not related to the business purpose)
• Family or companion travel costs
• In-room movies or personal services (e.g., spa, fitness memberships)
• Fines or tickets (e.g., parking or traffic violations)
• Lost or stolen personal property
• Excess baggage fees due to personal items
Reimbursement Process
All expense reimbursement reports must be submitted via Expense Reimbursement Form within 30 days of return.
• Employee must attach the HO Expense Summary Report to the form above.
• Receipts are required for all expenses.
• Mileage reimbursement must include date, purpose of travel, and total miles driven. Use the following Mileage Expense Form.
• Reports must be approved by the department Vice President before submission to the Finance Department.