Effective 2025 and Beyond
This policy provides clear guidelines to ensure that employee travel supports the business mission of both Convene for the Cities and Convene for the Cities' Clients, while also being cost-effective, fair, and well-documented. It is designed to balance responsible spending with providing employees and/or contractors the services and support they need while traveling for work.
Purpose of Travel
Travel should only be approved when it clearly serves the goals of Convene for the Cities and Convene for the Cities' Clients. All travel should use the lowest reasonable cost option, while avoiding both luxury and substandard accommodations or transportation.
Managers are responsible for approving employee travel and ensuring that all submitted expenses are for actual, necessary, and reasonable business-related costs.
Travel Authorization & Reimbursement
- All travel must be pre-approved by Convene for the Cities
- Unauthorized use of corporate credit cards may lead to disciplinary action, including possible termination or prosecution.
- No cash advances are allowed.
- Any charges made without approval or within Convene for the Cities policy—including interest, collection fees, or damages—are the employee’s responsibility.
Expense reports must be submitted within 3 business days of returning from travel.
Local Travel
Travel within 60 miles of your regular office is considered local. It is only eligible for per diem reimbursement, not full travel expenses.
What is Included in Expense Reporting (To Convene for the Cities & Convene for the Cities' Client)
Please use the company-issued expense report form and include receipts or proof of payment for the following:
- Airfare / Train: Original receipt
- Hotel: Hotel invoice and receipt
- Car Rental: Rental agreement or receipt
- Meals over $5: Receipt required
- Approved entertainment: Receipt and manager pre-approval
Covered Travel & Living Expenses
Convene for the Cities will reimburse the following items monthly: (Convene for the Cities' Client will approved if travel is for the Client)
- Flights
- Hotels
- Rental cars
- Parking and baggage fees
- Mileage (for personal car use)
- Airport transfers
- A $98/day meal per diem
- A $5/day incidental expense, based on IRS guidelines
Convene for the Cities has corporate discounts with:
- Avis (rental cars)
- Delta Airlines
- Marriott hotel chains
These savings are passed on to clients and ministry partners when applicable.
Airline or rail tickets will be invoiced upon booking and must be paid upon receipt.
Reducing Travel Costs
When possible, Convene for the Cities will prioritize:
- Phone calls
- Web meetings
- Video conferences
Travel Time Billing
Travel time is billed separately from contracted service hours at $55/hour. This applies to both driving and flying.
For Driving:
- $0.70/mile (based on IRS standard; updated as IRS changes)
- Travel time is calculated from the office to the client and back
For Flying or Train:
- Point-to-point travel time (office to client and back)
- 1 hour for domestic airport check-in (2 hours for international)
- 45 minutes per layover for multi-leg trips
- $20/leg surcharge for each flight or train ride
- Baggage fees are reimbursable
Need Help?
For any questions about travel planning, expense reports, or reimbursements, please contact [email protected]