Travel Policy

Purpose (Why we do this):

This policy is in place to ensure all Horizon employees understand the travel policy.

Policy (What you're supposed to do):

Travel comfortably while maintaining Fiscal Responsibility. Add Value to the sites/region you are traveling too. 

Procedure (HRA Way!):

Lodging – Employees are entitled to stay in a clean and comfortable hotel room while on business travel, but every effort should be made to find rooms below $150 per night, depending on the area room rates. For overnight stays in Seattle we prefer lodging be booked at the Hilton Seattle with Horizon's "Savvy Travel" discount of 15%! Booked using this link (https://secure3.hilton.com/en_US/hi/reservation/book.htm?ctyhocn=SEASHHF&corporateCode=3111270&from=lnrlink) and company name Horizon Realty Advisors. 

Meals – Traveling employees are allowed up to $15 for breakfast, $20 for lunch and $40 for dinner each day while out of town. Any expense over these allowances will be the responsibility of the employee. If taking out a client and/or site employees, all meals should be within reason. Please talk to your supervisor if there is a question about what amounts are deemed reasonable.

Telephone – Employees are reimbursed for all business-related telephone calls while traveling.

Air Travel – Employees must fly coach class unless traveling under special circumstances – for example, no coach seats are available and the trip is urgent. All flights should be booked 15 days in advance to get the lowest fare. Flights should be booked through Horizon's Alaska Easybiz account if possible. For questions about Alaska Easybiz or to receive an invite to the account, please reach out to training@horizonra.com. 

Personal Auto Use – Employees who elect to drive their personal auto on business trips are reimbursed the standard mileage rate plus parking and tolls. Reimbursement for personal auto use cannot exceed the cost of coach-class airfare to the destination.

Rental Cars – Employees may rent a car if such car is a business necessity. The company does not pay for optional insurance on rental cars. The following car sizes are authorized: for one rider, compact; for two riders, mid-sized; and for three or more riders, standard.

Taxis and Airport Shuttles – Employees who are not renting cars are encouraged to use airport shuttles when reasonably convenient. Receipts are required for all fares.

Incidental Expenses – Employees may use their company credit cards or be reimbursed for reasonable tips for porters and hotel services. Laundry and dry cleaning charges are acceptable only for trips lasting longer than five days. The company does not pay for movies, fitness facilities, sightseeing tours, haircuts, traffic or parking fines, or other personal expenses.

Combined Business and Personal Trips – With prior approval by the supervisor, employees can combine travel for both business and personal purposes. However, only expenses for the business portion are reimbursable.

Substantiation and Reimbursement – Receipts for all charges must be uploaded to your company credit card statement.