JRC-DMS Travel Policies - Corporate Travel Policy - Proposed January 30, 2010

Sep 21, 2026

Corporate Travel Policy defines how travel should be arranged for JRC-DMS business and the rules governing reimbursement. It covers eligibility for board members, site visitors, contractors, and employees; requires Travel Expense Forms and receipts based on traveler type and expense thresholds; sets submission timelines and documentation requirements for corporate American Express cards. It also establishes responsibilities for the Accounting Department and management, explains enforcement and approval for deviations, and outlines core travel arrangement standards, starting with air travel procedures and coach-class requirements.

LanguageEnglish

CategoryLetters

FormatPDF

Pages8

Reading Time3 min

AccessFree to download

Statement of Purpose

JRC-DMS Travel Policies

Responsibilities and Enforcement

Travel Arrangements

Air Travel

Lodging

Car Rentals

Meals and Entertainment

Other Reimbursable Expenses

Payment and Documentation

Quick Reference for Site Visitors

Corporate Travel Policy Proposed January 30, 2010 TABLE OF CONTENTS Statement of Purpose .................................................................................................................. 1 JRC-DMS Travel Policies........................................................................................................... 1 Responsibilities and Enforcement............................................................................................... 1 Travel Arrangements .................................................................................................................. 2 Air Travel .................................................................................................................................... 2 Lodging ....................................................................................................................................... 2 Accommodation Selection .......................................................................................................... 2 Car Rentals .................................................................................................................................. 3 Other Transportation ................................................................................................................... 3 Meals and Entertainment ............................................................................................................ 4 Award Point Programs ................................................................................................................ 4 Spouse/Guest/Personal Travel Combined with Business ........................................................... 4 Telecommunications ................................................................................................................... 5 Other Reimbursable Expenses .................................................................................................... 5 Miscellaneous Travel Expenses .................................................................................................. 5 Payment and Documentation ...................................................................................................... 5 Quick Reference for Site Visitors ............................................................................................... 6 Statement of Purpose This document serves to clarify the means by which travel should be arranged and the parameters that must be adhered to. It is JRC-DMS policy to reimburse Board members, site visitors, contractors and employees for ordinary, necessary and reasonable travel expenses when directly connected with or pertaining to the transaction of JRC-DMS business. All travel must be done in accordance with this policy to qualify for reimbursement. Those traveling on JRC-DMS business are asked to exercise prudent business judgment regarding expenses covered by this policy. JRC-DMS Travel Policies It is the intent of the JRC-DMS to allow for adequate accommodations for individuals who are required to travel on JRC-DMS business. It is also expected that these individuals will use discretion and good judgment in spending JRC-DMS funds. Each individual traveling for JRC-DMS business is expected to fill out a Travel Expense Form in order to be reimbursed. Receipts are required for all expenses for site visitors. For any other JRC-DMS travel, receipts are required for all expenses exceeding $20.00. For employees using corporate American Express cards, copies of receipts are to be submitted with the expense report and originals included with the coded monthly credit card statements. For all travelers, completed expense reports must be submitted within 45 days of the conclusion of travel. Corporate credit cards are to be used for JRC-DMS business only. Personal use of the corporate credit card is strictly prohibited and violations are subject to disciplinary action.

FAQs

Who is eligible for reimbursement under the JRC-DMS Travel Policies?

The policy reimburses Board members, site visitors, contractors, and employees for ordinary, necessary, and reasonable travel expenses connected with JRC-DMS business. All travel must comply with the policy to qualify for reimbursement.

What are the receipt requirements and submission timeline for travel expenses?

Receipts are required for all expenses for site visitors. For other travel, receipts are required for expenses exceeding $20.00, and completed expense reports must be submitted within 45 days after travel concludes.

How are air travel reservations and booking class handled?

Air travel reservations must be made through the JRC-DMS travel agent to simplify billing and provide support if issues arise. Travelers must generally use coach class unless a free upgrade applies or the Executive Director has given prior approval.

Sep 21, 2026

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