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All travel must be approved by the relevant supervisor prior to tickets being issued. Deadlines for booking Travel Requests are as follows:
The CEO will need to sign the Travel Authorization form if these deadlines are not met. Employees must use MT Corporate Travel for all travel reservations.Traveler will need to first complete an Employee Profile with MT Corporate Travel prior to requesting travel reservations. This profile may be completed on-line using the MT Corporate Travel website (travel.microtech.net) or you can get to it through the MicroTech website’s employee login page. When entering your profile, you will be required to enter the division that you work for and the appropriate credit card number for ticket issuance and the hotel guarantees. If you don't want to put your credit card in writing/on line simply call the travel office and give it to them verbally. This personal profile information will be permanently entered into MT Corporate Travel’s reservation system, you will receive email confirmation that your profile has been received and entered into the reservation system. Changes to your profile information can be re-submitted with the online profile form, or can be emailed directly to mtcorporatetravel@microtech.net. MicroTech employees seeking approval and payment of expenses associated with company related travel must apply using the Travel Authorization Form which will contain the following details:
Employees must forward the completed authorization form to their supervisor for their assessment. After a thorough assessment of the directed travel application and benefit(s) to MicroTech, the supervisor will sign the authorization form if he/she supports the request and then forwards it to the appropriate Senior VP (or higher) for review/approval. If a different work center is paying the cost for the travel/event, the employee will obtain the chargeable Senior VP’s authorization. For client-sponsored travel for MicroTech employees, documentation provided by the client (i.e. Fm 110 for MDA folks) can be submitted to the Travel Office in lieu of the MicroTech authorization form. At that point the employee is clear to finalize travel reservations and have their reservation confirmed and ticketed using the travel request process. To make travel reservations employees have the following options:
The use of MicroTech’s appointed travel services provider is mandatory for arranging all business-related travel services required in accordance with this policy. Exceptions to this requirement must be obtained from the COO or CEO. These services include travel, rental vehicle, and accommodation bookings. You may also use MT Corporate Travel for personal travel. Expenses will be covered by the employee who will submit a reimbursement claim to Accounting upon travel/event completion. Travel advances may be an option but requests must be submitted to the CFO with supervisor endorsement. The employee must attach a copy of the pre-approval Travel Request form to the reimbursement claim/expense sheet. For after-hours reservation/ticket support we have arranged a travel service to handle these requirements. Simply call the same numbers you would use during normal hours and your call is transferred automatically. Keep in mind this service costs us money so please limit usage to emergency cases. Air TravelThe normal mode of travel will be discounted Economy Class airfares. As these fares usually involve advance purchase, it is essential that travel arrangements be made as early as possible after the identification of the need for the travel.Surface TravelIf the relevant delegate approves travel by a privately owned vehicle, a statement in writing must be provided by the employee detailing the circumstances necessitating the use of the private vehicle. This statement must be made on the Travel Request Form, or as an email attached to the request form. Employees who use their private vehicles for MicroTech business are responsible for any damage whatsoever that might occur to the vehicle during this use. MicroTech employees should be aware that if their private vehicles are used, the vehicles will not be covered under MicroTech insurance, and that their compulsory third party or comprehensive insurance may not cover the use of their vehicles for business purposes. Employees are advised to check with their insurance company. In many cases insurance companies will issue cover notes for such purposes at no extra cost.Employees may claim reimbursement of expenditure on transportation costs incurred as part of their travel (e.g. taxi fares) by submitting original itemized receipts along with an approved MicroTech Expense Report. Mileage on private vehicles will be reimbursed at the current rate of $.50 per mile. Auto RentalAuto rental expenses (and gas expenses) are reimbursable when necessary and when cost beneficial in comparison with the use of shuttle or taxi services. As with the incurrence of all company-related business expenses, the employee should always use the lower cost option.Rental cars are allowable for licensed and insured drivers. Autos are to be shared by up to three persons traveling together. Mid-size cars are allowable when two or more persons are traveling together. The MicroTech’s employee personal auto insurance policy provides coverage for auto damage. Therefore, MicroTech employees should not purchase additional unnecessary company provided-insurance. All persons who may be driving the auto should be listed on the rental form. All additional insurance coverage however, if offered by the car rental agency is available at the employee’s expense. Employees who use their personal vehicles on company business or rent vehicles for company business use must submit proof of their personal automobile liability insurance and maintain an acceptable motor vehicle driving record. MicroTech will obtain Motor Vehicle Records prior to allowing an employee to drive on Company business, and will obtain such Motor Vehicle Records annually thereafter. Gas for rental cars is a reimbursable expense with receipts required. The car should be refueled prior to returning it to the rental agency. Car expenses are reimbursed only for the actual number of work-related travel days. Auto expense is not reimbursable for any additional days of rental used for the employee’s convenience or personal needs. AccommodationsEmployees will book all accommodations through MicroTech’s travel service provider (MT Corporate Travel). In choosing accommodations, consider its location with respect to the business activity venue, the cost of transport between these locations, travelling times involved, and employee safety and security issues. Employees who stay with friends or family at no cost are not entitled to any financial assistance towards accommodation.Per DiemWhen employees are travelling they will use per diem rates as their caps; remember these rates vary based on location. MT Corporate Travel will be able to provide travelers with these rates. You can also obtain them from the GSA website here.If an employee has to exceed these rates and wants reimbursement they must get prior approval from the chargeable authority. If an employee is provided a meal at no cost (i.e. included in hotel cost, provided by partner, in conference fee) then that meal should be deducted from the expense report. Rates per meal are also provided at the GSA website above. Simply look in the column on the left under “Meals and Incidental Expenses (M&IE) Breakdown”. IncidentalsMicroTech will not normally reimburse expenditure on items deemed to be of a private nature including but not limited to:
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