Last updated on 28 January 2025
Planetree Travel Chargeback Policy
Policy Statement
Planetree’s expenses for business travel and other business expenses provided pursuant to a Service Agreement are chargeable to the Client. Planetree will maintain documentation as required by its internal policy and any Internal Revenue Service (IRS) regulations and will provide Client with a copy upon reasonable request.
Planetree will only submit reasonable, necessary, and appropriate travel and business expenses for payment.
Permitted Expense Types for Chargeback
Accommodation
The Planetree team will incur accommodation expenses to deliver onsite services. The following are permitted accommodation expenses that will be charged to you (Client) at cost:
- Hotel Room
- Standard / corporate room rate
- Refundable / cancellable rate
- Breakfast included
- Chargeable Nights
- 1 night prior to commencement of service delivery
- Each night of service delivery
- 1 night post completion of service delivery
- Other Charges
- Room upgrades will not be charged
- Laundry services for service delivery of five (5) days or more limited to $100 USD per team member
Airfare
The Planetree team will incur flight expenses to deliver onsite services. The following are permitted flight expenses that will be charged to you (Client) at cost:
- When the departure and arrival airports are within the continental US, Planetree will reserve coach/economy class level travel at the lowest available refundable rate. The continental United States refers to the contiguous 48 states and does not include Alaska or Hawaii or any related overseas territories.
- When either or all the departure and arrival airports are outside the continental US and the total flight (in air) time is less than or equal to four (4) hours, Planetree will reserve coach/economy class level travel at the lowest available refundable rate.
- When either or all departure and arrival airports are outside the continental US and the total flight (in air) time is greater than four (4) hours, Planetree will reserve business class level travel at the lowest available refundable rate.
- If there is no incremental cost to Client, Planetree may use personal mileage benefits to upgrade reservations directly with the airline after ticketing.
- Other Charges:
- Seat fees when airlines charge a fee to reserve seats.
- Baggage charges when the airline’s standard practice is to charge for any checked bags.
- Excess baggage charges when traveling with heavy or bulky materials or equipment required for performance of services or if traveling for longer than three (3) days.
Car Rental
Allowed Chargeable Expenses:
- Economical car size to safely accommodate the number of expected passengers.
- Rental cars are to be refueled before returning the vehicle to avoid higher fuel charges.
Diesel / Gas / Petrol / EV Charging
Allowed Chargeable Expenses:
- Fuel for rental cars
- Charging for electric vehicle (EV) rental cars
Telecommunication – Phone/Internet/ADSL/DSL/WiFi
Allowed Chargeable Expenses:
- WiFi charges if free WiFi is not available during travel.
- Mobile phone roaming fees for all days when travelling internationally to facilitate communication with the client for logistics and service delivery arrangements
- International day rates or other mobile communication fees related to service delivery outside the consultant’s home country.
Food & Beverage
Allowed Chargeable Expenses:
- A per diem meal charge (including non-alcoholic beverages and snacks) are based on actual costs and subject to a maximum meal allowance of up to USD $100 (or country local currency equivalent) per day (including tips, gratuities, room service fees and taxes) when breakfast and lunch are not provided at the client site or hotel. If breakfast and lunch are provided on a specific day, then the maximum meal allowance is USD $65. This includes all the days for which the Planetree team member is travelling for delivery of the contracted service.
- A tip of up to 15-20% of a meal bill is considered part of this daily maximum meal allowance in countries where tips are customary.
Expenses Not Allowed:
- Alcoholic beverages
Personal Vehicle Mileage Reimbursement
AllowedChargeable Expenses:
- Mileage reimbursement when a personal vehicle is used for business travel is charged using Planetree’s local country reimbursement rate.
- Mileage expenses include starting point, destination point, dates, business purpose, and miles driven.
Misc. Expense & Incidentals
Allowed Chargeable Expenses:
- COVID-19 tests, vaccinations, or other health-related services when required for travel to, or work at, a Client site.
- Immigration fees (e.g., consular entry visas and/or visa services, immunizations, passports).
- Visitor health insurance when required for entry into a country
Expenses Not Allowed:
- Personal credit/debit annual card fees, late charges and/or interest.
- Any traffic, parking, or other vehicle code or criminal/civil fines or violations.
- Any insurance (including but not limited to: delayed/lost luggage, medical, personal property, travel accident insurance, AD&D insurance and rental car insurance).
- Personal health or travel insurance when not required for entry into a country.
- Loss or theft of personal property.
- Gym or Health Club memberships.
- Tipping not related to Meal allowance or ground transportation (e.g., housekeeping, bellhop, etc.).
- Travel items (e.g., toiletries, clothing, luggage, briefcases, backpacks, laptop bags and/or carts).
- Books, newspapers and magazines.
- Entertainment (e.g., holiday parties, concert tickets, sporting events, and adult venues)
Other Transportation
Allowed Chargeable Expenses:
- Other means of transportation for travel (e.g., rail, tube, ferry, taxi, and etc.). to the client site for delivery of contracted services.
Parking & Tolls
Allowed Chargeable Expenses:
- Airport parking
- Toll bridges and toll road fees while traveling on business
- Parking fees
Shipping Fees / Courier / Printing
Allowed Chargeable Expenses:
- Postage/shipping fees
- Printing fees
Small Office / Computer Supplies
Allowed Chargeable Expenses:
- USB or Flash drives if required for the Services being performed at the Client site.