Lodging / Hotel

Hotel reservations should be made in such a manner as to secure the best available rate. Employees are required, whenever possible, to use properties in the mid-price range for the geographic location. In case of cancellation:

Employees need to advise for previous cancellations.

Employees will be held responsible and will not be reimbursed for "no-show" charges unless there is sufficient proof that the billing is in error or circumstances were beyond the traveler’s control.

Meals: Personal meals are defined as meal expenses incurred by the traveler when dining alone on an out-of-town business trip. Approximate meal expenses may vary between $20 to $50 a day outside Colombia. In Colombia expenses may vary between COP$30.000 and COP$50.000 a day.

Business Meals Taken With Other Employees:

Employees will be reimbursed for business-related meals taken with other employees only in the following circumstances:

When a client is present.

When, for confidentiality reasons, business must be conducted off company premises.

Special circumstances such as celebrations or meetings.

The following documentation is required and must be recorded on the expense report:

Names of individuals present, their titles and company name.

Exact amount and date of the expense.

Please note that employees will not be reimbursed for entertaining other employees unless there is a direct reporting relationship between them.

Laundry: When business trips are five or more days in duration, reasonable laundry and valet costs are reimbursable when supported by appropriate receipts.

Tipping: Appropriate tipping, in circumstances where it is customary, is a reimbursable expense. As a general rule, tips should not be excessive, and should follow the local customs under the circumstances. Tips for restaurant services should be reported as part of the cost of the meal.

Telephone Expenses: Long distance telephone calls connected with Company business are valid reimbursable expenses. Employees should use the lowest reasonable cost option available (e.g., Lync, Skype, etc.). When business calls are charged to a home telephone, cell phone or personal phone card, the itemized statement should be attached to the expense report (a copy is acceptable).