Pandemic Relocated Office Based Employees Travel Policy

[amf0131]

There are a few employees at our company that have relocated during the pandemic but are based in our NYC office and will travel to our NYC office from time to time for in person meetings and events. We are looking to somewhat restrict this type of business travel as we can see employees possibly abusing of this flexibility. What are the best practices you’ve seen to create a travel policy around this?

[KevinD]

@amf0131 one thing you could do is create an audit rule that doesn't allow them to submit more than a certain amount  within a daily, weekly, monthly or yearly time period. These would be the travel expenses they would incur when going into the office. 

For example, if they are driving in, you could create an audit rule for these employees that restricts them from being reimbursed for car mileage more than whatever the designated amount you don't want them to exceed is within the year. Let's say you don't want them to submit more than $500 in mileage within a year, you create a rule that blocks them from submitting the expense report that contains the mileage expense that will take them over the limit. You can do this for all the other expense types they would incur while going into the office, for example meals. 

They will then learn to limit their trips knowing they will not be able to submit and be reimbursed once they have exceeded the allowable amount. 

I'd be curious to see what others here on the Community say. 

[amf0131]

Thanks for the insight Kevin!  I was more so asking to see what other companies are handling this...are they limiting reimbursement of office meeting travel costs by number of trips per year? are they not reimbursing these costs at all since they weren't hired as remote workers? something in-between?