HOTEL ACCOMMODATIONS

• Employees must use hotels within the CLC travel guide when possible. Hotel reservations for CLC hotels can be booked through the hotel or the travel agency.
• One personal call per day will be reimbursed. Use of the Company provided long distance calling card is encouraged when making calls from a hotel.
• Laundry will be paid for out of town stays longer than three consecutive nights.
• Reasonable baggage handling tips will be reimbursed.
• Items not paid for by the Company include mini-bars, movies, and non-commercial lodging.

 CAR RENTAL

• Employees should consider the situation before renting an auto. If the total expected daily mileage is low, taking a taxi, bus, hotel limousine, etc., may be preferable and less expensive.
• All car rentals must be booked through the travel agency.
• Compact or mid-sized vehicles will be provided except when traveling in large groups. Use of lowest available fares is encouraged.
• Whenever possible, fill the car up with gas before returning it.
• The pre-purchase of gasoline, the purchase of any additional insurance coverage, or rental of a cellular telephone is strongly discouraged and will not be reimbursed. The Company will assume the risk for losses that would have been covered by the additional insurance coverage, which occur while the auto is being used on Company business.

 CABS and OTHER FORMS of TRANSPORTATION

• Will be reimbursed with a receipt and if reasonable. Use your best judgment when evaluating your transportation options.

BUSINESS MEALS

• The Company will reimburse an employee for the cost of meals (breakfast and dinner only) not related to entertainment. A valid receipt is required. Details as to the date, place, persons participating and the business purpose must be written on the back of the receipt. Meal costs under $25 do not require a receipt for reimbursement.

TELEPHONE

• Use of the Company provided long distance calling card is required for all toll calls.
• Faxes will be reimbursed with valid receipt.
• Calls from airplane telephones will not be reimbursed.

 ENTERTAINMENT

• All entertainment expenses must be documented in accordance with Company requirements and IRS guidelines. This documentation must include names, dates, places, business affiliation and business purposes. When several persons are entertained, identify each individual.
• Entertainment expenses can not be incurred for the sole benefit of fellow employees. This restriction includes appreciation lunches, holiday luncheons, birthday parties and farewell parties.

 PERSONAL MILEAGE

• Employees not on the Company automobile program can be reimbursed for the business use of their personal vehicle. For the purposes of reimbursement, mileage is calculated from the employee’s normal work facility. The mileage to be reimbursed for each business day must be listed separately on the expense report.

If an employee elects to make a side trip while away on business or elects to make an additional stop on the way to or from the business destination, he is responsible for paying any additional costs incurred. In addition, side trips should be on the employee’s own time. The Company will reimburse the employee for the lesser of the transportation cost actually incurred or the amount that would have been incurred if the employee had not taken the side trip. The employee’s expense report should provide sufficient detail supporting the amount to be reimbursed.

Items not reimbursed include, among others: