Frequently Asked Questions
If I am required to report to a location other than my regular worksite, do I submit mileage based off the distance from my home or my regular worksite?
If an employee is required to report to their regular work location before proceeding to another work-related destination, then mileage will be reimbursed based on the distance from the work location to the secondary destination. If the employee is not required to report to their regular work location first, the employee is entitled to reimbursement for the lesser of the distance from the employee’s home to the day’s location or the employee’s regular worksite to the day’s location. On business trips, travel between place of lodging and work/meeting site, plus other necessary and reasonable inter-city business travel, is reimbursable.
Are parking fees and tolls incurred while traveling for work reimbursable?
Yes, as long as you submit receipts with the reimbursement form.
How much will CES reimburse me for meals while on a business trip?
Employees, while on approved out-of-town business travel lasting longer than one day that extends beyond the regular work day may be reimbursed for reasonable and actual expenses for meals (including tax and tips). Reimbursement must not exceed $30 for dinner, $20 for lunch and $15 for breakfast. Employees will not be reimbursed for liquor.
All receipts submitted for reimbursement must be itemized whether made with cash, check or credit card. We will no longer accept a receipt that states the total expense without reference to the specific item(s) purchased. This is in accordance with IRS and Massachusetts regulations.
The tip on a meal that was part of a credit card payment will require a copy of the credit card receipt that shows the tip and total invoice in addition to the itemized receipt. Tips that were made when the meal was purchased with cash or check may be handwritten on the itemized receipt.
Failure to provide an itemized receipt will result in no reimbursement for that expense. We want to make sure that all employees have their out-of-pocket authorized expenses reimbursed. Adhering to our policy will make that possible.
*Please note that the above FAQ is not a comprehensive guide to our policies around expense reimbursement.
Please review the employee handbook (pgs. 44 – 46) for a complete understanding of our policies prior to incurring any expenses.
