T&E Guidelines

DECILE DETOUR TRAVEL GUIDELINES

Date: February 5-7, 2024 

Location: Omni La Mansión del Rio, 112 College St, San Antonio, TX 78205

EMPLOYEE TRAVEL EXPENSE OVERVIEW 

This policy applies to all Decile employees and outlines the travel guidelines for the Decile Detour event. Employees should review reimbursement guidelines before spending personal funds for business travel to determine if such expenses are reimbursable as outlined here AND within the Decile Travel & Entertainment Policy (see Notion PeopleOps section). Reimbursable expenses should be submitted within two weeks of returning home but no later than February 28, 2024.

Your hotel reservations will be made on your behalf by Decile. Plan to arrive in time to attend the Welcome Lunch/Formal Kickoff on Monday, February 5th and schedule your return travel after the meeting concludes on Wednesday, February 7th. Transportation plans should be booked and communicated via Google Form sent by Emily no later than Thursday, January 4th.  

TRANSPORTATION TO SAN ANTONIO

Taxi/Rideshare to and from the airport, hotel shuttles, personal car use, rental cars, rail, tolls, gas for rental cars are all considered ground transportation and are reimbursable. Please refer to the main T&E policy for additional details if traveling to San Antonio by personal vehicle or rental car. Decile may coordinate group travel to and from the airport based on arrival and departure times. 

Air Travel

For any flights to San Antonio exceeding $550, please reach out to Emily for pre-approval before booking your airfare. 

All employees are expected to travel coach/economy, the lowest available fare. All airline tickets must be booked at the lowest available airfare at the time of booking. Employees may be asked to justify the refusal of a reasonable alternate flight. The following criteria will be utilized to determine the lowest available airfare:

• The flight’s departure or arrival time is within 90 minutes before or after the requested departure or arrival time.

• One-stop or connecting flights may be required if savings of $200 or more can be achieved. 

• Non‐refundable tickets may result in substantial savings and should be issued where available 

LODGING AT THE OMNI LA MANSION DEL RIO

Please do not contact the hotel directly to make any changes to your reservations. Hotel reservations will be made and paid for by Decile on behalf of all employees. Guest Room costs covered by Decile include all taxes and fees. All incidental charges will be covered by the Employee and are Non-Reimburseable. 

Examples of Hotel Incidentals NOT covered by Decile include the following:

• Hotel Bar Charges 

• In-Room Mini Bar

• Room Service

• Use of in-room phones for long-distance calls

• In-Room Movies

• Spa & Wellness Services

• Laundry Services

• Gift Shop or other convenience store purchases 

MEALS 

The Company will reimburse meal expenses that are reasonable outside of Decile planned meals during the event. The majority of meals in San Antonio will be planned and paid for directly by Decile. When traveling to and from the event, reasonable meal expenses will also be reimbursed. The daily cost of personal meals should not exceed $65.  

DOCUMENTATION & SUBMISSION

Decile requires that employees submit sufficient documentation for all reimbursable expenses within two weeks of returning from the Decile Detour event. Please note the business purpose as Decile Detour Event when submitting in Oracle. The User Guide can be found on the PeopleOps Notion page. Your expense reimbursement should be added to your next paycheck once your expense report is submitted and fully approved within Oracle Expenses. Please reach out to Emily via slack or email with any questions. 

To submit an expense report:

Go to GH OneLogin -> Oracle Fusion Tile -> Expenses App -> Create Report (User Guide in Notion PeopleOps section under T&E Policy)