Envirocon Travel Policy

1. Purpose

This policy outlines the guidelines for business travel to ensure that all travel undertaken on behalf of Envirocon is necessary, cost-effective, and aligns with New Zealand employment and health and safety standards.

1. Scope

This policy applies to all employees, contractors, and representatives of Envirocon who travel for business purposes.

1. Travel Approval

• All travel must be pre-approved by the employee's manager.
• Employees are responsible for booking their own travel.
• Flight tickets must be booked using the company travel card.
• Accommodation must be booked using the company credit card.
• The maximum value for bookings must be agreed upon with the manager beforehand.
• Domestic travel should be prioritised unless international travel is essential for business operations.

1. Travel Expenses

• The company will cover reasonable expenses related to flights, accommodation, transport, and meals while delivering on job description requirements while overnighting away from the employee’s usual place of residence..
• Employees must submit receipts for reimbursement within seven (7) days of returning from travel.
• Personal expenses, including entertainment with clients, suppliers, or other business-related contacts, will only be reimbursed if they are business-related and pre-approved by the manager.
• Accommodation booking must be done with the employee's own company credit card or the manager's credit card, and bookings should be made through the company's accommodation provider accounts.
• As a guideline a maximum daily expenditure of $100 per overnight stay applies for meals and beverages. Expenses will be reimbursed based on actual costs incurred, and subject to the restrictions in this policy. 
• The daily expenditure includes a single alcoholic beverage with dinner.

1. Accommodation

• Accommodation should be selected based on cost-effectiveness, safety, and proximity to business activities.
• Employees may book standard rooms in reputable 3-star hotels or Airbnb using the company's account, as they offer a good balance of comfort and cost-effectiveness.

1. Transport

• Employees should use the most cost-effective transport option (e.g., company vehicle, rental car or Uber).
• When using a private vehicle, mileage reimbursement will be provided at the IRD-approved rate. Employees’ own cars may only be used when no company vehicles or other transport alternatives are available.
• Rental cars must be booked through the company’s preferred provider.

1. Health and Safety

• Employees must comply with all health and safety regulations during travel, including local laws and company policies.
• Adequate rest periods must be taken to prevent fatigue.
• In case of an emergency, employees must notify their manager as soon as possible.

1. International Travel

• Employees traveling overseas are personally responsible for complying with all visa, immigration and re-entry requirements.
• Travel insurance will be provided for all international and domestic business travel.
• Employees must adhere to local laws and be sensitive to cultural practices while representing Envirocon abroad.

1. Travel Reporting

• Employees must provide a summary report of their business travel activities, including key meetings and outcomes, to their manager within seven (7) days of return.
• Expense reports must be submitted with all receipts attached and sent to accounts through Xero for manager approval within seven (7) days of return.

1. Breaches of Policy

• Non-compliance with this policy may result in disciplinary action, including repayment of unauthorised expenses or further consequences in accordance with Envirocon’s disciplinary procedures.

1. Review

This policy will be reviewed annually or as required to ensure compliance with New Zealand regulations and company needs.