Harrell’s Employee Handbook, September 2023
Harrell’s does not permit upgrades to preferred ancillary services for any travel supplier, which include. • Preferred seating. • Priority or Early Bird aircraft boarding. • Upgrades to premium airline cabins (Business or First Class, Business Select). • Paid access for expedited airport security. Harrell’s does not cover the purchase of alcoholic drinks, earphones, movies, etc., on flights. Harrell’s does not cover travel insurance. Lodging Guidelines Hotels selected should be well established, reasonable in price, and conveniently located in relation to the traveler's work. Luxury hotels should be avoided, and full-service chains such as Hyatt, Hilton, Hampton Inn, Holiday Inn, and Crowne Plaza type hotels will be offered. Employees who travel together are often required to share a hotel room. If an employee does not want to not share a room, the employee should discuss their concerns with their supervisor. If the event is a Harrell’s sponsored event, and the employee would like to pay for their own room, they will receive Harrell’s group rate. Harrell’s does not permit upgrades to preferred, ancillary services for any travel supplier, including room upgrades at hotel properties. Car Rental Guidelines • Do not purchase car rental insurance. Employees are covered under Harrell’s policy. • Harrell’s allows car rental purchases up to Full-Size class unless traveling in groups requiring a larger vehicle. • Harrell’s does not permit upgrades to preferred, ancillary services for any travel supplier, including car rental upgrades. Corporate and Personal Expenses Harrell’s will reimburse employees for all reasonable and necessary expenses while traveling on authorized company business. Employees will be subject to discipline for expenses not complying with this policy. Any deviation from this policy must be approved by an employee’s direct supervisor, a Vice President, or Human Resources. Business Use of Personal Vehicle Employees may use their personal vehicle for business purposes if it is less expensive than renting a car, taking a taxi, or using alternate transportation. Employees are not required to use their personal vehicles. However, if an employee wants to use their personal vehicle in line with this policy, they will be required to provide Harrell’s with proof of insurance coverage for the vehicle so that Harrell’s can determine whether the employee is eligible to use the personal vehicle for Harrell’s business. Mileage is reimbursed at the rate established by the IRS. This mileage allowance is in lieu of gasoline, oil, repairs, tags, insurance, and depreciation expenses. Therefore, actual expenses for those items will not be reimbursed when a personal vehicle is used for business.
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