Approval Process:
Coaches travel is booked based on the policy outlined below. Any travel that falls outside the parameters will be approved by the client ahead of booking.
Clients may provide a preferred vendor list when eligible.
Purpose of Travel:
Frequency of Coaches travel will be agreed upon in the agreement.
Expense Guidelines:
Ground Transportation:
Modes of Transportation: Coaches may utilize rental cars, rideshare services (e.g., Uber, Lyft), taxis, or public transportation for ground travel. Expenses for ground transportation will be reimbursed for taxis and rideshares.
Rental Car: Coaches most commonly book standard to midsize vehicles unless otherwise approved.
Fuel Expense: Fuel expenses for rental vehicles and tolls incurred during travel will be reimbursed with appropriate receipts.
Personal Vehicles: Coaches personal vehicles may be used and mileage will be billed back at the IRS mileage rate for trips over 50 miles of primary work location.
Parking: Parking required for airport, offsite location and hotel will be reimbursed.
Non-Reimbursed: Traffic violations, and parking fines will not be reimbursed.
Expense Limits: Rental Car exceeding $600 will require client approval.
Air Travel:
Booking: Coaches are encouraged to book flights at least four weeks in advance of travel to secure the best rates.
Domestic Travel: Coaches most commonly book Economy or Economy Plus + seat required to be productive and prepped for your engagement.
International Travel: Flights longer than 6 hours are eligible for business class upon approval from the client.
Luggage: In the event the flight is not inclusive, and a bag is required based on length of travel/supplies that will be reimbursed.
Non-Reimbursable: Additional services not directly related to business travel will not be billed.
Expense Limits: Flights exceeding $1,000 round trip, per coach will require client approval.
Hotel:
Booking: Coaches are encouraged to book hotels at least four weeks in advance of travel to secure the best rates. Coaches will book standard single or double rooms at moderately priced hotels that have 3 or 4 stars.
Number of Nights: If flight logistics requires, Coaches reserve the right to purchase an additional night beyond the number of days we are with the client.
Hotel Proximity: It may be necessary for Coaches to book a higher-cost hotel to ensure the safety and minimize travel time to the offsite location.
Expense Limits: Hotels exceeding $500/Per Night/Per Coach will require client approval.
Meals:
Per Diem: The Client will be billed $75/per coach/per planning day when Coaches travel outside 50 miles of primary work location.
Per diem is to cover meals outside of planning day.
Cancellation and Changes:
Weather and Airline Related Cancellations:
Weather Related Cancelation Policy: If Coaches are unable to proceed with their original travel plans due to weather, the Coaches will work to reschedule the trip.
Airline Cancelation Policy: If Coaches are unable to proceed with their original travel plans due to the airline, the Coaches will work to reschedule the travel arrangements. If a significant delay or cancellation occurs, the Coaches will work with the client to rebook and align on alternate plans.
Alternate Arrangements: If an alternative form of transportation is required (e.g., new flights, train, hotel, car rental), the Coaches are encouraged to explore reasonable options. Any additional expenses will be billed back to the client.
Client Cancellation and Change Request:
Change of Planning Session: In the event the client wishes to request a change for the date of an in person session less than 90 days before the scheduled arrival date, may be subject to additional fees beyond the standard service fees and travel costs. Often we are not able to accommodate these requests as our team is booked 9 months in advance and by doing so, we keep our costs down for you.
Cancellation of Planning Session: Any cancellation of an in person session less than 90 days before the scheduled arrival date, the client will be responsible for all service fees and any travel that was already booked (e.g., hotel reservations, transportation).
Exception: In cases of unforeseen circumstances (e.g., medical emergencies, natural disasters), clients should communicate with Coaches to discuss potential accommodations or exceptions regarding policy.
Travel Invoice Process:
Client will receive a separate travel invoice from their coaching retainer invoice within 30 days of onsite session to be paid based on invoicing terms outlined on the invoice.
Receipts available upon request.
All Inclusive:
If you are interested in an all inclusive pricing option, please reachout to us at support@petracoach.com.