Applicable for Client Engagements with Twin Networks

By execution of the applicable Addendum and/or MSA with Twin Networks, the Client hereby agrees to the following terms for the travel and expenses of Twin Networks Personnel. Any capitalized terms but not defined herein shall have the meanings attributed to them in the MSA or applicable Addendum.

In the event Client does not have a support contract that covers travel with Twin Networks, the Client agrees to reimburse Twin Networks for all actual, documented, and reasonable travel and out-of-pocket expenses incurred by Twin Networks in connection with the performance of the Services, provided such expenses conform to Twin Networks’ Travel and Expense Policy.

Trip Fees

When a trip to a client location is required, the following terms, conditions, and fee structures apply:

  • All out-of-scope work requiring a trip will be charged $75.00 per hour, billed in fifteen (15) minute increments, plus mileage for each trip to a client location.
  • Clients with Managed Services packages that do not include onsite support will be charged $75.00 per hour, billed in fifteen (15) minute increments, plus mileage for each trip to a client location.
  • Any trips requiring onsite support for clients on Managed Services Packages that include onsite but are outside of a 50-mile radius from the nearest Twin Networks office location will be charged $75.00 per hour, billed in fifteen (15) minute increments, plus mileage.
  • Mileage is calculated using IRS published rates.
  • Parking costs are not included in any Managed Services packages or projects. Parking fees, if incurred, will be invoiced to the client at the actual cost.

Air Travel

All flights under 8 hours will be booked in coach.

Flights over 8 hours (one direction) can be booked in business class.

Booking in Advance

Twin Networks personnel will book air travel as early as practical to take advantage of lower pricing.

Lodging

Clients will be asked to assist in identifying preferred hotels near their offices. Twin Networks will work with the client to ensure preferred rates are provided to Twin Networks employees, when available.

Transportation

  • Public Transportation: Any public transportation will be invoiced at the actual cost paid by Twin Networks.
  • Rental Cars: Class of car should be intermediate or lower unless more than three individuals are traveling together.
  • Tolls and Parking: All toll and parking fees relating to business travel will be reimbursed by the client.

Meals

Daily Maximums:
– Up to $75 per person per day (plus tips) in North America and Canada.
– Up to $125 per day in cities like New York, San Francisco, Boston, Los Angeles, Miami, D.C., and Toronto.
– Outside North America, meal costs are reimbursed up to $150 USD equivalent.

Tips: Tips will be reimbursed if they are reasonable and in line with local customs.

Miscellaneous Expenses

  • Internet and Communication: Reimbursement for internet and phone use is allowed when necessary for business purposes.
  • Laundry: For trips longer than 5 days, reasonable laundry expenses will be reimbursed.
  • Other Expenses: Any other necessary business expenses should be pre-approved by Twin Networks.

Non-Reimbursable Expenses

  • Personal entertainment (health clubs, concerts, sporting events, movies)
  • Alcoholic beverages
  • Fines or penalties
  • Expenses without receipts (unless otherwise specified)
  • Insurance (rental car, flight, lost luggage, personal property, accident, etc.)
  • Childcare fees, pet care fees, or house-sitting fees
  • Car service ‘no-show’ charges or charges for personal stops with associated waiting time while en route
  • Excess baggage charges (other than the first baggage fee or additional charges for any overweight baggage)
  • Hotel ‘no-show’ charges if reservations are not properly canceled
  • Personal clothing or accessories (including rental or purchase of formal attire)
  • Personal computer equipment, peripherals, and software
  • Personal expenses (movies, snacks, haircuts, reading material, toiletries, clothing, shoeshines, over-the-counter medication, etc.)
  • Rental car or airline upgrades
  • Spouse or companion travel costs (unless authorized by Twin Networks)
  • Theft, loss, or damage to non-business-related personal property
  • Unused room reservations not properly canceled
  • Other expenses not directly related to the performance of the travel assignment