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Ground Transportation / Mileage
Taxis and shuttles should be used as transportation to and from the airport and will be
reimbursed for actual charges. Public transportation including buses, trolley and cable
cars are available for commuting to downtown areas when in major urban areas and
when traveling to/from a meeting. Ground transportation will not be reimbursed when
used to/from meals.
WSI will not reimburse for rental cars or parking for consultants/contractors staying in
San Francisco. Rental cars should only be used if the contractor/consultant can prove
savings by renting a car rather than using air, rail or other form of transportation. Car
rentals are restricted to compact cars and require advance written approval by the
engaging manager. If a rental car is pre-approved, costs to refuel said car are
reimbursable. Consultants/contractors are encouraged to refuel a rental car prior to
returning it to the rental car facilities to avoid higher gasoline charges.
Consultants/contractors may not use the WSI negotiated rates on rental cars, as these
rates include insurance coverage for WSI associates only. WSI will not reimburse for
the following ground transportation items: limousine service, parking tickets, moving
violations, or additional automobile insurance.
Mileage may be reimbursable to the consultant/contractor at the current WSI
reimbursable rate, for consultants/contractors who use their personal car to perform
services for WSI at locations other than their WSI assigned office. Consultant/contractor
may submit expenses for the miles in excess of their regular commute between his/her
home and their assigned WSI office.
Mileage must be documented with the date, starting/ending point, and mileage
amount recorded. The reimbursement amount includes the cost of gasoline and wear
and tear on a vehicle.
Contractors/consultants and their employing manager are responsible for their own
insurance. WSI will not reimburse for damage that occurs to a contractor/consultant’s
personal vehicle while in use for WSI business.
Misc. Expenses
Costs, such as telephone communications, copying, electronic mail, facsimile
transmissions, computer time and use of consultant’s in-house technical software are
considered to be part of the consultant’s overhead costs and are not eligible for
reimbursement. WSI will not reimburse for consultants/contractors family member’s
travel accommodations.
Reimbursement
To receive reimbursement, the consultant/contractor must provide an invoice to their
engaging manager as well as an itemized spreadsheet showing airfare, hotel costs (for
room and tax only), meals and other charges. Receipts are required for all items except