This policy provides guidelines for approved reimbursed travel expenses and per diem allowances to a CONTRACTOR engaged by HydroPoint Professional Services while working on project sites away from their usual place of residence.

The CONTRACTOR must receive prior approval from the HydroPoint Professional Services Project Manager that awarded the Work Order before incurring any travel-related expenses.

Any misuse or abuse of the per diem allowance may result in denial of expense reimbursement and/or termination of the Master Service Agreement.

HydroPoint reserves the right to modify or update this per diem policy at any time without prior notice. The revised policy will be effective immediately upon posting on HydroPoint Data System's internal communication channels.

Per Diem Allowance

Reimbursable Expenses include meals, lodging, and other incidental expenses incurred during the subcontractor's stay away from home. The per diem allowance is intended to cover reasonable expenses and should be used responsibly. These expenses can only be reimbursed when approved by the HydroPoint Project Manager in writing.

The per diem rates are defined below and are subject to adjustment based on location and project requirements.

Mileage

Mileage may be reimbursed on a CONTRACTOR’s personal vehicle according to the current IRS Standard Mileage Rates. 

Lodging

Lodging may be authorized when an overnight stay is required to complete the scope of work.  Lodging costs in general should not exceed $225 per night (excluding taxes), but the rate must be representative of the average moderately priced hotel cost in that area of the work order for the duration of the stay. Consideration will be given to ensure an acceptable degree of safety, comfort, and convenience.  Rates are subject to HydroPoint’s verification, and reimbursement may be limited to the verified amount. 

Meals

Meal reimbursements will usually not be approved, however in the event approval is granted, meals should not exceed the IRS standard rate of $59-$79 per employee per day including drinks and tips.

Air Travel

In rare cases, a CONTRACTOR may need to be reimbursed for air travel.  The CONTRACTOR shall book cost-effective flights while ensuring a reasonable standard of safety, comfort, convenience, and time efficiency. At least 2-weeks in-advance reservations are recommended. Last-minute airfare is discouraged. All air travel shall be in Coach class. All Air Travel requires written prior approval from the Project Manager for the Work Order(s) necessitating the air travel. 

Rental Cars

In cases where Air Travel is required, a Rental Car may also be reimbursed. Car rentals reservations must be made in advance and requires prior written approval from the Project Manager for the Work Order(s) necessitating the expense. 

Documentation

The CONTRACTOR shall maintain accurate records of their expenses and submit receipts for each expense to be reimbursed with the invoice.  Reimbursed expense totals should be listed on the invoice by category as separate line items, and the totals must match the amounts on the receipts. 

Invoices containing reimbursed expenses must be submitted along with the vendor invoice within 30 days of the project’s completion or as otherwise specified by a HydroPoint Professional Services Project Manager.