READY TO TRAVEL?
TRAVEL GUIDELINES
GOOD JUDGEMENT
Contractors are expected to:
• Exercise good judgment in the type and amount of expense incurred.
• Be 100% responsible for all unapproved travel and related expenses.
For travel expenses, Contractors are expected to plan in advance of the departure date to obtain the lowest cost fares, rates and accommodations.
ConTRACTORS must utilize the most economical mode of transportation and the most usually traveled route consistent with the business purpose of the trip.
Only those expenses which are ordinary and necessary, and within the allowable budget, to accomplish the official business purpose are eligible for reimbursement.
Entertainment expenses including alcohol (except when with a dinner meal and limited to one drink) are not reimbursable.
If official business travel is interrupted for personal convenience, any resulting expense shall be borne by the Contractor.
RIEMBURSEMENT
Travel expenses must be submitted with the appropriate supporting documents within 15 days of the actual expense.
Expenses should be itemized chronologically according to the nature and type of travel expense (i.e., airfare, hotel, meals, etc.). Use Chart of Accounts cost centers if available to you.
CHOICE OF AIRLINE
Production Rockstars will only pay for DOMESTIC flights on Delta, United, American Airlines, Southwest or JetBlue.
Should you choose to book with a low cost carrier, you must submit the expense for reimbursement and any cost incurred dUE to travel cancellations SHALL be borne solely by the Contractor.
AIRLINE TICKET CLASS
No reimbursement will be made for Business or First Class FLIGHTS without advance written approval from the Dir. of Operations or COO. Project ManagerS, Line Producers, or Production Managers may not approve a higher travel class unless it falls under the following scenarios:
Required to accommodate a disability or special medical need (required proof from a medical doctor);
No other class of service (coach or business) is available within 24 hours of proposed departure or arrival time;
No other class of service is provided on regularly scheduled flights between origin and destination;
An overall savings (subsistence costs, overtime, lost productivity time) compared to waiting for coach class.
Even under the above circumstances, transcontinental flights still will require approval from COO or Dir. of Operations.
GROUND TRANSPORTATION
Contractors are strongly encouraged to request the lowest available rate when making rental car reservations.
Reimbursement is limited to standard sedans ora vehicle commensurate with the requirements of the trip. The cost of the rental car and gasoline will be reimbursed IF BOOKED BY CONTRACTOR. Receipts must be provided.
Daily charges, outside of Official Travel Time, will not be reimbursed.
Car rental insurance, including collision damage waivers, are not reimbursable. Production Rockstars maintains insurance for rented and hired autos. DO NOT ADD OR ACCEPT ADDITIONAL COVERAGE.
Payment for tolls, parking, charges, rideshare/taxi fares can be reimbursed with proper documentation.
For Taxis/Rideshare/Airport Shuttle/Local Buses and Subways:
The cost of the ride plus gratuity (UP TO 20%, where applicable will be reimbursed)
Receipts must be provided.
HOTEL ACCOMODATIONS
HOTEL Accommodations for on-site event execution will be booked by Production Rockstars.
Lodging expenses for travel within the Continental United States (CONUS) + taxes are reimbursed at actual cost, up to the maximum General Services Administration (GSA) Federal Travel Regulation Domestic Per Diem Rates, unless otherwise approved by the EIC, Line Producer or Project Manager.
PR will not pay you directly in for staying locally with friends of family, in lieu of a hotel.
Airbnb’s are prohibited from being used on PR projects.
Sharing of rooms is NOT allowed unless Consultant/Contractor(s) are legally married.
Consultant will not be reimbursed for for the following:
Alcohol (w/ the exception of 1 drink served with dinner)
Entertainment
Personal services in general
Laundry/Dry cleaning unless travel exceeds than 7 days
PRIVATE VEHICLES
Should only be used due to business necessity.
Only actual mileage will be reimbursed at the most current rate allowablGe by the IRS.
Charges for parking and toll roads are allowed with receipts.
Please take into consideration the cost of airfare when deciding to drive.
Please use the lowest, reasonable cost parking option available.
PER DIEM
Production Rockstars will automatically pay per diem to any above or below the line Consultant or Contractor traveling for a project.
Per diem is paid at a rate of $75/per travel, onsite, or dark day (when traveling);
Occasionally due to project budget, per diem will be reduced to AS LOW AS $50/day;
Per diem shall be paid regardless of the length of the travel day.
When possible, per diem should be paid via Cash, Cash App, or Zelle and disbursed on or before the date of travel. We do not OFFER Venmo payments.
FREQUENTLY ASKED QUESTIONS
P
Booking and Itinerary
Q: How do I request company-booked travel?
A: To request company-booked travel, fill out the travel request form available at the link above. Ensure you include all required details such as destination, dates, purpose of travel, and any special requirements.
Q: Who do I contact for travel-related issues or emergencies?
A: For any travel-related issues or emergencies, contact the company's travel coordinator or a Production Rockstars Business Associate. Their contact information is provided in your travel confirmation email.
Q: What information do I need to provide for a travel request?
A: You need to provide your full name, employee ID, destination, travel dates, preferred travel times, purpose of travel, accommodation preferences, and any special requirements such as dietary restrictions or accessibility needs.
Q: How long does it take to get travel approval?
A: Travel approval times can vary, but typically it takes 2-3 business days. You will receive a notification once your travel request is approved or if additional information is needed.
Q: Can I choose my airline and hotel?
A: While you can specify preferences, final decisions are made based on cost, availability, and the company’s preferred vendors. The travel coordinator will do their best to accommodate your preferences.
Q: How will I receive my travel itinerary?
A: Your travel itinerary will be sent to you via email once your travel arrangements are confirmed.
Expenses and Reimbursements
Q: What expenses are covered by the company?
A: The company typically covers airfare, accommodation, ground transportation, and per diem for meals and incidental expenses. Specific coverage details can be found in the company's travel policy.
Q: How do I handle travel expenses not covered by the company?
A: Any expenses not covered by the company should be paid out-of-pocket and submitted for reimbursement upon your return. Ensure you keep all receipts and follow the expense reporting procedures outlined in the travel policy.
Q: How do I submit my travel expenses for reimbursement?
A: Submit your travel expenses by emailing invoice to invoicing@productionrockstars.com. please Attach all relevant receipts and provide a detailed breakdown of expenses. Follow any additional instructions provided in the travel policy.
Changes and Cancellations
Q: What should I do if I need to change my travel plans?
A: If you need to change your travel plans, contact the travel coordinator or a Production Rockstars Business Associate as soon as possible. Changes may be subject to availability and additional costs, which will need to be approved by your manager.
Q: How do I cancel a booked trip?
A: To cancel a booked trip, notify the travel coordinator or a Production Rockstars Business Associate immediately. Provide a reason for the cancellation. Note that cancellation fees may apply, and you should refer to the travel policy for more details.
Q: Will I be charged for cancelling a trip?
A: Cancellation charges depend on the timing of the cancellation and the policies of the airline, hotel, or other service providers. Refer to the company’s travel policy and the cancellation terms provided during booking.
Additional Support
Q: Can I extend my trip for personal reasons?
A: Yes, you can extend your trip for personal reasons, but you must cover any additional costs incurred. Inform the travel coordinator to ensure a clear separation of business and personal travel arrangements.
Q: What should I do if my flight is delayed or cancelled?
A: If your flight is delayed or cancelled, contact the airline immediately for rebooking options. Inform the travel coordinator of any significant changes to your itinerary so they can assist if needed.
Q: Are there any travel safety guidelines I need to follow?
A: Yes, follow all travel safety guidelines provided by the company, including health and safety protocols, local regulations, and emergency contact procedures. Refer to the company’s travel safety handbook for detailed information.
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These FAQs should help Contractors navigate the process of requesting and managing company-booked travel with the support of a Production Rockstars Business Associate.