EXPENSE POLICY

Velocity Coaching LLC will reimburse our coaches in part or in full for necessary and reasonable work-related expenses for offsite engagements. This Travel Expense Policy defines allowable expenses and the proper processes for reimbursement.

This policy applies to all Velocity coaches who incur reasonable, authorized expenses as part of their coaching responsibilities.

This policy was last updated on December 11, 2023. Velocity reserves the right to change this policy at any time. It is your responsibility to check the latest policy terms, which are available at http://www.velocitycoaching.com/expense-policy

Guidelines & Procedures

Keep all original receipts.

Submit receipts and any other necessary documentation to Adriane@velocitycoaching.com within 2 weeks of completion of the offsite engagement. Velocity will not send reminders, and Velocity has no obligation to reimburse expenses that are not submitted in a timely manner. You are encouraged to submit expenses as they are incurred.

Allowable Expenses

Velocity Coaching LLC will reimburse business expenses related to:

Travel

Velocity Coaching LLC will reimburse employees for reasonable expenses incurred during business-related travel. 

For airfare, Economy Plus-level tickets are approved, unless pre-negotiated with client prior to purchase.

For transportation, Uber and Taxis are approved, with the exception of Black cars.

Accommodation

Velocity Coaching LLC will reimburse employees for reasonable lodging expenses (room rate and taxes only) incurred.

The maximum allowable amount is the cost of an average 4-star hotel. Anything over $500 per night must be pre-approved.

Meals

Coaches may be reimbursed for the actual cost of meals incurred during off-sites. The maximum amount that will be reimbursed per day is $99.

In NY, SF, LA, and London, the reimbursable amount is up to $150 per day.

If a client provides meals to a coach, that day will be excluded from our Per Diem policy.

Supplies 

Any expense not explicitly listed above but related to business and job responsibilities may be reimbursed in the discretion of Velocity. These items must be properly documented and submitted with the necessary materials to be considered for reimbursement.

Any item listed above is not guaranteed for reimbursement. You must keep all receipts as supporting documentation. If supporting documentation is not provided or submitted in a timely manner, or if the expense is deemed unnecessary or unreasonable, it may not be reimbursed.

The above lists are not exhaustive. If you are ever uncertain whether an expense will be reimbursed, check with Adriane Reilly (adriane@velocitycoaching.com).