Policies and Procedures
In Market Events
Definition
Any event that is within 75 miles from the staff member's home address. It is the responsibility of the event staff to provide their own transportation to and from the event. No allowances and/or travel expenses are accommodated.
• Event Pay: Standard rate as listed in the Armada app when applying to or booking the event.
Out of Market Events (aka OOM Events)
Definition
Events that are over 75 miles from the staff member’s home address.
• Event Pay: Your OOM rate will be an additional $10/hour above your standard rate. Armada will reflect your correct Out of Market pay rate once you are booked onto the event.
Travel Booking
ALL TRAVEL MUST BE BOOKED THROUGH TRAVELPERK (APP OR WEBSITE) BY THE 7TH DAY AFTER YOUR EVENT BOOKING CONFIRMATION IS RECEIVED
TravelPerk Website (please bookmark!) | TravelPerk iPhone App | TravelPerk Android App
ALL Travel for Out of Market Events is booked by the employee through TravelPerk only, and your bookings are sent to Life Event Staffing for approval for each event. If you are booked for an OOM Event, you will receive an invite to join TravelPerk from us via email. If you need assistance with your invite, please email support@lifeeventstaffing.com with your exact event info/issue.
Flight/Train: Typically these events require airfare, but should there not be a logical airport they may require extended travel via rental car or train. You can link any personal rewards programs for air or train travel to your account right in TravelPerk.
Rental Car: All gas for the rental car should be purchased on your Bill Spend & Expense card. Rental cars should be returned with the same gas level signed off at pick up. When returned with less and/or if the rental company charges a pump fee or inflated gas price, LIFE Event Staffing will not cover the surcharge. Please see the Uber/Lyft section below for instances where a rental car will not be provided.
Personal Automobiles: LIFE Event Staffing will reimburse at the current IRS reimbursement rate per mile when use of a personal vehicle is less expensive than renting a car, taking a taxi, using alternative transportation, or when it saves time (must be approved by Staffing Manager). LIFE Event Staffing reimburses for business miles driven only and only on the specific days that you are approved to travel for the OOM Event. The IRS reimbursement rate for 2023 is 65.5 cents per mile. This rate is designed to cover the cost of gas, oil, maintenance, insurance, and depreciation. Travelers are expected to maintain the appropriate insurance on their vehicles when they are to be used for LIFE Event Staffing business travel. Note: Mileage reimbursement is the ONLY expense that should be submitted through Armada, and ALL other expenses should be charged to your Bill Spend & Expense card. Please see the Expense section below for more info.
Uber/Lyft: In some cases, a rental car will not be provided for OOM events when it is not economical. Typically, if the venue is within 15 miles of the airport and/or hotel, we will instruct you to utilize Uber or Lyft. The Uber rides should be limited to transportation to and from airport/train station and from hotel to venue. UberX or standard Lyft are the only authorized vehicle types. All other rides for recreational use will not be reimbursed. You must connect your Bill Expense & Pay card directly to your Uber or Lyft account and charge every ride to your Bill Spend & Expense card.
Hotel: Typical length of stay for OOM Events is 1 night and may be 2 nights or more in certain situations. All Hotel stays are booked by you through TravelPerk. TravelPerk provides easy to follow on screen information about which hotel stays are within our travel policy to help you make booking decisions. You can link any personal rewards programs for hotels to your account right in TravelPerk.
Hotel Parking, Tolls and Airport Parking Fees: All associated OOM travel parking fees should be charged directly to your Bill Spend & Expense card. Valet at the hotel is only permitted in the event that there is no self-parking option available at the hotel.
Expenses
ALL OOM expenses, with the sole exception of mileage reimbursement for your personal vehicle, should be processed on your personal Bill Spend & Expense card. Please see the simple instructions HERE on how to request funds on your Bill Spend & Expense card prior to your event.
When requesting funds via the Bill Spend & Expense card app, please calculate ALL necessary amounts for the ENTIRE Trip.
Here is an example of what to consider:
Uber or Lyft to and from the airport
Airport and/or hotel parking
Gas for the rental car
Tolls en route
Hotel incidentals credit card hold
Rental car incidentals credit card hold
Approved baggage fees on certain airlines
ALL other approved expenses associated with your OOM trip
TIP: please request $20-40 MORE than the amount you have calculated that you need for your OOM event.
We can always pull funds back if necessary, and we would rather you have a comfortable cushion while traveling so you don’t feel stressed or need to request additional funds at the last minute. Please familiarize yourself with the list of Non-Reimbursable items below.
FUNDS SHOULD BE REQUESTED IN Bill Spend & Expense card APP A MINIMUM OF 7 DAYS PRIOR TO YOUR EVENT TRAVEL.
Mileage reimbursement: A reminder that this should be the ONLY expense that is added in Armada, and should be submitted within 24 hours of completed event travel. Please see the simple instructions HERE on how to do this.
Meal Allowances
The Food and Non-Alcoholic Beverage Stipend for Out of Market Events is $50.00 per day, paid only on your regular paycheck during the standard pay cycle. It is your responsibility to track your out-of-pocket meal spending each day to stay under the $50.00 daily stipend if you don’t plan on spending any personal funds on meals. You will not receive any funds in advance of your event.
REMINDER: Please do not charge any meals to your Bill Expense & Pay cardBill Spend & Expense card, and do not submit receipts for meals. No reimbursements will be given for any food or non-alcoholic beverage expenses above the $50.00 per day allowance under any circumstances.
Meal allowances discussed in this section are in reference to Out of Market Events only.
Alcoholic Beverages - Not Permitted
Reimbursement for the cost of alcoholic beverages is not permitted.
Miscellaneous Non-Reimbursable
Any personal expenditure that is not directly related to or necessary for the performance of the travel assignment will not be reimbursed, including personal travel while on LIFE Event Staffing business. The following list can be used as a guide and is not an all-inclusive list of non-reimbursable items:
Babysitting services or kennel costs for pets
Clothing or toiletry items
Doctor’s bills, prescriptions, and other medical services
Expenses related to vacation or personal days taken before, during or after a business trip
Insurance- domestic car rental, optional travel or baggage insurance, rental car, air or hotel upgrades
Valet services, traffic fines, court costs, or parking violations
Loss or theft of personal funds or property
Souvenirs, medicine, gifts, magazines, books, newspapers, or other reading materials
Entertainment to include movies, concerts, sporting events, or any recreational activity
Personal automobile service or repairs
Transportation from home to event for In Market Events
Uber/Lyft charges not directly associated with the OOM Event travel
***ONE MORE REMINDER***
ALL TRAVEL MUST BE BOOKED THROUGH TRAVELPERK (APP OR WEBSITE) BY THE 7TH DAY
AFTER YOUR EVENT BOOKING CONFIRMATION IS RECEIVED.
(908) 505 2485