Travel Policy

The North Harbor Wealth Management travel policy explains the rules for booking travel and managing travel expenses.

Following our travel policy is important and helpful for everyone, not just the administrative and operations team, but also our travelers. The NHWM travel policy helps us keep track of travelers’ safety and ensure fairness in business travel.

Thank you for reading and following our policy! Please direct any questions to Michael Raymer or Lisa Day.

Travel booking process

How to book trips

All trips should be approved by Michael Raymer or Lisa Day through the TravelPerk system. Employees can book a trip for themselves using TravelPerk.

TravelPerk includes specific travel policy limits for each trip. If employees need approval for a trip outside of these limits, this can be requested through the TravelPerk system.

Travel days

Business travel is authorized on weekdays and/or weekends. Weekday travel should be scheduled in the morning hours of the traveler’s first day on site and in the afternoon hours of the traveler’s last day on site. Weekend travel is authorized in order to maximize the time spent at each location.

  • For weekend travel, a maximum of 1 PTO day will be given per trip and will be based off one-way flight time:

    • One-way flight time over 3 hours – 1 full day of PTO

    • One-way flight time under 3 hours – ½ day of PTO

  • Example: Traveler A flies from Anchorage to Fresno on a Sunday and returns to Anchorage on Saturday. The one-way calculation would include the flight from ANC to SEA (3 hrs 25 min) plus the time from SEA to FAT (2 hrs 6 min). For this entire trip, Traveler A would earn 1 PTO day added to their balance.

  • Example: Traveler B flies from Salt Lake City to Fresno on a Sunday and returns to Salt Lake City on a Friday afternoon. The one-way time for this flight is 1 hour and 45 minutes. For this trip, Traveler B would earn ½ a PTO day added to their balance.

Use of frequent flyer programs

Employees may save their frequent flyer programs and hotel loyalty information for use inside of TravelPerk, and apply their program numbers at time of booking, but they may not choose more expensive options only to get loyalty points.

Leisure extensions

Leisure extensions (extending your business trip by using vacation days) is allowed so long as:

  • The vacation days have been approved through the Built system

  • The leisure extension will not interfere with the purpose of the business trip

Employees can extend their trip with approval, and NHWM will pay for the return flight or travel accordingly, so long as the trip is booked 14 days in advance and the dates do not result in an increase in flight or ground transportation, otherwise employees must pay the cost difference. Employees must pay for their lodging, food, and other expenses during the designated vacation days.

Travel expenses

Employees should prioritize the lowest cost that meets their travel needs. TravelPerk should be used whenever possible.

Flights

  • Flights must be booked with TravelPerk at the lowest logical cost.

  • All employees are required to fly economy for all trips.

  • Flights must be booked 14 days in advance for travel. Trips with less advance notice must be approved.

  • Flight changes and cancellations are paid for by NHWM when the reason has been approved by an Operations Lead.

Lodging

  • Employees must book standard rooms via TravelPerk. Room upgrades are allowed if offered on site at no additional cost.

  • All lodging should be booked with TravelPerk to not exceed a nightly rate of $200. (It is understood that this cost may fluctuate depending on the time of travel. This expense will be reviewed and approved at the time of booking.)

  • Employees should verify that the hotel amenities include an in-room safe in order to secure work computers when leaving the room.

  • Additional hotel costs that can be reimbursed include:

    • WiFi fee

    • Hotel parking for personal or rental car

    • Hotel taxes and fees

Rental cars

Rental cars are authorized for all employees to enhance safety and security while on business travel. When renting vehicles, employees must not exceed an intermediate class. Employees may accept an upgrade on site if offered by the rental company at no additional charge. Use a single rental car for up to 4 employees.

For rental vehicles, money spent on gas is reimbursable. Please follow expense and reimbursement guidelines below. The car rental should be returned with the amount of gas requested.

Meals and incidentals

  • Per diem will be paid via the reimbursement process at the end of the trip. This amount will be based on the city the employee is traveling to. To calculate per diem rates, enter the trip destination here. The per diem rate to be paid is listed in the “M&IE Total” column.

  • List of frequently traveled destinations:

    • Anchorage: $67/day

    • Bellingham: $59/day

    • Fresno: $69/day

    • Great Falls: $59/day

    • Pleasanton: $74/day

    • Salt Lake City: $64/day

    • South Lake Tahoe: $74/day

Client entertainment

Client entertainment must be reasonable and kept to meals and refreshments. Tickets such as concerts and sporting events are not reimbursable for the purposes of client entertainment. Limit to one per trip. One client meal is reimbursable up to $40 per person.

Expense reporting and reimbursement process

Reimbursable expenses will only include gas for rental cars, airport parking, and client meals. Keep your receipts for these items and complete the Reimbursement Request Form upon your return. Email this form to Dawn.Sellner@ampf.com and CC Michael.Raymer@ampf.com.

Non-reimbursable purchases

  • In-flight purchases

  • Excess baggage fees

  • Childcare, pet care and pet boarding

  • Toiletries or clothing

  • Airline club memberships

  • Minibar purchases or bar bills

  • Laundry or dry cleaning

  • Parking fines or traffic violations

  • Airline seat change fees

  • Premium, Luxury or Elite car rentals

  • Movies, online entertainment, or newspapers

  • Spa and health club usage

  • Room service

  • Additional beds or bedding

  • Clothes

  • Loss or theft of goods

  • Damage to personal vehicles

Travel support and safety

Keeping track of our travelers

Please use TravelPerk to book all business travel, so that we can automatically track where everyone is traveling and take action in the event of an emergency. 

If you cannot use TravelPerk for a valid reason, please contact one of the Operations Leads so they can manually enter your trip details into the platform.

Travel support

In case of missed flights, cancellations, hotel issues, or anything else travel related, please contact the support team of TravelPerk via email, phone, or chat at 1-630-333-4807. The support team is available 24/7 or you can make changes on the TravelPerk mobile app by clicking ‘Help’ and selecting ‘Change or cancel a trip’. From here you can manage your travel plans and make modifications.