Travel/Expense Policy (Field Employee)

Epitec is responsible for booking travel for Field Employees - flights, hotels, rental cars, etc. 

Epitec does require approval from on-site manager/supervisor before booking the travel. It has to be written approval - for example, an email stating the travel itinerary and budget. 

For more information, please refer to the company’s handbook (pg.36)

Process: 

Please make sure to enter all of your expenses into the client system for approval. Once this has been approved, please create a request in the Employee Portal and attach the approval along with all receipts (except for the mileage expenses). Once we have received the approval and receipts, we will enter the expense into Epilink on your behalf and you will be reimbursed for it. Mileage is reimbursed $0.50 per mile. 

Per the Handbook:

“Prior to traveling out of town on company business, arrangements must be made for airline tickets, lodging, car rental, etc. These details should be submitted to your Employee Care team in advance of all travel. If an employee is required to take client mandated travel, Epitec will make the necessary travel arrangements for the corresponding employee only. Approval from the employee's manager must be approved before Epitec books the travel.

Employees seeking expense reimbursement for business-related expenses will be paid when the client authorizes the expenses and provides Epitec with the necessary documents to bill the client. Expenses must be pre-approved by Epitec and the client. Receipts are required for all business expense reimbursements. 

Expense reimbursements are processed through the Epilink™ system and are paid in accordance with Epitec’s regular payroll schedule."

Announcement: 

Effective today (02/06/2018), all expenses incurred must be submitted to Epitec via the Employee Care Portal for your reimbursement. 

Please continue to submit your expenses into the client system for your manager's approval. Once approved in the client system, please log in to https://portal.epilink.net/ and create a request and upload a screenshot of your approved expense and receipts. This expense will then be entered into Epilink for reimbursement.

Note, expenses must be submitted by close of business on Monday’s for reimbursement on the paycheck following.  If a request is not submitted notifying Epitec you need to be reimbursed for an incurred expense, you will not be reimbursed. The only client approved expenses will be reimbursed

Once you submit that, Epitec will enter those expenses in Epilink on your behalf and you will be reimbursed in the payroll cycle following approval by the client.