Last Updated on November 4, 2025
Planetree Travel Chargeback Policy
Policy Statement
Planetree’s expenses for business travel and other business expenses provided pursuant to a Service Agreement are chargeable to the Client. Planetree will maintain documentation as required by its internal policy and any Internal Revenue Service (IRS) regulations and will provide Client with a copy upon reasonable request.
Planetree will only submit reasonable, necessary, and appropriate travel and business expenses for payment.
Permitted Expense Types for Chargeback
Accommodation
- Standard single-occupancy room (refundable / corporate rate).
- Extra night(s) when required due to flight schedule or time-zone adjustment (> 3 hrs).
- No-show or late-cancel charges if incurred during client assignment.
- Not billed: Laundry, dry-cleaning, or personal services.
Airfare
- Economy class – all flights ≤ 4 hours or domestic.
- Business class – flights > 4 hours international.
- Checked-bag and necessary excess-baggage fees.
- Lost-luggage replacement (up to USD 100 per day, max USD 300).
- Not billed: Seat upgrades, unless at no cost to client.
Ground Transportation
- Standard rideshare or taxi to/from airports and client sites.
- Rail, metro, or ferry as required for service delivery.
- Shared transport where feasible.
- Not billed: Limousine or premium car service
Car Rental
- Economy-class rental car and fuel/charging.
- Not billed: GPS rental, insurance, or upgrad
Personal Vehicle Mileage
- Mileage reimbursed at IRS (or lower country) rate for client travel under 200 mi (one way).
Parking & Tolls
- Airport and site parking (lowest available rate).
- Toll fees.
Meals and Incidentals (M&IE)
- USD 100/day – when breakfast and lunch not provided.
- USD 65/day – when breakfast and lunch provided.
- Includes taxes, tips, and gratuities.
- Not billed: Alcohol or costs exceeding allowance.
Telecommunications
- Hotel or in-flight Wi-Fi (when not free).
- Mobile roaming/day rates for international travel.
Miscellaneous / Required Travel Services
- COVID-19 tests or vaccinations required for entry.
- Immigration / visa / ESTA fees.
- Entry-mandated visitor health insurance.
- Not billed: Passport renewals, personal insurance, fines, or personal items.
Shipping Fees / Printing
- Postage, courier, and printing directly related to client services
Social Functions
- Modest team or client events directly tied to contract delivery, subject to executive approval.