The MathWorks, Inc.

Travel Policy for Consultants

In the event of any conflict between the terms of this Policy and the main body of the Agreement between The MathWorks and Consultant, the main body of the Agreement shall prevail.
Only expenses listed in this Policy actually incurred in the course of providing Services to The MathWorks shall be reimbursable. Any expenses not listed in this Policy, or any variations to this Policy, must be approved by Company in advance in order to be reimbursable.
When the travel is also for another purpose (such as on behalf of another client or for personal reasons), all related travel expenses shall be equitably prorated and detailed in the related expense report. Expenses incurred within a Consultant employee’s local city by that particular employee are not reimbursable.
Receipts for expenses of $25 and over must be submitted to The MathWorks in a timely manner.
Cancellations, unless due to the fault of The MathWorks, are the responsibility of the traveler and any no show charges will not be reimbursable.
When traveling on behalf of The MathWorks, Consultants should spend money on reasonable and necessary expenses as if it were their own.

All travel must be ticketed at least 7 days in advance of departure to take advantage of the best non-refundable airfares.
The approved class of service for all travel is coach class using non-refundable fares.
First or Business class travel is not permitted.
Consultants are expected to take a connecting flight or use an alternate airport when the savings is $200 or greater and scheduled arrival at the final destination is within a 2-hour window of a direct flight.
Consultants may use Travizon Travel (877-455-7955) and identify themselves as a MathWorks Consultant to book flights. Reimbursement for flights will be capped at the fare quoted by Travizon Travel for those particular travel and booking dates.
The use of The MathWorks central bills is prohibited.

The maximum reimbursable hotel rate is as allowed by the Government per diem guidelines for the particular region of travel. Please refer to the following link for the current listings:

Consultants who decide to stay with family or friends can expense a gift for the host of up to $50 for a one night stay, not to exceed a total maximum of up to $100 for longer stays.
Miscellaneous hotel expenses (movie rentals, wet bar, etc.) are not reimbursable.

The maximum reimbursable meal expense is as allowed by the Government per diem guidelines for the particular region of travel. Please refer to the following link for the current listings:

Consultants should use the most economical method of ground transportation reasonably available.
If car rental is the most economical method of ground transportation, Consultants may choose to use The MathWorks corporate discount rate code of D132000 for Avis, as the daily amount reimbursable for car rental will be capped at the rate quoted by Avis using this discount rate code for the particular travel and booking dates. The car type should be compact when renting alone or midsize for 3 or more Consultant employees. Town cars and limousines are not reimbursable.