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Refueling and Toll RoutesTo avoid excessive refueling charges imposed by car rental agencies, cars must berefueled prior to returning. Toll routes are to be avoided whenever possible unless you arein possession of a transponder. Otherwise, the rental agency will charge us for anycharges incurred, and often, this can result in a service charge._______________________________________________________________________________AccommodationReservationsTo ensure the most economical accommodations are obtained, requests should be sent tothe Travel Coordinator as early as possible to take advantage of early booking discounts.Room accommodations will be shared, where possible. Rooms will be reserved at selecthotels only, in which negotiated rates and direct billing have been arranged. Room, taxand parking charges will be billed to GoodLife Fitness on your behalf._______________________________________________________________________________CancellationAll reservations are guaranteed for late arrival unless otherwise requested. In most cases,room reservations must be cancelled before 72 hours prior to the date of arrival to avoidcharge for unused accommodation. Failure to cancel a guaranteed hotel reservation priorto this time will result in a charge for the unused accommodation._______________________________________________________________________________Important InformationCancellations happen! Please be sure to contact your Travel Coordinator to make anychanges as soon as you become aware of them. For emergencies only, should yourequire changes or cancellations after hours or on weekends, please contact your TravelCoordinator. If you do not receive a response within two hours of your change request,please use your best means to contact your carrier to report your absence from theflight/train/hotel.Please report any changes made to the Travel Coordinator via email so that follow up canbe made, and credit information can be collected. Please note that any loss of funds dueto late cancellations (I.e. change fees) will be charged to your department. Also, acancellation charge may apply to associates who are cancelling associates out of BaseCamp due to the ever rising cost per head. Generally, this is a $100 cancellation feecharged to the associates club when they have not been cancelled 48 hours prior totraining.Travel and Expense Reimbursement[back to top]All out of pocket expenses incurred by associates for business purposes must bedocumented on an Expense Report. Completed and approved expense reports must besubmitted to Accounts Payable on a timely basis for reimbursement._______________________________________________________________________________Cellular Phone ChargesAccounting will send a copy of mobile phone bills to each individual associate. Associatesare to review all bills for accuracy to include, total minutes, time of calls, location of call,etc.Associates are to document the business purpose of any unusually long calls or late calls,etc. to minimize any questions a Supervisor may have about the usage of a cell phone.Once reviewed the bill should be signed and forwarded to the immediate Supervisor._________________________________________________________________________Expense ReportsExpense Reports must be submitted at a minimum on a monthly basis. Expenses incurredmust be supported with original receipts – credit card statements are not acceptable._________________________________________________________________________Meals: Meal expenses incurred should be reasonable, and must relate to businessactivities. Meals are reimbursed up to 30 dollars per day with no alcohol allowed. MealConfidential and Proprietary Information of Goodlife Fitness Clubs | V14 July 2009 80