2024 GMG Travel Policy

Operated by LearnDistrict Inc.

Last updated: May 20, 2024


Policy brief & purpose

The Girls Make Games (GMG) travel policy outlines our provisions for GMG program-related travel. We’ll explain which expenses we’ll reimburse and how. We’ll also give instructions to our employees, contractors and visitors to track their expenses correctly when traveling.

Scope

This policy applies to all employees, contractors, temporary staff and volunteers. For purposes of this policy, the term ‘travel’ means a trip to a different city than the one in which you typically work for business purposes.

Policy elements

As an employee, temporary staff member, contractor or volunteer, you may be required to travel for program purposes. This includes trips to:

  • Manage and lead our workshops and camps for children

  • Meet with partners, alumni and Fellows

  • Attend events, like conferences, where you’ll represent the organization

  • Visit our GMG’s offices in other locations

  • Conduct research or give talks/lectures/presentations on behalf of GMG

We’ll reimburse reasonable and necessary expenses incurred in connection with approved business-related travel. Normal reimbursable expenses are addressed in the following provisions. GMG assumes no obligation to reimburse any employee for expenses that do not comply with this policy. In addition, good judgment is requested of the business traveler throughout this policy. If a dispute arises in regards to the interpretation of good judgment, GMG HQ will interpret the disputed judgment and provide a final and binding decision.

Detailed receipts are required for ALL expenses. Receipts substantiate GMG expenditures and are required for justification during audits, and therefore must be provided. Receipts must contain expenditure details. Any exceptions to this rule must be approved by GMG HQ..

Transportation expenses

GMG will cover the cost of airline tickets in economy class. GMG will reimburse round-trip tickets to and from the airport of origin. You will be responsible for any additional expenses, like luggage, lost baggage, loss or theft of tickets or personal property. GMG reserves the right to determine whether to reimburse employees for penalties and other charges for flight cancellations or changes, taking the particular circumstances into account.

Employees will be reimbursed for rideshare expenses to and from airports. It is GMG policy to use Lyft whenever possible instead of Uber or other services.

Your flight/other long travel tickets will be booked at least two weeks in advance unless it’s an unforeseeable trip. 

Summer Camp Commute Expenses

  • GMG will also reimburse daily Lyft commute between your place of accommodation and the camp location.

  • GMG will reimburse Lyft commute for a camp related task (for example: trip to Fedex Kinkos for printing, stationery store etc)

  • GMG will provide a total stipend of $250 if your daily commute between your place and the camp location is more than 25 miles.

  • Employees traveling to the same location should share Lyft whenever possible.

  • Always ask for receipts and submit for reimbursement.

  • GMG will not reimburse transportation expenses for trips for personal purposes.

Summer camp overnight accommodations

GMG will book accommodation for you in an Airbnb or similar lodging service in reasonably close proximity to the camp you will work at. Your stay will begin 1-2 nights before the start of camp and last through the night of the last camp day, to check out the day after camp completes. People of all genders may be expected to share accommodations. If there are any concerns about this please let GMG HQ know in advance so we may do our best to make alternative arrangements. 

GMG´s insurance will provide coverage for you during your stay. You will be responsible for any damage not covered by insurance which is caused by your gross negligence or intentionally wrongful conduct.

Food & Drink expenses at Summer Camp

GMG will provide lunch and snacks during camp daily. The Employee is responsible for any remaining food expenses. 

Personal responsibility

  • Always ask for receipts and keep them organized.

  • We expect employees, contractors and visitors to adhere to the highest standards of behavior. Any vandalism of property or rental cars, harassment or misconduct is a violation of our Code of Conduct which all employees, contractors and volunteers agree to adhere to as part of our terms and conditions. Any breach of this will result in immediate dismissal. 

  • When you’re back from your trip, submit all expenses (receipts and explanation of expenses if not clear on receipts) on Gusto (using expenses feature) or email to GMG HQ at staffsupport@girlsmakegames.com within 4 weeks. If you had a reason not to submit expenses within that period, let us know.  GMG reserves the right to refuse any expense reimbursement request that is inaccurate, does not include the appropriate substantiating documentation, is submitted late, or otherwise fails to fully comply with this policy, as determined by GMG in its sole discretion.

    GMG will reimburse you for reimbursable expenses promptly following the date on which you submit all receipts and corresponding explanation (if any) but in any event no later than December 31 of the calendar year following the calendar year in which the expense is incurred.

    Reimbursements under this policy are intended to comply with Section 409A of the Internal Revenue Code and applicable guidance issued thereunder or an exemption from the application of Section 409A. Accordingly, all provisions of this policy shall be construed and administered in accordance with Section 409A. The amount of reimbursements provided under this policy in any calendar year shall not affect the amount of reimbursements provided during any other calendar year and the right to reimbursements hereunder cannot be liquidated or exchanged for any other benefit. Notwithstanding any provision of this policy, GMG shall not be liable to any employee for any taxes or penalties imposed under Section 409A on any reimbursements hereunder.

    If an employee receives an excess reimbursement, the employee must report and return any excess amounts to GMG within 10 days.