Travel & Expense Reimbursement Policy for Suppliers
At Autodesk we value our supplier relationships and recognize our suppliers are critical to ensuring the highest quality experience for our Autodesk pre-approved reimbursable expenses and travel will be reimbursed in accordance with the below. Receipts reflecting actual costs are required for all expenses (except travel booked through Autodesk Travel) in order for them to be considered for reimbursement. All expenses must be passed through without any mark up by Supplier. Any use of Autodesk rates or any booking through Autodesk or Autodesk’s agencies shall be at Autodesk’s sole discretion.
General: Autodesk will only reimburse for travel expenses Supplier incurs at the direction of Autodesk and for the sole benefit of Autodesk. If Supplier is traveling and intends to conduct business with clients other than Autodesk, all expenses incurred shall be at Supplier’s expense.
Domestic/Intra-Europe/Trans-Border Flights: Autodesk’s standard policy for air travel shall be the lowest logical coach or discounted fare available, without unreasonable inconvenience (lengthy lay-over, multiple connections, etc.) to the traveler, on flights within a four hour window (two hours on either side of desired departure/arrival time). If travel plans are not likely to change, travelers are encouraged to purchase non-refundable fares Any reasonable flight options representing savings in excess of $250 USD, 220 Euro, or $250 Canadian that are declined, regardless of airline, will require approval from an Autodesk Vice President prior to ticketing
International/Trans-Ocean Travel: Autodesk’s standard policy for air travel for International or Trans-Ocean travel must be the lowest logical non-business (economy) fare within a four hour window (two hours on either side) of desired departure/arrival time. Any reasonable flight options representing savings in excess of $500 USD, 575 EURO or $500 CAD that are declined, regardless of airline, will require approval from an Autodesk Vice President prior to ticketing.
Business Auto Rental: Business Auto Rentals are not eligible for direct billing, and must be reimbursed based on receipt documentation provided by Supplier. Compact cars are the only class that is reimbursable for a single traveler—if any class of car is chosen that is not compact Supplier shall be responsible for the difference in cost between the class chosen and the compact car class. If there is more than one traveler or significant amount of equipment needed to be transported an intermediate car may be contracted for. Anything other than compact or intermediate car is chosen, absent express written permission for an exception by Autodesk, Supplier shall be responsible for the difference in cost between the class chosen and the intermediate car class. Since car rental companies charge premiums on fuel replacement, cars must be refueled prior to return to the rental location. The prepay fuel option should not be used unless the traveler is confident the entire supply of fuel will be used during the course of the rental. GPS is not reimbursable and will be at Supplier’s discretion and expense. If booking though an Autodesk agency such Travizon using Hertz/Enterprise, upon Autodesk authorization, the only insurance that will be reimbursable is personal loss insurance.
Hotels: Hotels are not eligible for direct billing, and must be reimbursed based on receipt documentation provided by Supplier. The selection of hotels will be based on relative convenience and proximity to the work location and Supplier is expected to use moderately priced hotels (approximately $100-$150 a night depending on location). All hotel selections and rates must be pre-approved by Autodesk in writing. Supplier’s may use Autodesk preferred hotels or Autodesk rates while they are on Autodesk business, in order for this to occur Supplier will need to contact Autodesk personal to book them as guest in Cliqbook or with an agent to get Autodesk Rates.
Meals: Meal expenses should be reasonable, based on location and government per diem rates for that location. Tips should be no more than 15% of the bill. Any tips over this amount will not be reimbursed.
Local Travel Expenses: Expenses related to local travel including tolls, public transit fares, taxi or shuttle fares, gas/fuel, or mileage for any Supplier office or Supplier employee living within 90 miles of site where work is being performed shall not be reimbursable.
2. Other Expenses
Only those expenses incurred at the specific direction of Autodesk, for Autodesk business, and outlined (on a line item basis) by Supplier to Autodesk, and approved in writing by Autodesk, are reimbursable. Receipts reflecting actual costs are required for all expenses in order for them to be considered for reimbursement. All expenses must be passed through without any mark up by Supplier.
Standard Supplier overhead costs for Supplier facilities or Supplier operations, exempt extraordinary circumstances and written approval by an Autodesk Vice President, will not be reimbursable. Such expenses include: phone calls and phone bills, rent or lease payments, heating or air-conditioning, any type of weather proofing measures (snow removal, etc). If the Supplier must incur these expenses in the ordinary course of their business for all of their clients, they will not be reimbursable as expenses incurred on behalf of Autodesk.