US Handbook 2023

Rental Cars Rental cars should only be used when the nature of the trip is such that the use of local transportation, such as hotel shuttles, Lyft, Uber, and taxis, are not practical, not safe, or would exceed the costs of a rental car. When driving a rental car for business, the Associate’s personal insurance is primary in case of an incident. Associates who rent a car for business should be sure to have full coverage auto insurance. If an Associate does not have full coverage, Associates should either (i) elect the insurance offered by the rental car company, or (ii) book the rental car on a corporate credit card. For information about booking a rental car on a corporate card, please contact Human Resources. Anytime a rental car is booked in relation to international travel, Associates are required to purchase the insurance offered by the rental car company. When arranging car rental reservations, Associates must adhere to the following guidelines: + Book the least expensive vehicle. Rental car size must either be compact/mid-size if no more than two (2) Associates are traveling to the same destination and intermediate/full-size if two (2) or more Associates are traveling or if clients will be transported in the vehicle. + Do not pre-purchase gas from the car rental company and be sure to return rental cars with a full tank of gas. Do not stop for gas if the area is not safe. Expense reports with gas charges incurred through the rental company must include an explanation of why those charges were incurred. + Associates should carry a copy of their personal automobile insurance card when renting a car. + In any event, an Associate must notify Dwellworks within twenty-four (24) hours following an accident involving a rental car. Mileage Reimbursement Expenses Dwellworks will reimburse an Associate who uses their own vehicle to commute to a business site from their office location and back to work. If the business trip originates from home, Dwellworks will reimburse mileage in excess of the regular commute. All business travel requires prior Leader approval. Dwellworks has established a mileage reimbursement rate per business mile, which is adjusted periodically. Please check with the Accounting Department or your Leader for the current mileage reimbursement rate. Dwellworks will not pay for mileage reimbursement to an Associate commuting from home to place of work. Remote Associates who occasionally report to the airport or a local office for business purposes will not be reimbursed for mileage incurred. Examples: + If an Associate’s typical commute to their base office is fifteen (15) miles, then their standard commute is thirty (30) miles round trip. If the Associates drives from their home to a client office and back home, and the round-trip mileage is sixty (60) miles, the Associate would subtract their standard thirty (30) mile commute from sixty (60) and submit thirty (30) miles for reimbursement. + If an Associate’s standard commute is thirty (30) miles round trip, and their roundtrip mileage to the airport is twenty (20) miles, the Associate would not be eligible to submit any miles for reimbursement. If the Associate chooses to drive rather than fly, the Associate will be reimbursed for miles up to but not exceeding regular flight expenses as outlined in this Policy. This Policy does not constitute tax advice and Associates should consult with a tax accountant when determining whether to claim mileage as an incurred business expense under the current IRS tax rules.

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