1-EXHIBIT E Reimbursable Expense Maximum Values.docx
DOCX document 15 KB Posted
- Attached to
- Activation & Occupancy Planner
- Solicitation number
- 950-09-25-021
- Issued by
- El Paso County, El Paso City, Texas
About this file
This document is Exhibit E, detailing Reimbursable Expense Maximum Limits for a contract with University Medical Center of El Paso (UMC), specifically for the 2025 Bond Implementation Projects. The exhibit provides comprehensive guidelines for expense reimbursement, covering travel, accommodations, meals, transportation, and incidental charges for consultants working on the project.
The expense guidelines establish specific parameters for cost management, including coach class travel, single room accommodations, a $66.00 daily meal per diem, and mileage reimbursement at current IRS rates. Notable restrictions include prohibitions on alcoholic beverages, luxury accommodations, and non-business-related expenses. All deviations from these guidelines require prior written authorization from the project owner, emphasizing a structured approach to expense management and fiscal responsibility. The document underscores the need for detailed documentation, such as specifying business purpose and attendee names on meal receipts.
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Other files
| File | Type | Posted |
|---|---|---|
| 9-Exhibit C.1 Project Descriptions UMC Main Campus.docx | DOCX document | |
| 7-Exhibit A Owner and Consultant Agreement 1.docx | DOCX document | |
| 6-Exhibit C.2 Project Descriptions Off Campus.docx | DOCX document | |
| 2-EXHIBIT F Insurance Requirements.docx | DOCX document | |
| 8-Exhibit D.1 Preliminary Bond Project Schedules Main Campus.xlsx | XLSX spreadsheet | |
| 3-Exhibit B Scope of Services.docx | DOCX document | |
| 5-Exhibit D.2 Preliminary Bond Project Schedules Off Campus.xlsx | XLSX spreadsheet | |
| 4-950-09-25-021 Activation Occupancy Planner.doc | DOC document |
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Text version
EXHIBIT E
REIMBURSABLE EXPENSE MAXIMUM LIMIT
The following terms and conditions apply to this agreement regarding reimbursable expenses:
1. Consultant will make a reasonable effort to arrange travel plans with businesses where Owner has contracted for reduced fees.
2. Coach class travel is the corporate standard
3. Discount fares should be sought wherever possible. Owner must approve first class or business class travel accommodations in writing.
4. Single room with private bath in a business class motel/hotel is the corporate standard. Extra costs for suite, luxury, or concierge/club accommodations are not appropriate unless previously approved by writing by the Owner.
5. Meals should be appropriate and not lavish and have a maximum per Diem of $ 66.00. In addition, alcoholic beverages will not be a reimbursable expense.
6. The specific business conducted as well of names of the attendees should be indicated on each itemized meal bill.
7. Personnel automobile mileage will be reimbursed at the current business mileage rates as determined by the current IRS Guidelines and as approved by the Owner.
8. The rental car size will vary, depending upon the intended uses of the vehicle and the number of people it is transport.
9. Incidental charges such as laundry, dry cleaning charges, telephone calls (other than business related) and entertainment expenses (other than preauthorized events) are specifically excluded and are not reimbursable without prior written authorization from Owner.
10. Deviations from these guidelines must have prior written approval from Owner.
File details come from the government source that posted it. Updated .