Travel & Expense Policy (Non-California Staff)

Effective Date: January 2026

This policy outlines how travel, mileage, and expense reimbursements are handled for LIFE Event Staffing hourly W-2 employees working outside the state of California. The goal is to provide clear, fair, and consistent guidelines while remaining compliant with federal and applicable state laws.

All expense reimbursements and mileage claims must be submitted through the Armada app, unless otherwise approved in writing.

Due to the nature of event staffing assignments, LIFE Event Staffing reserves the right to approve alternate travel arrangements, reimbursement limits, or expense structures on a case-by-case basis.

1. Definitions

Worksite Definition

For event-based assignments, the event venue is considered the employee’s temporary worksite for the duration of the assignment.

Travel from an employee’s residence to the assigned event location within the defined commuting radius is treated as normal commuting time.

Employee Residence

The residence used for mileage and travel calculations must be the primary address listed in the LIFE Event Staffing HR system.

Employees must travel directly from their listed residence to the event location unless otherwise approved. Alternate starting locations may affect reimbursement eligibility.

In-Market Events

Events located within 60 miles (or approximately one hour) of the employee’s residence. Distance is determined using the shortest reasonable driving route based on standard mapping software selected by LIFE Event Staffing.

Normal Commuting Radius

Travel to an event location within 60 miles or approximately one hour of the employee’s residence is considered normal commuting distance and is not compensable travel time.

Out-of-Market (OOM) Events

Events located more than 60 miles from the employee’s residence.

Travel Time Compliance

Travel time compensation is administered in accordance with the Fair Labor Standards Act (FLSA) and applicable state wage laws. LIFE Event Staffing reserves the right to adjust travel pay calculations when required to ensure legal compliance.

2. In-Market Events

Event Pay

Employees are paid the standard hourly rate listed in the Armada app at the time of event assignment.

Mileage Reimbursement

LIFE Event Staffing may reimburse mileage for travel to event assignments at the current IRS standard mileage rate.

Mileage reimbursement is provided under the company’s accountable reimbursement plan and is not considered taxable wages when submitted with appropriate documentation.

Mileage calculations will be based on the shortest reasonable driving route using standard mapping software.

Mileage claims should be submitted through Armada within 48 hours of the event whenever possible, and no later than 30 days after the event date unless an extension is approved.

3. Out-of-Market Events (OOM)

Event Pay

Employees are paid the standard hourly event rate listed in Armada.

Travel Pay (Non-Exempt Staff)

Travel pay may apply for certain out-of-market assignments when employees are required to travel as part of their work duties.

When applicable, travel time will be compensated at $20 per hour and must be recorded through the Armada app or reported to a scheduling coordinator.

Travel pay generally does not apply when employees elect to drive their own personal vehicle to and from the event location, unless otherwise directed by LIFE Event Staffing.

Mileage Reimbursement

Round-trip mileage may be reimbursed at the IRS standard mileage rate when applicable.

Mileage reimbursement is provided under the company’s accountable reimbursement plan and is not considered taxable wages.

Mileage distance will be calculated using the shortest reasonable driving route based on standard mapping software.

Expense claims should be submitted within 48 hours of the event whenever possible, and no later than 30 days after the event date.

4. Travel Booking Requirements

All travel arrangements including flights, hotels, trains, and rental cars must be booked through TravelPerk, unless otherwise approved.

Employees should book travel within 7 days of receiving event confirmation.

All bookings must receive approval from LIFE Event Staffing through the TravelPerk system.

If TravelPerk does not provide an appropriate option, employees must obtain approval before booking outside the system.

5. Parking & Ground Transportation

Parking and tolls related to event travel may be reimbursed when pre-approved by a Staffing Coordinator.

Receipts must be uploaded through Armada.

Valet parking will only be reimbursed when self-parking is not available.

6. Meals & Incidental Expense Reimbursement

Meals and incidental expenses may be reimbursed for eligible travel based on itemized receipts, up to the applicable GSA per diem rate for the event location.

The first and last travel days are reimbursed at 75% of the daily rate, in accordance with federal travel guidelines.

Expenses will not be reimbursed for:

• meals already provided by the event, hotel, airline, or organization
• alcohol

7. Reimbursable Expenses

Allowed

• mileage reimbursement
• parking and tolls
• gas for rental vehicles
• approved baggage fees
• required hotel incidentals
• approved ground transportation
• airport parking
• meal expenses within GSA limits

Not Allowed

• alcohol
• airfare, hotel, or rental upgrades
• personal travel costs
• childcare or pet care
• clothing or personal items
• entertainment or gifts
• traffic violations or fines
• personal vehicle repairs
• unapproved transportation expenses

8. Expense Submission Requirements

All reimbursable expenses must be submitted through the Armada app.

Submission Timing

Expenses should be submitted within 48 hours of the event whenever possible, and no later than 30 days after the event date, unless an extension is approved.

Required Documentation

Employees must provide:

• itemized receipts
• proof of payment
• any required pre-approval documentation

Expenses without proper documentation may be denied in accordance with IRS accountable plan requirements.

9. Policy Enforcement

LIFE Event Staffing reserves the right to deny reimbursement for:

• non-compliant expenses
• missing documentation
• late submissions without approval

Continued non-compliance with this policy may result in corrective action.