Policies and Procedures

LIFE Event Staffing – California Travel & Expense Policy

Effective Date:  December 2025
Fully Compliant with California Labor Code §2802, FLSA, and IRS Accountable Plan Rules

This policy outlines how travel, mileage, per diem, and reimbursable expenses are managed for all LIFE Event Staffing team members. Our objective is to provide clarity, fairness, and consistency while fully complying with federal requirements and all applicable state laws including the heightened reimbursement standards required in California.

All reimbursements must be submitted through the Armada app unless otherwise approved in writing.

Where state laws are more protective (e.g., California), state law takes precedence.





1. Definitions

In-Market Events

Events located within 60 miles of the staff member’s home address, calculated using the shortest reasonable driving route.

Out-of-Market (OOM) Events

Events located more than 60 miles from the staff member’s home address.

Business-Required Expenses

Expenses necessary to perform job duties, including mileage, travel, lodging, meals, required equipment, and required phone/data usage.
Needed for compliance with California Labor Code §2802, which mandates reimbursement for all necessary business expenses.

2. In-Market Events

Event Pay

• Paid at the standard rate displayed in Armada at time of booking.

Mileage (Required for CA Compliance)

Round-trip mileage from your home to the event venue is reimbursable.
Mileage is reimbursed at the IRS standard rate or higher, where required by law.
For California employees, mileage must always be reimbursed for required work travel under Labor Code §2802.
Mileage must be submitted in Armada within 48 hours.

3. Out-of-Market (OOM) Events

Event Pay

• Paid at the standard rate shown in Armada.

Travel Pay (FLSA + California Wage & Hour Compliant)

• For non-exempt employees, travel time is paid at $20/hour.
• Travel time counts as “hours worked” under California law when:

  • Travel is required

  • Travel exceeds normal commute

  • Travel occurs between job sites
    • Non-exempt staff must check in/out travel time in Armada.
    • Exempt staff do not receive travel pay.

Mileage

Round-trip mileage from your home to the event venue is reimbursable.
Mileage is reimbursed at the IRS standard rate or higher, where required by law.
For California employees, mileage must always be reimbursed for required work travel under Labor Code §2802.
Mileage must be submitted in Armada within 48 hours.

4. Travel Booking Requirements

• All travel (hotel, flights, trains, rental cars) must be booked through TravelPerk.
• Travel must be booked within 7 days of event confirmation.
• Bookings must be approved by LIFE Event Staffing through TravelPerk.
• If essential travel options are unavailable in TravelPerk, staff must request written approval before booking elsewhere.

5. Mileage Reimbursement (All Events)

• Mileage reimbursed at the IRS standard mileage rate.
• Must be submitted within 48 hours.
• Not reimbursable for:

  • Personal errands

  • Detours

  • Normal commuting to a fixed, non-event worksite

California Compliance Note

Under Labor Code §2802:
• Mileage is always reimbursable when driving is required for work.
• The company may not shift any portion of work-required travel costs to employees.
• California employees cannot waive their right to mileage reimbursement.

6. Parking

• Parking for OOM events reimbursable up to pre-approved limits.
• Must be approved before the event by the Staffing Coordinator.
• Receipts must be uploaded within 48 hours.
• Valet is reimbursable only when self-parking is unavailable.

7. Meals & Incidentals

(IRS & CA Labor Code Compatible)

• Reimbursed based on itemized receipts only.
• Reimbursement follows the applicable state or GSA per diem rate.
• First and last travel days reimbursed at 75% of the daily rate.
• Alcohol is not reimbursable.
• Meals provided by hotels, events, airlines, or clients cannot be double-claimed.

California Meal Reimbursement Requirements

Under Labor Code §2802:
• California employees must be reimbursed for actual reasonable meal expenses when traveling for work.
• If the per diem limit does not cover actual, reasonable costs, California employees may claim the difference with receipts.
• California prohibits flat-rate meal stipends that result in under-reimbursement.

8. Cell Phone & Data Reimbursement (Required in CA)

California requires reimbursement for:

• Required texting
• Required calling
• Required data/GPS use
• Required use of Armada or TravelPerk
• Event-day communication or coordination

Employees may request reimbursement for the reasonable percentage of their phone bill used for work activities.

9. Reimbursable vs. Non-Reimbursable Expenses

Reimbursable (Allowed)

• Round-trip mileage
• Parking and tolls
• Gas for rental cars
• Approved baggage fees
• Required hotel incidentals
• Pre-approved ground transportation
• Per diem–eligible meals with itemized receipts
• Airport parking
• Required phone/data expenses (California requirement)

Not Reimbursable

• Alcohol
• Upgrades (hotel, airfare, rental car)
• Personal or leisure travel costs
• Childcare or pet care
• Personal clothing or items
• Entertainment, movies, activities
• Souvenirs or gifts
• Medical expenses
• Traffic violations or fines
• Personal vehicle repairs
• Unapproved transportation costs
• Late or undocumented submissions (except where protected under CA law)

10. Expense Submission Requirements

Where to Submit

All expenses and mileage must be uploaded into the Armada app.

Submission Deadline

• All claims must be submitted within 48 hours of the event.
• Extensions may be granted for travel delays, technical issues, or extenuating circumstances.

Required Documentation

• Itemized receipts
• Proof of payment
• Pre-approval documents where required

California Compliance Note

• California employees may not be denied reimbursement for legitimate business expenses solely due to late submission, provided the expenses were necessary and reasonable.
• LIFE Event Staffing will review all delayed California submissions consistent with Labor Code §2802.

11. Equipment, Tools & Supplies (California Requirement)

Under California Labor Code §2802, employees must be reimbursed for:

• Any tools, supplies, or equipment required to perform work
• Any job-required accessories not provided by the company
• Any required software/app fees

Employees may request reimbursement through Armada.

12. Policy Enforcement

LIFE Event Staffing may deny reimbursement for:

• Expenses that violate policy
• Missing receipts or documentation
• Expenses not necessary for work
• Unapproved upgrades or purchases
• Fraudulent submissions

California Exception:
California employees may not be denied reimbursement for necessary expenses required for their job duties, even when submitted late or without pre-approval, provided the expense was reasonable and related to work.

13. No Waiver of Rights (California Requirement)

California employees cannot waive reimbursement rights—verbally, in writing, or through the Armada app.
Any waiver is invalid under Labor Code §2802.

14. Dispute Resolution

Employees who believe an expense has been improperly denied should:

  1. Contact their Staffing Coordinator

  2. Submit additional documentation in Armada

  3. Request a review from HR or Payroll

LIFE Event Staffing will review all claims, especially for California-based employees, to ensure compliance with state law.