Following are the most common out-of-pocket travel expenses that we incur and bill to clients at cost. We are a budget-conscious firm that understands the need to contain travel expenses for our clients. We do not bill for travel time. In exchange, our only requirement is a reasonable travel itinerary that allows your 12M Recruiting representative(s) the opportunity to continue working for you while on the road. For additional questions, please contact your 12M Recruiting representative.
Airlines
Base fare
If domestic air travel is required, the maximum charge to a client would be a business economy (often called premium economy, comfort plus, or economy plus) fare on one of the three major US carriers of our choice (United, American, or Delta) for an aisle seat, via a non-stop, direct, or connecting itinerary of our choice, plus any mandatory carrier-imposed charges (fuel surcharges, baggage fees, etc).
If international air travel is required, the maximum charge to a client would be a business-class fare on the airline of our choice, via a non-stop, direct, or connecting itinerary of our choice, plus any mandatory carrier-imposed charges (fuel surcharges, baggage fees, etc).
Itinerary changes
If a client requests an itinerary change after we purchase a flight, client is responsible for all change fees and additional fares.
Ground transportation
Car rental
If a car rental is required, the maximum charge to a client would be the rate for an economy car with a secure trunk (so we can safely store luggage and other valuables) from one of the four major rental companies (Hertz, Avis, National or Enterprise), with basic collision coverage, plus any mandatory agency-imposed charges. We do not select the prepaid gas option; we fill up at the end of our trip and bill only the refueling cost to the client.
Other charges
Client is responsible for other transportation costs when utilized, including: transportation to and from each airport, standard IRS mileage rate when we drive our own vehicles, parking fees, public transportation fares, and hired cars or ride share services.
Hotels
If client has a corporate rate with a business traveler's hotel, we will happily choose that option. Otherwise, the maximum charge to a client would be a basic room at a major hotel chain of our choice (Hilton, Hyatt, Marriott, IHG, Starwood, Sonesta), plus any mandatory hotel-imposed charges, including WiFi and parking when applicable.
Food and meals
The maximum daily charge to a client for food and meals while traveling is $100 per person per day ($25 breakfast, $25 lunch, $50 dinner), unless at the direction of a client we are hosting a meal for one or more client representatives and/or recruitment candidates.
International visa
If an entry visa is required, client is responsible for the costs associated with obtaining such a visa.
Scheduling
We never schedule travel until (a) we have a signed contract from a client, and (b) we receive written instructions from a client to do so.
Last updated: 10 August 2020