Travel and Expense Policy

1. Travel Time

1.1 For Quebec

Client agrees to pay the consultant’s time and travel expenses for all commutes done between said consultant’s base office and its location, as per the following terms:

1. The first hour of a commute done at the beginning or the end of the day is never billable.
2. Should a commute exceed fifty kilometres (50 km) while being below one hundred and twenty-five kilometres (125 km), any travelling time exceeding thirty (30) minutes shall be invoiced at fifty percent (50%) of the consultant’s regular billing rate.
3. Should a commute exceed one hundred and twenty-five kilometres (125 km), any travelling time exceeding thirty (30) minutes shall be invoiced at fifty percent (50%) of the consultant’s regular billing rate should the commute be done outside the consultant’s working hours or at one hundred percent (100%) of the consultant’s regular billing rate should the commute be done during the consultant’s business hours.

1.2 For Other Provinces or Countries

Client agrees to pay the consultant’s time and travel expenses for all commutes done between said consultant’s base office and its location, as per the following terms:

1. The first hour of a commute done at the beginning or the end of the day is never billable.
2. Should a commute exceed one hundred kilometres (100 km) while being below one hundred and fifty kilometres (150 km), any travelling time exceeding one (1) hour shall be invoiced at fifty percent (50%) of the consultant’s regular billing rate.
3. Should a commute exceed one hundred and fifty kilometres (150 km), any travelling time exceeding one (1) hour shall be invoiced at fifty percent (50%) of the consultant’s regular billing rate should the commute be done outside the consultant’s working hours or at one hundred percent (100%) of the consultant’s regular billing rate should the commute be done during the consultant’s business hours.

1.3 Best Practices for Project Management

In order to optimize the consultant’s commutes and to reduce the related costs, Talan favours work being executed remotely. As an indication, for each of the distances listed in the table below, the work is preferably performed remotely if the duration of the required intervention is less than that listed opposite.

Nothing in this section shall prevent the Client from requesting that the work be executed in person for a lesser duration than those listed above or prevent a consultant from rendering work in person if the nature of the work requires it. However, the Client recognizes that any intervention of less than eight (8) hours shall require the realization of a commute during working hours.

2. Travel Expenses

When travelling to a client’s location for business, travelling fees will be invoiced and payable by the client, including without limitation, mileage, parking, and fees related to other means of transportation. Notwithstanding the foregoing, Talan shall not charge any travelling fee if the Client’s offices are located within fifteen kilometres (15 km) of the consultant’s base office.

2.1 Mileage

When Talan consultants use their personal vehicles for travel required for a client-related activity, the mileage is invoiced and payable by the client and calculated starting from Talan’s offices (which may vary by consultant) or a hotel, as applicable.

The allocation is $0.70 per kilometre for the first 5,000 kilometres invoiced during a calendar year. Any additional kilometre is invoiced at a rate of $0.64 per kilometre. Please note that the allocation is invoiced in the currency applicable to the project for which the trip is being made and that the applicable taxes are included in this allowance.

2.2 Other Means of Transportation

When Talan consultants must use public transport, air or rail transport, it is up to Talan to determine the most cost-effective option among the following:

• Taking a taxi
• Renting a car
• Using the consultant’s personal vehicle, and if need be, parking at the airport, train station or hotel.

When travelling by plane or train, the amount paid for a non-refundable economy class ticket will be invoiced and payable by the client.

2.3 Parking Fees

Parking fees will be invoiced and payable by the client when incurred and justified.

3. Other Expenses

3.1 Lodging

Lodging fees are invoiced and payable by the client in the event of travel for more than a day to an area located more than 1 hour and 30 minutes (one way) from Talan’s offices.

3.2 Meals and Various Expenses

Unless other arrangements are made upon a client’s specific request, meal expenses for Talan consultants travelling for more than one day are invoiced and payable by the client based on a fixed daily allowance (per diem), which is split into 3 meals (breakfast, lunch, dinner) and varies based on the area Talan consultants are travelling to. Per diems are invoiced and payable for visits including at least one overnight stay and the travel period includes the departure day and the return day.

The amounts allocated by region are:

• Canada – $100 
  Breakfast ($20), Lunch ($25), Dinner ($55)
• United States – US$100 
  Breakfast (US$20), Lunch (US$25), Dinner (US$55)
• Other regions – to be determined on a case-by-case basis

Note: 

• Applicable taxes are included in per diem amounts.
• The purpose of a per diem is to cover additional costs incurred during an out-of-town trip which are in excess of costs usually incurred.
• The reimbursement for dinner includes various expenses such as phone calls, entertainment, dry cleaning, etc.

Alternatively, a maximum amount of $25 per day may be invoiced and payable by the client for meals, if Talan’s consultants have worked:

• 10 hours or more excluding travel time on a regular business day;
• More than four (4) consecutive hours on a weekend within the framework of a client project.

3.3 Other Expenses

Other expenses reasonably incurred by Talan consultants as part of their duties within the framework of a client project shall be invoiced and payable by the client.