Common use of REIMBURSABLE EXPENSE Clause in Contracts

REIMBURSABLE EXPENSE. 5.1 Reimbursable Expenses are in addition to the compensation for Basic and Additional Services and include actual expenditures made by the Architect and the Architect’s employees and Architects in the interest of the Project for the expenses listed in the following subparagraphs: 5.1.1 Expenses for Pre-Approved Out of Town Travel or For Travel to RIT by Out of Town Firms: 5.1.1.1 Coach or promotional fare air travel at the most economical rates (or automobile reimbursement at the current IRS allowance if less than air fare). First or Business class is not allowed nor can air carrier selection be biased by any traveler’s frequent flyer affiliation. The lowest applicable air travel will take precedence over frequent flyer programs. Private airplanes are generally prohibited. RIT will reimburse the cost of rail fare not to exceed the cost of the lowest applicable air fare. 5.1.1.2 Per Diem food expenses not to exceed $50.00 (including tax and gratuity). When in Rochester, only meals purchased at owner operated establishments will be reimbursed. 5.1.1.3 Lodging in commercial class hotels and motels to a maximum of $100.00 per night (including tax and gratuity). Travelers to Rochester must book all lodging at the RIT Inn and Conference Center. Other accommodations will only be approved for reimbursement if the RIT Inn and Conference Center cannot accommodate lodging needs. 5.1.1.4 Compact vehicle rental or taxi. 5.1.1.5 Expenses associated with baggage handling. 5.1.1.6 Business related telephone calls, telegrams and facsimiles. 5.1.1.7 In reporting travel outside the United States, the rate used in converting foreign currency to U.S. dollars must be indicated on a Travel Expense Form. The rate must be that used at the time of the transaction, not the rate in effect at the time the Travel Expense Form is submitted. 5.1.2 Expense of reproductions, postage and handling of Drawings, Specifications and other documents, excluding reproductions for the office use of the Architect and the Architect’s Architects. 5.1.3 Expenses of data processing and photographic production techniques when used in connection with Additional Services. 5.1.4 If authorized in advance by the Owner, expense of overtime work requiring higher than regular rates. 5.1.5 Expense of models and mock-ups requested by the Owner. 5.1.6 Expense of any additional insurance coverage or limits, including professional liability insurance above those specified in Article 15, requested by the Owner in excess of that normally carried by the Architect and the Architect’s Architects. 5.1.7 Project expenses for long distance communications and fees paid for securing approval of authorities having jurisdiction over the Project. 5.2 The Architect, the Architect’s employees and Architects shall NOT be reimbursed for the following expenses: Expenses of in town travel to and from the site. Overhead or general operating expenses of the Architect’s office. Costs due to the negligence of the Architect. Non-transportation Expenses- Non-reimbursable. Personal entertainment, including movies in the hotel room. Costs incurred by traveler’s failure to cancel transportation or hotel reservations. Additional travel insurance and travel accident insurance premiums. Laundry or cleaning for trips less than one week. Magazines, newspapers.