Travel Rates & Per Diems
Need a Corporate Credit Card?
Worried about staying under the $425 limit? Below are some tips to help you secure the lowest rate!
The Early Bird get the Price: secure your airfare 14 days in advance to save up to 30% on your airfare.
Be Flexible: Can you fly out early in the morning or later in the evening? This stragegy can also help save in airfare costs.
Confirm your travel: Change fees cost upwards of $150 + the cost of the new ticket.
Connecting Flights: If the ticket price is expensive - choose a connecting flight. It's a hassel to connect, but it helps reduce our overall Corporate travel costs.
Research: If you find a cheaper flight outside of Orbitz, call them and they'll price match it! You can reach them at (877) 672-4891.
Hotel: $165 (Average)
Mid-service Hotels: All travelers should stay at mid-service hotels (Hyatt PLace, Hilton Garden Inn, Marriott Courtyard & Aloft by Sheraton). These hotels are less expensive and often offer complimentary breakfast, wifi, and shuttles to and from the airport.
Roommates: Know someone you are traveling with? Bunk up! Following our standard Conference policy, all travels are now required to roommate. Directors and above are not required to share rooms when traveling.
Egencia NOTE: When booking a hotel through Egencia, the website only holds the reservation when you enter your credit card or the corporate card information. You will still have to pay for the hotel on-site when you arrive. If you are not able to pay on-site, once you book the hotel through Egencia, call the hotel and ask them to e-mail you a copy of their Direct Bill form, or Credit Card Authorization Form. Forward that form to Ashley Rasmussen on the Meetings & Travel team and she will complete the payment for you.
Rental Car: $45
Hertz & Avis: Secure Hertz & Avis to stay within our policy. GameStop has a discounted rate with these companies, which includes additional insurance & Waiver Coverage.
Catch a ride: if you're visiting a store, make arrangements to have the local RD or DM provide transportation to/from the airport and around the area. It's a great way to reduce costs and make the most of your visit with them!
Meal expenses incurred by associates will be reimbursed in the following circumstances:
Out of Town Meals: Meals incurred by associates when dining on an overnight business trip that is not part of a meeting where meals are provided.
Day Trips: Day trips are defined as an associate who travels outside of their regular territory for business and returning home the same day. Breakfast and lunch on day trips are not reimbursable. If the day trip extends beyond 8:00 p.m., dinner will be reimbursable. The “notes” field on the expense report must specify the reason for the business travel and that travel extended past 8:00 p.m. Failure to include this required information may cause the expense to be delayed or declined.
Working Meals: Meals during store relay, district meeting, new store opening and emergency store recovery activities are classified as working meals. Working meal expenses are reimbursable when pre-approved by your supervisor.
Meeting Meals: Meeting meals are defined as meals associated with a meeting lasting 2 ½ or more hours with 4 or more attendees. Meetings less than 2 hours can be scheduled outside of meal times and do not fit the criteria to be catered and are not eligible for reimbursement.
Business Meals: Business meals are defined as an associate hosting a meal for out of town associates, vendors, or special guests in which business is discussed; or a traveling supervisor hosting his/her staff for a business reason. Business meals are acceptable when pre-approved by your supervisor but are not to be confused with daily meals.
Daily Meals: Daily meals are not eligible for reimbursement. Daily meals are defined as 2 or more associates who have a meal in the vicinity of their primary office location. It is expected that the associate would have this meal as a normal part of their day and even if business is discussed, it is not a reimbursable expense. Examples of daily meal situations include department/project discussions, performance appraisals, and employee recognition.
Up to Manager/DM
Beginning on Jan. 1, 2019, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
• 58 cents for every mile of business travel driven, up 3.5 cents from the rate for 2018.
• 18 cents per mile driven for medical or moving purposes.
• 14 cents per mile driven in service of charitable organizations.
Does a Little Really Matter?
Absolutely! We booked roughly 6,000 domestic flights last year and 5,300 hotels. If everyone selected a flight that was $75 cheaper we would have saved $450,000. A hotel that was $20 cheaper would have saved $106,000. That’s a savings of more than $550,000 … just by reducing each trip a little bit.
In a nut-shell, spend the money like it’s yours! Be cost conscious and do your best to cut where you can.