The firm will reimburse reasonable coach airfare for you and your spouse/guest. “Reasonable” refers to the lowest available non-refundable economy fare on commercial airlines. For Southwest Airlines, individuals may book their fare at the Choice level which includes the option to choose a standard seat assignment at time of booking. To ensure the best schedule and cost, please purchase tickets as soon as possible. Airfare booked within 21 days of the event or on an airline not offering the lowest non-refundable rate requires prior approval from Kyle Day.
All meetings planned at the retreat have been scheduled to accommodate travel to Arizona on Friday unless you are participating in the 2026 Practice Group Conference. Requests to travel and stay at the hotel prior to Friday are reviewed on an individual basis and subject to approval. If you have questions, or extenuating circumstances of which we should be aware, please contact Michael Ponzio or Justin Barganski.
Airfare Guidlines
- Change fees and cancellations: If the need to change or cancel a flight arises due to unforeseen business needs, associated fees may be eligible for reimbursement with prior approval. However, fees incurred due to personal schedule changes will not be reimbursed. Any resulting airline credits for costs reimbursed by the firm should be applied to future business travel whenever possible.
- Refundable fares: Please seek approval before booking refundable fares, which are typically significantly higher than non-refundable fares.
- Baggage fees: If not included in the fare, the firm will reimburse one standard checked bag for you and your spouse/guest. Excess baggage fees, overweight charges, or priority handling fees are not reimbursable.
- Travel Insurance: Flight protection or Travel insurance plan are not reimbursable by the firm.
- Maximum reimbursement: In cases where airfare exceeds standard rates for similar travel, pre-approval should be requested.
Parking
The firm will cover parking expenses under the following guidelines:
- Airport parking: The firm will reimburse economy parking only. Short-term parking, premium parking, and valet services are not reimbursable. Please choose the most cost-effective option for multi-day stays.
- Hotel parking: If you are driving to the retreat, the firm will cover self-parking fees at the hotel. Valet parking is not reimbursable unless it is the only parking option available.
- Other parking-related expenses: If parking is necessary for work-related travel during the retreat, reimbursement may be provided with prior approval.
Mileage Reimbursement
- Tucson office: The firm will reimburse round-trip mileage to/from Phoenix, up to a maximum of 256 miles.
- Offices outside Arizona: The firm does not cover mileage to/from the airport. However, if driving to the event, reimbursement will be calculated at the firm’s mileage rate, not to exceed reasonable coach airfare plus local transportation costs if flying had been an option.
Ground Transportation
- For travel between Phoenix Sky Harbor Airport and Grand Hyatt Scottsdale: The firm will reimburse reasonable transportation expenses, including taxi, Uber, Lyft, or other rideshare services. Premium services such as Uber Black are not covered. The estimated one-way fare is $60 plus gratuity. (Updated based on estimated costs advised by hotel concierge.)
- For rental car reimbursement: The firm will cover up to $150. Hertz is the preferred rental provider, but other rental companies are acceptable for this event.
Food and Beverage
Meals purchased while traveling to/from the retreat are not reimbursable by the firm. If you arrive early for business-related purposes, any associated expenses (including meals) should be separated and submitted under the appropriate business travel budget, subject to prior approval.
Tips and Gratuities
The firm recognizes the importance of appropriate gratuities for service providers during travel. Tips eligible for reimbursement should be reasonable and within customary industry standards:
- Ground transportation: (taxi, Uber, Lyft, shuttle, etc.): Typically, 15% to 20% of the total fare.
- Porterage and housekeeping: The firm covers gratuities for housekeeping and bell stand staff; therefore, additional tips for these services will not be reimbursed.
Hotel Reimbursement and Incidentals
The firm covers the cost of standard lodging, including room and tax, for the duration of the retreat. However, incidental hotel charges—such as, but not limited to, the following—will not be reimbursed:
- Room service and meal purchases
- Minibar items
- In-room entertainment (such as pay-per-view movies)
- Charges made from hotel outlets directly to your guest room
Wi-Fi and Connectivity
- Wi-Fi charges not included in the lodging rate may be reimbursed if used for work-related purposes.
- In flight Wi-Fi charges, when used for business purposes, are eligible for reimbursement.
Any exceptions to these guidelines must be requested in writing and approved in advance by Kyle Day. Failure to comply with the policy may result in denial of reimbursement for related expenses.
