KB254: Omnivex Travel Policies

Summary

Omnivex has on-site training and installation services available for purchase. This article provides the information required to concisely define the scope and planning constraints of on-site visits.

Based on our experience, every effort has been made to define a clear structure for our travel policies but it is not reasonably possible to account for all eventualities that can occur.

Omnivex reserves the right to change these policies at any time and without notice.

General Travel Policies

The following transactional and policy items apply to on-site visits:

  • A signed Software License agreement (SLA) is required for any software purchased from Omnivex and must be executed prior to booking any on-site services.
  • A Purchase Order (PO) is required for any software and services purchased from Omnivex and the PO must explicitly state "Travel Expenses Extra" if it is anticipated that on-site services are to be performed by Omnivex. The PO must be received by Omnivex and the SLA executed prior to booking any on-site services from Omnivex.
  • In certain instances, determined by Omnivex and the client, payment for some or all of the items listed in the PO is required before on-site services are performed. If required, this is agreed upon by both parties in a Scope of Work document.
  • Travel Expenses include, but are not limited to:
    • airfare
    • all ground transportation, including, but not limited to:
      • car rentals and any associated costs: insurance, mileage, fuel, parking, etc.
      • rail travel and any associated costs
      • transit and any associated costs
      • taxis and any associated costs
    • accommodation and any associated costs: hotel, high-speed Internet access, etc.
    • meals
  • Travel expenses are billed without any mark-up and all receipts are available upon request.
  • Omnivex requires a minimum of two weeks notice from the beginning of the desired on-site service date and Omnivex must confirm that the resources can be allocated to accommodate the request. On-site resources are allocated on a first-come-first-served basis.

Note:

  • Omnivex' internal policies prevent our employees from expensing alcoholic beverages, entertainment, toiletries or anything unrelated to business travel.
  • Omnivex employees may not travel on Canadian holidays. For a list of applicable holidays, see Additional Information below.

Flight Travel Policies

The following is a list of Omnivex' flight travel policies.

  • All airfares are purchased as fully-refundable. Costs associated with this ticket tier are generally higher than the non-refundable ticket tier.
  • Clients and Value Added Resellers (VARs) can purchase flight tickets on behalf of Omnivex. All travel policies must be adhered to unless otherwise stated by Omnivex. All of the necessary required information to complete the flight purchase transaction may be supplied by Omnivex upon request.
  • If a client or VAR purchases flight tickets on behalf of Omnivex and the flight options significantly extend the travel time beyond an option that Omnivex would have selected, Omnivex reserves the right to add additional costs to the travel charge.
  • The flight must be direct if it is available or have a maximum of one connection for either transit direction. Omnivex reserves the right to approve flight bookings that require more than one connection per transit direction.
  • Omnivex employees arrive at the on-site destination the day before the scheduled on-site service date. This minimizes unforeseen travel delays.
  • Travel time is billed to clients based on location or the time required to arrive on-site.
  • On-site services are billed as full-days. There are no hourly or partial-day rates available when air travel is required for an on-site visit.

Additional information

The following is a list of Canadian holidays on which Omnivex employees do not travel:

  • January 1st, New Year's Day, is a national statutory holiday
  • The third Monday in February, Family Day, is a provincial statutory holiday
  • The Friday before Easter, Good Friday, is a national statutory holiday
  • The Monday before May 24th, Victoria Day, is a provincial statutory holiday
  • July 1, Canada Day, is a national statutory holiday
  • The first Monday in August is a civic public holiday
  • The first Monday in September, Labour Day, is a national statutory holiday
  • The second Monday in October, Thanksgiving, is a provincial statutory holiday
  • December 25, Christmas Day, is a national statutory holiday
  • December 26, Boxing Day, is a national statutory holiday