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Travel Policy for Syscon Clients

Syscon’s Travel Policy was developed in the early 1990’s to meet the growing number of shorter client visits. With the advent of more reliable and faster remote access, Syscon technicians and consultants have been able to reduce the time and expense of on-site visits, handling many support requests via remote access. The remote sessions allow us to meet immediate needs and schedule maintenance visits along with less-pressing items at a mutually convenient time.

When the policy was initially incorporated in Syscon’s contracts, several methods of billing were reviewed. We looked at tracking and billing the actual travel time to the client site, but on one visit the travel time was more than the next visit, causing our clients frustration that they would have to pay a different travel time from visit-to-visit – the client didn’t move, the tech came from various locations. The same was true with tracking and billing mileage, since the mileage would vary, not to mention the change in mileage rates.

Syscon is also very aware of the travel time and expense as it impacts our technicians and consultants. When traveling between several clients in the same day, almost one-third of the work day can be spent driving and the mileage adds up, as well.

As we reviewed all of these issues from the various perspectives, Syscon has made every effort to provide a fair, predictable travel policy for our clients and our staff.

Our Clients

• Any on-site visit of four (4) or more hours will not be charged travel time or mileage, unless it is outside a 50 mile radius of the Syscon office.
• An on-site visit of less than four (4)hours will be charged one-way travel time, per Mapquest, from the Syscon office to the Client’s office at the technician’s rate in quarter-hour increments, with a minimum charge of fifteen minutes.
• Clients outside the 50 mile radius are scheduled for a minimum of four (4) hours and are charged round trip travel miles per Mapquest at the Federal reimbursement rate.

Our Staff is reimbursed the round trip mileage for all on-site visits per Mapquest, from the Syscon office to the Client’s office, regardless of the length of the visit.

With these guidelines in place, the tracking of client time, travel and mileage are automatically calculated following these rules, both for the Syscon Client and for the Syscon Staff.