PREPARING FOR TRAVEL REIMBURSEMENT

We have simplified the process in a few easy steps

H2B regulations

Per H2B regulations, an H2B worker who is returning to his/her home country is eligible for employer provided return transportation only if the worker completes the entire contract period with the employer.

 

In order to fulfill your obligation of providing return transportation to the respective worker(s) you can:

 

1.   Purchase a ticket and then provide it to the worker(s)

OR

 

2.   Inform the worker(s) of the amount that will be reimbursed and then allow the worker(s) to buy tickets on their own based on the reimbursable amount

determine

last day

of work

  • The H2B worker’s contract end date is shown on the worker's Form I-94 and/or on the employer’s Form I-797 A. ​

  • Determine the last day of work for each H2B worker whose intention is to return home.

  • Determine the destination airport

  • Communicate the date to the H2B worker via email.

2

determine

reasonable

cost OF Transportation

  • Conduct online research to determine the most economical and reasonable cost of transportation from your location to worker's home town.  

  • Date(s) of travel should be on or after the date communicated to the worker at Step 1. 

  • ​Click below for details:

3

determine how to handle return transportation

 Once you have determined the most reasonable and economical ticket you can do either of the options below:

A)   Purchase a ticket and then provide it to the worker

Notes:

  • we recommend that this communication be done in writing, via email

  • the email should contain, as attachment, a copy of the ticket you purchased (e-receipt)

B)   Inform the worker(s) of the amount that will be reimbursed and direct the worker(s) to buy tickets on their own based on the reimbursable amount

 

Notes:

 

  • we recommend that this communication be done in writing, via email. 

  • the email should contain, as attachment, a copy of the most economical & reasonable ticket found at Step 2 

4

REIMBURSEment

Applicable only if option B is chosen in Step 3

 

  • On the last pay cycle please include the travel reimbursement amount communicated at Step 3. 

  • It is advisable that the travel reimbursement check be issued separately from the last paycheck. 

  • If travel reimbursement amount is added to the last paycheck, then the amount should be itemized clearly as "return travel reimbursement" and be easily identifiable.