Diamond Club Reimbursements

1. Qualifications for Reimbursement Each Month

1.1. Flying

1. Keep all receipts; flight, gas, ferry and train receipts to go along with your trips. Receipts must include the proof of payment and be submitted in JPEG or PDF format. Itineraries, boarding passes and screen shots of your receipts are not eligible documents.
2. Travel to areas where you have at least one team member process 100 PV LRP order the month you travel there. Your team member must live within the immediate area the event is held.
3. Submit a maximum of six out-of-area trips for reimbursement per month.
4. Submit reimbursement information and documents by the deadline (see detailed rules and Reimbursement Schedule).

1.2. Driving

1. Keep all gas receipts from each area you traveled to hold an event to go along with your trips. Gas receipts must come from the immediate area you held your event as evidence you traveled to the area. Receipts must include the proof of payment and be submitted in JPEG or PDF format.
2. Travel to areas where you have at least one team member process 100 PV LRP order the month you travel there. Your team member must live within the immediate area the event is held.
3. Submit a maximum of six out-of-area trips reimbursement per month.
4. Submit reimbursement information and documents by the deadline (see detailed rules and Reimbursement Schedule).

2. Quick Guide to Diamond Club Reimbursements

1. Contact your Diamond Club Project Manager for any questions regarding your reimbursements before the reimbursement deadline or prior to travel.
2. Each Diamond Club Member is personally responsible for the submission of their own reimbursements by the reimbursement due date each month.
3. Submissions will be approved or denied depending on the correct entry and the validity of the submission.
4. In order to be reimbursed for flying, driving, ferries and trains, you must submit all of your receipts. Receipts must be legible.
5. Any international travel outside of Canada is not eligible for reimbursement.
6. Food, lodging, room rental/meeting space and fuel will not be reimbursed in any situation.
7. Reimbursements for Diamond Club are limited to the travel reimbursements listed below.
8. Flights paid for by “Miles” or “Points” are not eligible for reimbursement.
9. In order for your reimbursements to get paid out on time, check for any notes that may have been left by the Diamond Club team on your submitted reimbursement requests in both the pending and approved request.

3. LRP Requirement for Travel Reimbursement

3.1. Flying

In order to be eligible for reimbursement to an out-of-area location, you must have a WA in the immediate out-of-area location that processes an LRP order of a minimum of 100PV or more within the month that you travel to this location. New Enrollees enrolled during the same month of travel do not meet this LRP requirement.

• You can be reimbursed up to $390.00 CAD per roundtrip based on your flight cost.
• Flights back to your home area are not eligible for an additional reimbursement.
• All flight receipts that show proof of purchase must be attached to the flight submission.
• Itineraries, boarding passes and screen shots (computer, phone, and tablet) are not eligible receipts and the flight will not be reimbursed if the appropriate receipt is not submitted. Parking fees and any airport incidentals are not reimbursable.

Driving trip after flight example: First, remember that the flight destination must have an event for this example to be eligible for reimbursement.

If you fly from Toronto, ON to Calgary, AB and hold an event in Calgary, AB, you could then drive to Edmonton, AB, (299 km away) to have an event and request reimbursement for the drive from Calgary, AB to Edmonton, AB. Remember that the rental car cost and the mileage will combine and you are allowed a maximum of $195.00 CAD for the total reimbursement. However, the same rules apply to multiple event driving trips as listed above. If the rental cost was $100 CAD, add the mileage of 299 km (299 km x $0.17 CAD = $50.83 CAD). You are eligible for $150.83 CAD for the second leg of your trip. You can also submit your roundtrip flight receipt from Toronto, ON to Calgary, AB for up to $390.00 CAD.

3.2. Driving

In order to be eligible for reimbursement to an out-of-area location, you must have a WA in the immediate out-of-area location that processes an LRP order of a minimum of 100PV or more within the month that you travel to this location. New Enrollees enrolled during the same month of travel do not meet this LRP requirement.

4. Flying

4.1. Basic Flight

Example 1: Purchase a flight for $185.00 CAD and you are eligible to be reimbursed for the entire $185.00 CAD.

Example 2: Purchase a flight for $500.00 CAD and you are eligible for the max reimbursement of $390.00 CAD.

 

4.2 Combined Flight

Example 1: Have three flights with events in each destination (simple connecting flights without an event do not count as a “Combined Flight”). Your total flight cost is $1,500 CAD. Submit this as three separate reimbursements ($1,500.00/3 = $500.00 CAD). You would be eligible for $390.00 CAD for the three separate trips as long as all trip requirements were met.

Example 2: You fly from Toronto, ON to Edmonton, AB (trip 1) where you have an event, then you fly from Edmonton, AB to Calgary, AB (trip 2) where you have another event. You purchase three separate tickets for timing reasons. Your flight from Calgary, AB to Toronto, ON is not eligible for reimbursement unless you follow this example. If ticket 1 and 2 cost less than the total eligible reimbursement amount of the two trips ($390.00 CAD x 2 = $780.00 CAD eligible), then you can add the total of the trip home to your total and submit as two trips. (Trip 1= $260.00 CAD; Trip 2= $210.00 CAD; Return Fight= $310.00 CAD.) Since Trip 1 and 2 are less than $780.00 CAD, you can add the return flight home to the total. Remember, you are only eligible for two trips in this situation ($260.00 + $210.00 = $470.00 + $310.00 = $780.00/2 = $390.00CAD). Submit two flights of $390.00 CAD to be eligible for the entire $780.00 CAD that you are eligible for.) Flights back to your home location are only eligible for reimbursement if you follow Example 2 of “Combined Flights.” Having an event once you get home would count as a “Local Trip” and “Local Trips” are not eligible for reimbursement.

5. Driving

You can be reimbursed up to $195.00 CAD per trip, paid at $0.17 CAD per kilometer you drive to and from a location. You must drive at least 80 kilometers (one way) from your home to qualify. Remember that all fuel receipts from each area you traveled to hold an event, must be saved in order to be eligible for reimbursement for mileage.

• Basic Trip Example: Drive from your home in Saskatoon, SK, to an event in Regina, SK, and back home (259 kilometers one way; 518 kilometers total). Then request a reimbursement for a 518 kilometer driving trip. Paid at $0.17 CAD per kilometer, you will receive $88.06 CAD (518 x $0.17 CAD = $88.06 CAD).
• Smaller Trip Combo Example: If you travel 64 kilometers from home to hold an event (not eligible for reimbursement alone) then travel another 64 kilometers from the first location and hold another event (128 kilometers total), you would be eligible for reimbursement of the first and second trip combined (256 kilometers round trip; 256 x $0.17 CAD = $43.52 CAD).
• Multi-Trip: Trip section 1—Saskatoon, SK to Prince Albert, SK; Trip section 2—Prince Albert, SK to Regina, SK; Trip section 3: Regina, SK to Medicine Hat, AB. Keep in mind you must drive a minimum of 80 kilometers between each location in order to count each leg as a separate trip. You would then submit 3 separate driving trips, along with 3 separate fuel receipts from each area, within the reimbursement section. Trip 1 is 141 kilometers one way (141 km X $0.17 CAD = $23.97 CAD); Trip 2 is 361 kilometers one way (361 km x $0.17 CAD = $61.37 CAD); Trip 3 is 467 kilometers one-way ( 467 km X $0.17 CAD = $79.39 CAD). You are allowed to be reimbursed $195.00 CAD per trip, meaning your reimbursement total in this example would be $164.73 CAD.

6. Rental Cars

You must receive pre-approval from your Diamond Club Project Manager prior to renting a car. Rental Car reimbursements are only eligible if the rental is used in the “Driving Trip after Flight” example below. All other rental car purchases will be covered by the Diamond Club member.

• Rental Car Reimbursement Requirements: A rental car is only eligible for reimbursement in a driving after flight trip. You must first fly into an area in which you have a qualified team member who places a 100pv LRP order and hold an event. You are then eligible to rent a car to drive at least 80 kilometers from where you flew in to where you have another qualified team member in the area and hold another event. Rental cars are not eligible for reimbursement if you fly into an area and rent a car to drive around in that area. An example of an eligible rental reimbursement is below.
• Qualified Rental: There are two steps you must complete to qualify for a rental car: Step 1: You must fly into an out-of- area location and hold a qualified Diamond Club event in the immediate area. You must also have a Wellness Advocate who resides in this immediate area who has processed a minimum single 100PV LRP order during the month you travel. An example would be if you fly into Calgary, AB, and hold an event. In Calgary, you must have a WA who resides in Calgary and has processed a single minimum 100PV LRP order during the month you traveled. Step 2: Rent a car and travel at least 80 kilometers from the location. There, you must hold another qualified Diamond Club event and have someone who resides in the immediate area of the event location and who has processed the single minimum 100PV LRP order for the month. Using the same example from step 1: Rent a car and travel to Edmonton, AB (299 kilometers) and hold a qualified Diamond Club event and also have a Wellness Advocate who resides immediately in Edmonton, AB and has processed a 100PV LRP order during the month you traveled there.
• ATTENTION! You will not be reimbursed for using a rental car from your home location to any destination for any trip. It must be used in the examples above to qualify for reimbursement.

7. Ferry Reimbursement

Ferry tickets will be reimbursed up to the max amount of $390.00 CAD and will be treated as a flight reimbursement.

• You can be reimbursed up to $390.00 CAD per roundtrip based on your ferry cost.
• Ferries back to your home area are not eligible for an additional $390.00 CAD reimbursement.
• All ferry receipts that show proof of purchase must be attached to the ferry submission.

8. Train Ticket Reimbursement

You can be reimbursed up to $ 195.00 CAD per trip, paid at $0.17 per kilometer you travel to and from a location. You must travel at least 80 kilometers (one way) from your home to qualify. Remember that all train receipts from each area you traveled to hold an event, must be saved in order to be eligible for reimbursement.

9. Reimbursement Requests

• Reimbursements will be paid each month with your monthly primary bonus commissions. It is paid out as one check or direct deposit and not separately.
• Completely fill out the reimbursement form by midnight MST, on the 2nd of each month.
• A max of 6 out of area trips can be submitted each month.
• If you opt out of Diamond Club or do not meet the requirements to continue with the program you will be reimbursed for the months you participated in. However, dōTERRA will not continue to reimburse your travel for the following months and you will not be able to offer the Diamond Club enrollment promotions.