european field staff handbook - atlas.backroads.com

©2021 Backroads 1 Proprietary & Confidential Euro Field Staff Handbook Rev. 3/2021

EUROPEAN FIELD STAFF HANDBOOK

1. Certifications and Documents ................................................. 1-1

2. Pay, Allowance and Reimbursements .................................... 2-1

3. Benefits ................................................................................... 3-1

©2021 Backroads 1-1 Proprietary & Confidential Euro Field Staff Handbook Rev. 3/2021

1.0 Certifications and Documents


Table of Contents

1.0 Certifications and Documents ........................................................................................................ 1

1.1 Chart of Certifications (Cost and Time Paid) ......................................................................... 3

1.2 Required Certificates and Documents ................................................................................... 4

1.2.1 Certifications and Documented Needed Before Going into the Field ................................... 4

1.3 Additional Documents Required to Work outside Europe ...................................................... 4

1.4 Renewing Certifications......................................................................................................... 4

1.4.1 Re-certification for First Aid/CPR ......................................................................................... 4

1.4.2 License Renewal Fees ........................................................................................................ 4

1.5 International Documents ....................................................................................................... 5

1.5.1 Additional Regional Certifications ........................................................................................ 5

New Zealand Commercial Driver’s License with Passenger Endorsement ................................ 5

Additional Certification for Croatia Leaders: Croatian Work Permit ........................................... 7

1.6 Visa and Immunization Certification Time ............................................................................. 8


1.1 Chart of Certifications (Cost and Time Paid)

CERTIFICATION

BR PAYS CERTIFICATION COST

PAY LEADER

TIME? Time (Hours) NATIONALITY

New Zealand P- endorsement $500 USD or more YES 16 ALL Work Visa Variable YES 3 ALL Class 4 license - CDN $170 CAD for med exam YES 8 CDN

Driver Compliance Training Pre-paid by Backroads YES 2.5 CDN

Keep Truckin’ Pre-paid by Backroads YES 1 CDN Canadian Food Handler Course N/A YES 6 CDN IGA Certificate $83 CAD membership YES 32 CDN IGA Professional Certification $756 CAD course fee +

$210 exam fees YES 48 CDN

Commercial Driver’s License Class B- US

$11 USD and cost of rental vehicle

YES 8 US

Hawaii Volcanoes NP N/A YES 6 US Joshua Tree/Palm Springs Guide Card $10 YES 6 US

French Visa Paid by Backroads YES 2 US/CDN Covid 19 Test Up to $250 USD YES 2 ALL

CERTIFICATION

BR PAYS CERTIFICATION COST

PAY LEADER

TIME?

Time Not Paid NATIONALITY

Immunizations $300 USD NO ALL CPR/First Aid up to $150 USD/$160

CAD / 130€ NO ALL

ETOA $38 NO North Americans working in Europe, and Europeans working in

Iceland Passport Renewal N/A NO ALL Driver’s license renewal N/A NO ALL International Driver's Permit $25-$30 USD NO ALL Canadian Driving Record $40-45 CAD NO CDN US Driving Record $15 NO US DMV Med Exam/Certificate Up to $110 USD

NO US

Food Handlers Permit $25 NO US


Leave No Trace N/A NO US

1.2 Required Certificates and Documents 1.2.1 Certifications and Documented Needed Before Going into the Field All leaders must possess the following certifications and documents. Copies of these certifications and documents should be sent to [email protected]:

• Valid Driver’s Permit B • Valid First Aid/CPR card – you must take both First Aid AND CPR. BLS (Basic Life

Support) only counts toward your CPR Certification, not First Aid. • Passport

1.3 Additional Documents Required to Work outside Europe • Passport. For leaders scheduled to lead outside their home country. • Work Visa. For leaders scheduled to lead in Croatia, Bhutan, China, New Zealand,

Thailand, Myanmar and Vietnam. For South Africa check in with Christian regarding Work Visa needs. Look on MainStreet under Field Staff > Leading > Certifications and check your Leaders’ Notes as well.

• New Zealand Commercial Driver’s License with Passenger Endorsement. for all leaders leading trips in New Zealand.

1.4 Renewing Certifications 1.4.1 Re-certification for First Aid/CPR For European nationals, CPR/First Aid Certification lasts two years. You have the option to either renew as your cards expire or renew on a more frequent basis if you feel you need and would benefit from a refresher course. If you attend a Standard First Aid/CPR course (outside the Backroads-sponsored class) Backroads will reimburse you up to €130EUR for the course. Please note BLS (Basic Life Support) classes only fulfill the CPR requirement and you must still take a First Aid course.

You should pay for the class on your own and submit your receipt to Christine Bonnet for reimbursement via wire. Please submit a copy of your new cards and receipts to the Pernes office for reimbursement and for our records. You will not be reimbursed until you send a copy to your hub (Pernes) and to [email protected]. Backroads does not pay leaders for their attendance time at the re-certification classes.

1.4.2 License Renewal Fees European Nationals are required to get a mandatory physical at the beginning of the season, every 3 years. Leaders do this in Carpentras. The cost is about €87 per visit paid by 801 France. You do not need a special commercial driver’s license, just your normal license.


1.5 International Documents If you are traveling across international borders to work for Backroads, your paperwork must be in order. This includes a passport, visa, and/or European Tour Manager’s Guide.

Passport. Check that your passport is current. If it’s within one (1) year of expiration, it’s a good idea to renew before you depart. It often takes up to six (6) weeks to process, so plan ahead. Backroads does not pay for expediting fees for renewing passports nor does Backroads pay to have more pages added to your passport book, unless you lead BVII and require additional passport pages. NOTE: You MUST note this designation in BETSY or on your reimbursement form. Have your passport renewed at least 12 months prior to it expiring to allow for 6-month validity that most countries require on entry.

Make several copies of your passport. Send one copy [email protected] and give one copy to someone at home as backup. In addition, please make sure that your passport information is current in the ATLAS Leader Travel Profile.

Visa. Visa requirements are specific to each region. You should check the Leaders Notes and regional Welcome Doc for visa information and confirm all arrangements with your RM. Lauren Cook will assist you in obtaining your work visa if you are scheduled to lead in Asia, particularly Bhutan or Vietnam. Lauren Cook will be your point of contact if scheduled in South Africa. For New Zealand (NZ), expect to receive information on how to obtain your NZ work visa from the New Zealand RM and/or Paul Smith, the NZ RE, shortly after receiving your schedule. Please note that getting your NZ work visa no longer requires you to send in your passport. We apply online. You will also need to obtain official driving records. Backroads covers the cost of your Visa when it’s required.

European Tour Manager’s Guide Certificate and I.D. Card. American and Canadian leaders working in Europe as well as Europeans who are scheduled to work in Iceland are required to carry a European Tour Manager’s Guide I.D, Card, which is issued by the European Tour Operators Association (ETOA) and legitimizes the status of tour managers working in Europe.

1.5.1 Additional Regional Certifications

New Zealand Work Visa, Driver’s License, & Passenger Endorsement If you are scheduled to work in New Zealand (NZ), you will need to obtain the following: 1) A NZ Work Visa (Special Event) 2) A NZ Class 1 Drivers Full License (DL1) 3) An Exemption to the 2 year driving rule (DL4) 4) A Passenger Endorsement Certification (DL20) (equivalent to CDL certification)

The process is a bit complicated and time consuming. It involves the coordination of significant paperwork before you leave for NZ. It also involves applying for the license on your arrival day in NZ. Please expect to spend 8-10 weeks in NZ prior to any Backroads trip leading work to complete this entire process. Promptness is imperative, so come ready to apply immediately!!


“TO DO” - Before you leave for NZ: When you are scheduled to work in NZ you will receive communication from the NZ Regional Manager (RM) and/or Paul Smith the NZ Regional Expert (RE) detailing the following steps: NOTE: THE EMAIL WILL CONTAIN THE MOST CURRENT INFO!

1- Apply for a NZ Work Visa (See below) 2– Apply for your National Police background check (See below) 3– Have your current National/Provincial driver license with you – you’ll need it in NZ. 4- Obtain your official National driving record for the license you currently have - IT MUST SHOW YOU'VE BEEN DRIVING FOR AT LEAST 2 YEARS WITH THIS LICENSE. (See below) 5- Make 2 color copies of all materials, as well as your valid passport (check expiration date)

NOTE: You must arrive in NZ fully prepared with all the necessary paperwork. If you don’t, you will experience problems entering NZ, obtaining your license/P endo, and you may not be able to drive with guests in NZ, thus potentially losing your NZ schedule. If you are confused about anything please contact Paul Smith (NZ RE)! If you are working away from where you live and will not be returning to your home country or you won’t be spending much time at home, especially if home is the U.S., then obtaining all the necessary paperwork might be challenging and may require extra effort on your part. PLEASE LET RM/RE KNOW IF YOU CANNOT GET ALL THIS DONE! NZ Special Event Work Visa: You will need to apply for and obtain a NZ Work Visa in order to work in NZ and for the final P endo to be issued. We apply for a Special Purpose/Event Work Visa online before you get to NZ. It takes 2-4 weeks to receive your online visa so you'll apply for this right away. NOTE: Most leaders will arrive early in the winter season and enter on a Work Visa (around Oct 1) and get all the application process out of the way before the NZ season begins. That way you'll be ready to work in NZ for the December peak season!! Some leaders may arrive in NZ on a normal Visitor Visa, apply for the NZ license, Exemption, and P endo without having a Work Visa. The P endo will not be issued until you get your Work Visa...this could even occur in the next NZ season.

National Police background check: When applying for a Passenger Endorsement in NZ you need a National Police criminal background check performed before the P endo will be issued. More email communication will be sent from the NZ RM/RE detailing the necessary steps to apply for this background check. You will be asked to submit this application as soon as you receive your NZ schedule. It used to take months for this process to be completed, but now most Euro countries allow for online Police Background checks to be done immediately.

“TO DO” Once In NZ: there is a specific order required to obtain your NZ license and Passenger endorsement once you arrive in NZ, as follows (NOTE: THEY ALL HAVE TO BE APPLIED FOR IN PERSON, IN NZ, AND IN ORDER):

On Arrival day (or first business day): 1- Apply for a Full Class 1 NZ driver license Go to QWT or Taupo AA office and fill out application (DL-1) You’ll need your home license and driving record. They will issue your temporary license with a license number. It will take up to 2 weeks to process your NZ license


2- Apply for the Exemption to the 2-year rule – use your temp license number for this application. Get Exemption form at AA office (DL-4). Fast Post it same day or next day w/return envelope. This can take up to 2 weeks to process. 3- Get a drivers license medical exam at Wanaka or Taupo Medical Centre (they have the forms) 4- Apply for a Passenger Endorsement after your Exemption is returned. Go to AA office to apply (DL-20). This can take 4-6 weeks to process due to NZ Police vetting.

NOTE: Most of the above process will happen in the first two weeks but it will take about 8-10 weeks total time to actually finish the process and have License and P endo in hand.

What Backroads covers: The cost of Work Visa Application, the cost of the licensing/P endorsement, which includes the medical exam. The total cost is approximately $350 EUR. Backroads will also pay leaders for up to 16 hours of leader labor time, which includes the time required to obtain the necessary paperwork prior to leaving as well as the actual license exam time. You can submit these hours under “Regional Certification.”

NOTE: Most leaders are able to complete everything within this allotted time. However, on occasion, additional time is needed to complete the process. Backroads will review each case individually and pay for extra time if warranted.

Leaders Who Already Have Their NZ License The NZ Driver License lasts for 10 years and Passenger Endorsement can last for one to five years. Please select the “5 Year” option for P endo. Maintaining Passenger Endorsement for five years makes things much simpler when/if you return to NZ. You will receive current information from the New Zealand RE guiding you through the renewal process, which is less involved than obtaining the license for the first time. However, if you are renewing and have not physically been in New Zealand within the last 12 months, you must obtain a National Police criminal background check. This is also the case for leaders who have previously submitted their NP background check but have not been in the country for the last 12 months. As with the initial application process, obtaining the NP background check and starting the process early is incredibly important.

IMPORTANT NOTE: Once you have a NZ license and Passenger Endorsement, take great care of them and never discard them. Even expired licenses and Passenger Endorsements can help significantly when it is time to renew.

Additional Certification for Croatia Leaders: Croatian Work Permit Although Croatia is a member of the EU, they are not yet a member of the EEE (European Economic Territory). This means that Backroads Leaders are required to have either a work permit or simply be “registered” when leading trips in Croatia. The types of permits/registrations and documents necessary to receive them vary from year to year.


NOTE: Look for an email from the RE or OpX for further information and refer to the Croatia Welcome Doc on MainStreet – Work Permit section.

1.6 Visa and Immunization Certification Time Backroads will pay leaders for the time they spend obtaining work visas, average 2-3 hours. This expense should be submitted in ATLAS Payroll under “Regional Certification.” Backroads will also pay the cost of work visas and for immunizations that are that are approved under our reimbursement for immunization policy up to $300US max. Backroads does not reimburse for mileage or gas to/from the consulates or clinics for visas or immunizations; BR also does not pay for time to get immunizations. NOTE: Refer to “Chapter 2.0, Pay, Allowances and Reimbursements for the policy on reimbursement for immunizations.”

©2021 Backroads 2-1 Proprietary & Confidential Euro Field Staff Handbook

Rev. 3/2021

2.0 Pay, Allowances, and Reimbursements


Rev. 3/2021

Table of Contents

2.0 Pay, Allowances, and Reimbursements ......................................................................................... 1

2.1 Submitting Payroll ...................................................................................................................... 4

2.1.1 Payroll Staff ......................................................................................................................... 4

2.1.2 Payroll Timing ...................................................................................................................... 4

2.1.3 Submitting Work In ATLAS .................................................................................................. 4

2.2 Pay Rates and Activity Codes .................................................................................................... 4

2.2.1 2019 Pay Charts .................................................................................................................. 4

2.2.2 Pay Change Reminders....................................................................................................... 4

2.2.3 Activity Codes ...................................................................................................................... 5

2.2.4 Commonly Misunderstood Activity Codes ............................................................................ 5

2.2.5 Things You Should Not Submit For ..................................................................................... 6

Time spent booking flights and researching airline tickets ......................................................... 7

Time Spent Renewing Standard Certifications: Driver’s License, First Aid/CPR........................ 7

2.2.6 Pay Questions ..................................................................................................................... 7

2.3 Special Circumstances Pay........................................................................................................ 7

2.3.1 Training Pay ........................................................................................................................ 7

2.3.2 Leader on Call/Lost Work Compensation for Cancelled Trips, Drives, and Daily

Support Leader ............................................................................................................................ 7

Lost work NOT Eligible for Lost Work Compensation includes: ................................................. 8

2.3.3 Solo Led Trips and Compensation ....................................................................................... 8

2.3.4 Trip Interruption ................................................................................................................... 8

2.3.5 Leader on Call ..................................................................................................................... 9

2.3.6 Social Media Takeover ........................................................................................................ 9

2.3.7 Field Staff Referral Bonus .................................................................................................... 9

2.4 Tips (Gratuities) ....................................................................................................................... 10

2.4.1 Tip Submission Policy ....................................................................................................... 10

2.4.2 Tipping Rules for European Nationals ............................................................................... 10

2.4.3 Tipping Verbiage in Travel Planner .................................................................................... 10

2.4.4 Tip Check Made Out to Backroads Instead of Leader/s ..................................................... 10

2.4.5 Tips Paid on Credit Cards .................................................................................................. 10

2.4.6 Tips Paid Via PayPal ......................................................................................................... 10

2.4.7 Current Tip Recommendations .......................................................................................... 11

Tip Splits ................................................................................................................................. 11

2.4.8 Tips for Support Leaders ................................................................................................... 11

2.5 Housing and Food Allowances ................................................................................................. 12


Rev. 3/2021

2.5.1 Food Allowance Eligibility .................................................................................................. 12

2.5.2 Lunch and Dinner OYO (on Your Own) Allowance ............................................................ 12

2.6 Reimbursement Categories and Policies.................................................................................. 13

2.6.1 Covered Non-Trip Expenses ............................................................................................. 13

2.6.2 Reimbursement for Renewing CPR/First Aid Certification ................................................. 14

2.6.3 Reimbursement for Immunizations .................................................................................... 14

2.6.4 Reimbursement for Work Visas ......................................................................................... 15

2.6.5 Reimbursement for Personal Cell Phone Use (Leaders, Camp Crew, ............................... 15

2.6.6 Mileage Reimbursement When Using Own Car for Work .................................................. 16

2.6.7 Reimbursement for Driving Own Car to Trip Start Instead of Flying ................................... 16

2.6.8 Payment for Photography and Marketing Materials ........................................................... 17

2.6.9 Theft Reimbursement ........................................................................................................ 17

2.6.10 Partial Ticket Reimbursement on Personal Travel ........................................................... 18

2.6.11 Travel Benefit for TEs, REs and OpXs ............................................................................. 18

2.6.12 Expenses Not Reimbursed .............................................................................................. 18

2.6.13 Submitting for Reimbursements (European Nationals) .................................................... 18

2.7 Taxes ....................................................................................................................................... 19


Rev. 3/2021

2.1 Submitting Payroll

2.1.1 Payroll Staff

Backroads staff associated with payroll include:

• Michaela Kuhn, Leader Development and Payroll Specialist. Michaela validates and

approves all submissions in ATLAS Payroll before they are processed. Makes ATLAS

adjustments or corrections for field staff, and answers questions (e.g., ATLAS, Field

Staff pay, allowances, reimbursements, pay policies.) Also approves reimbursements.

• Isabelle Opper, European HR Manager in Pernes.

• Christine Bonnet, European HR Coordinator in Pernes. Christine processes work contracts

and Euro payroll, makes the reimbursement of certifications, can answer questions related to

being employed by a French company and is the point person for all benefits.

2.1.2 Payroll Timing

European Nationals are paid once a month at the end of the month for all the work listed in

ATLAS that month + all HOURLY work that occurred between the 20th of the previous month

and the 19th of the current month. Payment will be wired directly to your account at the end of

the month (between the 28th of the month and the 5th of the following month). For example, all

work done in June is paid out at the end of June, etc.

2.1.3 Submitting Work In ATLAS

European Nationals: Christine and Lisa use a report based on the data you put in ATLAS payroll

to figure out your monthly pay, therefore you need to submit all your daily and hourly work into

ATLAS Payroll. Please try to submit your work by the 19th of each month, since they print the

report from ATLAS on the 20th of each month.

2.2 Pay Rates and Activity Codes

2.2.1 2020 Pay Charts

The Pay Charts listing the different rate types and activities associated with them can be found

on MainStreet. For European Leaders see Field Staff > Post Trip > European Leaders Pay Info. >

Pay Chart European Ldrs.

2.2.2 Pay Change Reminders

Daily Premium Pay. You will be paid a 40% premium of your daily rate for days when work is

performed beyond a 13-hour window. This will be days when you attend dinners on trip (e.g., if

you make €100EUR for your regular daily rate on longer days called “dinner days” you would be

paid €140EUR.)

Two Different “Days” Pre-loaded in Atlas. You’ll see different entries for a “Regular” work

day (not attending guest dinner) and a “Dinner Day” (attending guest dinner). Backroads

believes these descriptions better reflect the length of day we’d like to see you working based on

the changes described in the “More Sustainable Job” section that follows.

Higher Rates for Field Staff. REs, TEs, OpXs staff will receive hourly rate increases. These

will be communicated toward the end of March and effective April 1.


Rev. 3/2021

Travel Days. You will get between a half-day and two full days of travel pay depending on

where you are flying from and to. The day / rates are as follows:

• Travel within same country or close by regions = .50 day

• Travel Intra-Europe but not same country, or cross-country North America = 1 day

• Travel from North America to Europe or vice versa = 1.5 days

• Extended International Travel = 2 days (example USA to Asia)

2.2.3 Activity Codes

The Activity Codes Key can be found in two different places:

• In ATLAS under “HELP” on the bottom of the screen. At the bottom of the “Table of

Contents,” you will see Activity Codes Key. Just click on link and it will take you to the all

the codes and their descriptions, as well as the rate type associated with the codes for US,

Canadian and European Leaders

• In MainStreet under Field Staff < Post Trip <Activity Codes for ATLAS. Click here:

\\MainStreet\Content\Leader Development\ActivityCodesKey.htm.

If you want to print the Activity Code Key list, change the Page Set Up to print in “Landscape

View” so it appears on the page correctly. If you are ever confused about which code to use,

contact the Leader Pay Coordinator for guidance. If you cannot reach this person in time to get

your question answered before submitting your payroll, then just pick the code that’s your best

guess in ATLAS. Put a note in the “Notes” field of the Activity Code explaining what work you

did and confirm that you picked the proper code.

2.2.4 New Activity Codes & Commonly Misunderstood Activity Codes

New Activity Codes for 2020:

• Quality Torch – TE & Quality Torch – OpX. If you are filling in as a Quality Torch for a

TE or OpX in a region where the TE or OpX is away for an extended period, you should

submit your hours under one of these new codes. They will link with the Hourly 2 rate, and if

you don’t already have one it will link with the starting Hourly 2 rate - $13€. This must be

approved by a RM/RC.

Commonly Misunderstood Codes:

(For more details see Clarifying Tricky Activity Codes on MainStreet under Field Staff > Post

Trip > ATLAS Activity Codes HELP)

• Meeting with Mentor/RM. For the time new Field Staff spend having a pre or post training meeting with their mentors as also for the end of season evaluation and wrap up that all Field

Staff have with their RM or Mentor in the fall/winter. Backroads has allotted 60 minutes for all new Field Staff and 30 minutes for returning Field Staff. (Do not use this code for trip

related meetings for a trip that you are the TE for!)

• Meetings/Workshops. Use this code for:

o Village Meeting, unless you facilitated the meeting, and then you should submit

under “Workshop Facilitation”.


Rev. 3/2021

o Prep Day Meeting - if you did not work your trip’s Prep day but have a one hour

meeting on Prep day to catch up/plan with team.

o Other group meetings, staff meetings, etc

• Workshop Facilitation. Use this code if you are facilitating a Village Meeting, or helping teach a returning leader training session like Euro Drive School, 2nd Year Training, Returning

Leader Training, TE/RE Training, among other training sessions

• Operations Hourly (Field or Hub). Use this code to submit for any hourly van or equipment

related work such as van maintenance, taking van in for 30-day inspection, equipment

cleaning/repair, overhauls, setting up/closing down storage units, or work in the SLC, Canmore or Pernes warehouse. You should also use this code to submit for any work you do

to help set up or break down a leader house if you are not an OpX.

• Shuttle leaders to/from airport/train. Use this code if you ever pick up (or drop off) a

leader from the airport or train station, etc,

• Leader Labor. Use this code to submit for miscellaneous hourly work that is not directly

related to a trip or to equipment or vehicles – for example making copies, cleaning the leader

house, or doing miscellaneous errands.

• Acting TE Hourly. Only use it if you are not a TE but are doing TE type work in a region

that does not have a TE, or when the TE is not present. (Do not use this code for TE hourly

work!)

• Regional Certification. This category includes the following:

- NZ driver licensing (up to 16 hrs)

- Croatia Work Permit

- French long stay Visa (for US and UK nationals)

- Cuba Esta

- Ecuador Visa

- Work Visa

- California Commercial Driver's License. (up to 12 hrs for initial license)

- Hawaii Volcanoes NP certification (up to 5 hrs)

- Cdn Interpretive Guides Association

- Cdn Field Staff Food Handler's course

- Cdn Class 4 Driver License

- Canadian On-Line Drive Rules Training (Driver Compliance & Keep Truckin)

2.2.5 Things You Should Not Submit For

Extra hours on Travel days

We do not pay for every actual hour of your travel time including layovers, delays, deviations,

etc, – we pay 1 day max per 24 hour day. The way we pay Field Staff for travel has nothing to

do with what they are physically doing while moving from point A to point B, or the actual travel

time. Our obligation and our commitment to Field Staff is to pay them for the time that they

would have been working in a “normal” day if they weren’t traveling, not the actual time spent in

transit. Based on average trip leading and supporting hours, this is set at a maximum of 1 day per

24 hour day and is not flexible for each time you are scheduled to travel.

Time spent researching and booking travel

Reserving tickets is the responsibility of the field staff and can be done quickly by booking

through Concur online. Resources are available on MainStreet and include budget information


Rev. 3/2021

and travel tips (MainStreet>Field Staff>Leading>Plan Travel) as well as each region’s Welcome

Document. If travel is taking too much of your time, you can always reach out to

[email protected] and ask to have your ticket booked for you. If you do have

scheduling book your ticket, it will be booked based on exact scheduled travel in ATLAS

without the opportunity for deviations.

Time spent on BETSy & ATLAS entry outside of Trip End Wrap Up

BETSy and ATLAS entry hours are expected to be made and hours submitted as part of the trip

end wrap up, so please do not submit hours outside of this time. TPSs, however, can submit up to

1 hour for BETSy and ATLAS entry.

Time Spent Renewing Standard Certifications: Driver’s License, First Aid/CPR

Time spent renewing standard certification is not reimbursable. Like most other travel

companies and professions where these certifications are required, the employer pays for the cost

of the actual certification but not the time spent in attaining these certifications or traveling to the

place of certification.

You may, however, submit your hours spent obtaining Regional Certifications (e.g., work visa,

New Zealand driver’s license, Croatia work visa) since these are requirements that are tied to a

specific schedule. NOTE: See Regional Certification policy in “Chapter 1.

Certifications and Documents” for details.)

2.2.6 Pay Questions

If you have any questions dealing with submitting work in ATLAS, contact the Field Staff

Payroll Team. NOTE: Check the ATLAS Payroll Manual first, as your question may be

answered there. To check ATLAS, click on HELP at the bottom of the ATLAS screen. Contact

the Pay Coordinator if you think you have submitted something incorrectly in ATLAS or need to

change something you’ve already submitted. If you have a question about something that is

showing up or not showing up on your contract or pay slip, contact Christine Bonnet or Lisa

Cervini in the Pernes office.

2.3 Special Circumstances Pay

2.3.1 Training Pay

If you lead a trip that is scheduled with a “Trainee,” which is a new Leader leading his or her

first trip, you are considered a Training Leader and will receive additional pay for this training.

You will be paid your Daily 2 rate, which is your Daily 1 trip + 28€.

2.3.2 Leader on Call/Lost Work Compensation for Cancelled Trips, Drives, and

Daily Support Leader

Leaders that lose a published trip, unit drive, or full day(s) of support within 30 days of the work

date will receive compensation for the full trip or activity unless Backroads offers them other

work of any kind (e.g. trip-leading, work in the office/warehouse, etc.) for an equivalent time

period. Lost Trip pay will be Regular day pay for all days, no Premium pay for Dinner days.

mailto:[email protected]


Rev. 3/2021

NOTE: The replacement work does not have to line up exactly with the initially scheduled dates.

If the rescheduled work pays less than the scheduled trip or activity that was cancelled, we will

pay at the higher rate. The Payroll Validator will put Lost Work Compensation directly into your

Payroll to cover lost trip or related work.

Iceland Note: If you were scheduled to work in Iceland and your work is lost in accordance

with the policy above, your rescheduled work is compensated at the higher Icelandic rates only if

you are physically located in Iceland. Icelandic wages are jurisdictional meaning they are

intended to address the higher cost of living there. If not in Iceland, you’d be compensated at

your other, normal, trip leading rate (If the rescheduled work pays less than the scheduled trip, as

our policy mentions).

Lost work NOT Eligible for Lost Work Compensation includes:

• Hourly work (including loads, unloads, EOSM, etc)

• Prep days, travel days, and FAMs/shadows Schedule changes due to performance.

• Cancellations due to terrorism/civil unrest, acts of war, natural catastrophe (e.g., flood,

typhoon, hurricane, wildfire, smoke/air quality, earthquake, etc.), or other events beyond

Backroads control.

2.3.3 Solo Led Trips and Compensation

There are two instances in which Backroads would schedule a trip with a solo leader. Some trips

are scheduled with a solo leader by design, such as certain trips that are accompanied by a local

guide. Other trips are scheduled with a solo leader by enrollment, as determined by the RM and

Scheduling. These trips typically are LAAPA trips with a strong local guide presence or are trips

with a very small number of guests and are not logistically challenging. Scheduling works

closely with RMs to ensure that solo led trips are scheduled appropriately.

There is no additional compensation for a solo Leader except for a full prep day for walking

trips; the solo Leader also receives all the tips. Trips that are consistently scheduled to run with a

solo Leader have an infrastructure that can support this and are usually very well supported with

local guides and in some cases local drivers as well. Trips with low enrollment are generally

easily managed by a solo Leader. If you are scheduled as a solo Leader on a trip, and there are

extenuating situations that come up during the trip that severely increase your workload and

make you feel overloaded and unsupported, please bring this to the attention of the Manager of

Leader Development immediately after the trip. Backroads will look at your individual situation

to see if additional compensation is warranted in this case.

2.3.4 Trip Interruption

If a Leader must return early from a trip or a sequence of trips, it is at the expense of the Leader

unless it is a qualified emergency (e.g., death in the family, etc. See the Scheduling Chapter of

the Policies & Procedures Manual for details).

Backroads only pays for transportation if a Leader is sick or injured or if the return is at the

request of Backroads.


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2.3.5 Leader on Call

If you are scheduled for Leader on Call you will see that each scheduled day of LOC is pre-populated

in ATLAS Payroll with 4 hours of work. If you end up working more than 4 hours, you can simply

increase the hours for that activity and add a note to explain why. If you get scheduled for other work

(like a support lead), the LOC will be removed from your schedule and you’ll be scheduled for the

support instead.

2.3.6 Social Media Takeover

Backroads Marketing offers qualified leaders the opportunity to participate in Instagram

“Takeovers,” where a leader is tasked with directly uploading content to the Backroads

Instagram for the duration of a trip. Leaders are compensated for their participation in this

program.

Marketing will advise the Payroll Validator which leaders are involved with these special

assignments and compensation for this work will be added to payroll directly in the pay period

immediately following the completion of the takeover. This pay will show up as “Social

Media Takeover” for the flat rate determined by the length of the takeover.

2.3.7 Field Staff Referral Bonus

Every year over 50% of the field staff we hire are candidates referred by Backroads employees.

To entice you, we reward every successful referral with a $300USD bonus. There is no limit to

how much you can earn by bringing successful new recruits our way, so spread the word, and

write a referral!

NOTE: New employees must graduate from Training and work at least one trip as a Leader or a

support leader or at least one month as a Trip Support Specialist for the referral to be considered

successful and paid. If a successful referral is terminated or resigns before August 1, the referral

is no longer valid. If there is a tie between contest winners, the prize money will be split among

the winners. Hiring Team members are ineligible for prize money but are eligible to receive $300

per successful referral.

How to Refer Someone

To refer someone, you must do the following:

1. Have your candidate fill out the Trip Leader application online at

www.backroads.com/leaders. You can’t submit an internal referral until the candidate

has submitted the application.

2. Visit this site to get the quick form to fill out: https://leaders.backroads.com/refer. You

can’t submit an internal referral until the candidate has submitted the application, and

you will need the email address they used to apply.

You may refer a significant other, friend, past co-worker, even someone you’ve met just once or

twice that impressed you. Please refer anyone you feel would be a good match for the Backroads

Leader position.

Provided your referral met the criteria above and is still active at the time Backroads is paying out

the bonus, you will receive the $300US referral bonus on your August 22nd payroll.

http://www.backroads.com/leaders



http://travel.backroads.com/z0M30Zx000mWjBhiCNe0J00




Rev. 3/2021

NOTE: Backroads offers the referral bonus to past employees who are not currently working for

Backroads, provided the individual left in good standing.

2.4 Tips (Gratuities)

2.4.1 Tip Submission Policy

You must submit your tips always. However, the rules are a bit different depending on

whether you are Canadian, American, or European. NOTE: Guests are recommended to

tip via check only on US trips.

2.4.2 Tipping Rules for European Nationals

If you are a resident of Europe and are paid through 801 France in Euros, you do not need to

record your tips in ATLAS Payroll. However, you are required to report tips on your tax return

declaration.

2.4.3 Tipping Verbiage in Travel Planner

NOTE: New tipping verbiage for guests is in the Backroads Travel Planners and on MainStreet

under Field Staff > Post Trip> Gratuity Information.

https://mainstreet.backroads.com/Content/Leader%20Development/ld_Tipping_Updates.pdf

2.4.4 Tip Check Made Out to Backroads Instead of Leader/s

Unfortunately, there are occasions when a guest makes out a tip check to “Backroads” instead of

to the Leader(s) name(s). If this happens, mail your check tip to the Backroads Berkeley office /

Attention: Field Staff Payroll, and include a note advising what trip it was for and which

Leaders it should be split between. Backroads will forward to the Finance Dept. to deposit and

will advise Christine and Lisa in Pernes to pay the tip out to the leaders on their next payroll.

Field Staff Payroll will also contact the leaders to let them know how much each leader will be

receiving and on which payroll it will be paid out.

2.4.5 Tips Paid on Credit Cards

Occasionally guests will ask to pay Leaders’ gratuity in advance on their credit card. This mostly

happens when it is a group trip and the group organizer is paying the gratuity for the entire group.

When this happens, the Payroll Validator will email you to let you know about this gratuity, what

it converts to in EUR, and when you can expect to see this added to your payroll.

2.4.6 Tips Paid Via PayPal

Tips can now be paid via PayPal. This means that Leaders should set up a PayPal Account using their Backroads email. Or, Leaders can add their Backroads email to an existing PayPal account. The transaction needs to be a “Friends and Family” transfer from a guest’s bank

account or the Leader will be charged a fee.




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NOTE: For Euro Leaders using Pay Pal, the transaction needs to be a “Friends and Family”

transfer from a guest’s bank account or the leader will be charged a fee. Guests are recommended

to tip via check only on U.S. trips.

2.4.7 Current Tip Recommendations

Tipping recommendations are now based on trip length and price and NOT on accommodation

type per previous years.

Total weighted averages by Trip Type; per leader earning is based on average guest count per

trip type. See the Trip Type Table below for specific tip recommendation and per leader

earnings.

Tip Splits

For details on tip splits (Leaders/Support/Camp Crew), refer to MainStreet: Field Staff > Post

Trip > Gratuity Information:

2.4.8 Tips for Support Leaders

See MainStreet Gratuity documents for exact details by trip, but here are the general

guidelines on most trips:

• Tip Splits. Refer to Support Leader Quick Guide.

• Support Leader #1. 3% a day up to 15% Total.

• Support Leader #2. 5% Total, only if guest facing.

• Trailer Tow and Luggage Transfer. No tip.


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NOTE: If you are supporting an entire trip in full, regardless of the length of trip, you will

receive a 15 percent tip. If you are only supporting for specific set of days, you will receive 3

percent per day.

2.5 Housing and Food Allowances

Backroads will pay for all housing in-region both short- and long-term and has discontinued

between-work and pre- and post-allowances. Backroads only pays for housing in-region. There is

no option to “trade out” expenses for other personal travel costs. Food allowance will be granted

if kitchen facilities are not available in region. See “Chapter 3.0 Leader Accommodations” in the

Backroads’ “Policy and Procedure Manual” for details. All allowances are listed in the local

currencies of each country on the Allowances Chart on MainStreet under Field Staff> Post Trip

> Allowances Chart.

Go to https://mainstreet.backroads.com/tcm/tcm_Allowances_All.asp to review the chart.

2.5.1 Food Allowance Eligibility

You are eligible for a food allowance up to the amount listed on the Allowances Chart during the

following types of work days (full and half days):

• Drive Days

• Travel Days

• Pre-search

• FAM days

• GRAF days

• Research

• Shadow days

• Support Leader days (Follow OYO Allowances during trips)

• Quality Search

The leader Prep day food allowance was eliminated in 2019 in all but the following scenarios

where a leader may still submit for the allowance:

• Leaders who are leading (not supporting) back to back trips with a prep day in-between

• Leaders working in decentralized regions out of hotel rooms that do not have a kitchen

2.5.2 Lunch and Dinner OYO (on Your Own) Allowance

On Inn Trips when guests are on their own for lunch and/or dinner, you are allotted a food

allowance to apply towards the meals. The amount is determined by region and according to the

cost of living in each region. Refer to the Allowances Chart on MainStreet for the allowance

amounts for each region. All allowances are listed in the local currencies for each country on the

Allowances Chart on MainStreet, under Field Staff> Post Trip > Allowances Chart.

Maximum. The amount listed on the Allowance Chart is the maximum limit and Backroads

requires that everyone holds to the limits. If you exceed the limit while at a restaurant after

ordering, the balance above the allowance is your responsibility. BETSy will trigger a required

https://mainstreet.backroads.com/tcm/tcm_Allowances_All.asp




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note if you go over the amount and communicate directly to you and to your mentor or manager

in the event of an overage.

Two Leaders. Of course, in the case of two Leaders, (e.g., €40EUR) you may submit for

€22.16EUR since that still meets the individual limits of €20EUR per Leader in the above

example. However, BETSy was designed so that the budgets do not automatically fluctuate

based on the number of Leaders/night. In the above submission case, it will trigger an “overage”

with the €22.16EUR entry and will prompt you to list the other individual Leader name(s) you’re

covering. BETSy will send a message to your RM to explain why it shows up as an overage

based on multiple Leaders versus a true overage of limits.

No Carryover. Allowance amounts do NOT carry over to the next meal. For example, if you do

not use your On Your Own (OYO) lunch allowance, you cannot later increase your OYO dinner

amount. Allowances do not carryover or transfer; they are single use only. If you don’t need the

whole allowance don’t use it. Backroads wants you to be well-fed, not wasteful.

Contributions versus Coverage. Since their inception in the ‘90s, allowances were designed to

minimize out-of-pocket costs in the field so anything you earn is earnings. The purpose is to “get

yourself fed” while working and meeting basic needs, versus covering everything that may be

associated with a meal (e.g., cappuccino, beer, etc). If those items fit within the allowance limit, great;

if not, you need to cover them on your own. Please do not absorb Leader food within purchases

intended for

guests (e.g., during a prep day to have more for later). That kind of shifting is not acceptable.

2.6 Reimbursement Categories and Policies

When to submit for a Reimbursement instead of submitting expense in BETSy:

• No Backroads credit card yet

• Backroads credit card not working or temporarily shut-down

• Over your budget on a non-trip expense (Travel for example)

• Submitting for mileage reimbursement

• Not sure if you’re eligible for a reimbursement or need special approval

• Once BETSy wallet zeroed out at end of season

2.6.1 Covered Non-Trip Expenses

See the list below for the non-trip expenses that Backroads covers. If the amount you are

spending is within the allotted amount that Backroads has agreed to cover, then you can use your

Backroads credit card and submit the expense in BETSy. If the amount you spend exceeds the

amount Backroads covers, then you will need to use your own money and submit your receipt

for a reimbursement for the portion that is eligible. For more details on various categories, see

“Chapter 2.0 Travel, Transport and Unit Drives” in the Backroads “Policy and Procedure

Manual.”

• CPR/First Aid Recertification. Pay with own money and get reimbursed up to

€130).

• Immunizations. Use your own credit card and submit for reimbursement. Submit

immunization expenses to your medical insurance company BEFORE requesting


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reimbursement from Backroads. Backroads only covers amounts not covered by your

insurance.

• Work visas. Use Backroads credit card.

• Mileage Reimbursement. When using own vehicle for work, submit for

reimbursement.

• Reimbursement for driving own car instead of flying to trip start. Submit for

reimbursement.

2.6.2 Reimbursement for Renewing CPR/First Aid Certification

Backroads will reimburse you up to €130EUR to renew CPR/First Aid certification. Pay for it

with your personal credit card and submit receipt to Christine Bonnet. NOTE: You only need to

renew CPR/First Aid certifications every two years.

2.6.3 Reimbursement for Immunizations

Backroads covers the cost of some but not all of the immunizations recommend per country by

the US Center for Disease Control (CDC). Before assuming Backroads will reimburse your

immunization, it’s your responsibility to determine exactly which vaccines are recommended and

which are covered by Backroads. See below list of immunizations covered/not covered:

The CDC has three categories of recommendations for vaccines and medications:

1) All Travelers

2) Most Travelers

3) Some Travelers

Backroads covers the vaccinations up to $300USD max listed under Most Travelers & the

Yellow Fever Immunization only if you are scheduled to work in a country that is high risk of

Yellow Fever* (ex: Argentina, Ecuador, Panama or Peru) then sent to work in a country that

requires proof of yellow fever vaccination to enter (ex: Belize, Costa Rica, Ecuador,

Guatemala, Saint Kitts and Nevis.)

*check the CDC list to see if you may be required to get the yellow fever vaccine: https://wwwnc.cdc.gov/travel/yellowbook/2018/infectious-diseases-related-to-travel/yellow- fever#5291.

Backroads does cover Malaria Pills for leaders working in South Africa. Days 5-11 of the MSAI trip are in infected areas, so we strongly recommend that you take preventative drugs to avoid malarial infection, and Backroads will cover this. Backroads also recommends Malaria pills for Zimbabwe, Zambia, Tanzania, Botswana Namibia and possibly a few other trips, so best to read the Travel Planner for your trip to see what we recommend for guests.

Any reimbursement over $300 requires pre-approval from [email protected].

Why not the other categories? The All Travelers list includes routine vaccinations regardless of

destination. The “Some Travelers” section lists vaccines based on where you’re headed, how long

you stay there, and what you’ll be doing. There will occasionally be a recommendation that applies

to your work, so that vaccination might be covered.

Once you have researched what the immunizations will cost, send an email to

https://wwwnc.cdc.gov/travel/yellowbook/2018/infectious-diseases-related-to-travel/yellow-fever#5291
















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[email protected] if the cost is above $300USD. For reimbursement, provide proof that

you have submitted this claim to your personal insurance. Submit all the receipts for

reimbursement with your BETSy and code to Certifications/Immunizations.

2.6.4 Reimbursement for Work Visas

Backroads covers the cost of your visa when it’s required. Visa requirements are specific to each

region. Check the Leaders Notes for visa information and confirm all arrangements with the

Leader Scheduling Coordinator. Use your Backroads credit card when the charge shows up in

BETSy, expense to Leader Other – DMV, First Aid, Certifications, and type “Work Visa for

leading trips in (country)” in the notes field.

2.6.5 Reimbursement for Personal Cell Phone Use (Leaders, Camp Crew,

TPSs, TEs, REs, OpXs)

Leaders and TPSs will use their personal cell phones if working in North America, Europe

and Winter Regions (with coverage). Backroads does not send out unit cell phones to any

U.S. or European regions. However, we do rely on and reimburse some field staff for their

personal cell phone use. This can be submitted in BETSy (see BETSy NOTE below.)

Leaders working in North America are reimbursed $10 per Trip, Support and Presearch

for their cell phone usage and wear and tear (one assignment = 1 reimbursement). Leaders

working in Europe are reimbursed €10 per Trip, Support and Presearch. To help leaders

that work in regions that visit more than one country during a trip, Backroads has increased

reimbursement to €15/trip to cover the additional cost of having a second phone chip and/or

cover roving costs. (e.g., BZAI/Q, WZAI, BSVI, BASI, BDSI, BNBI, etc.)

(There is no reimbursement for unit drives unless there is an extenuating circumstance that

requires a great deal of cell phone use (e.g., van breakdown, etc.)

TE/OpX’s are reimbursed at a higher rate of $15USD or €15EUR per trip (when they lead in

their region).

RE’s are reimbursed at a straight monthly rate of $50/month to use towards personal cell phone

or smart phone plans. RE’s working in Europe will receive a reimbursement of

€50EURO/month for the months they are working in Europe. This reimbursement is in lieu of

per trip reimbursement and is available in months they are working a minimum of 10 days

(scheduled trip days and/or an 8-hour day submitted for office work). Winter RE’s that use their

phones in their region also receive this reimbursement in the currency of their home hub (Salt

Lake City, Pernes, or Canmore.). Backroads also provides a bi-annual equipment reimbursement

of $100 (or Euros) towards a smartphone purchase. This equipment reimbursement can be

submitted only once per 24-month period. For example, if you submit for it in May, you will

need to wait until May two years from now to submit again). Receipt of the new phone must

accompany the equipment reimbursement request.

TPSs are reimbursed $20 per month for cell phone usage if working in North America, and

20€ if working in Europe. TPSs who are OpXs are reimbursed $30/month. These

reimbursements are only available to TPSs who have 10 or more scheduled field activities/

work days within a month. This benefit is not extended to those working in hubs during the

off season from November – April.


Rev. 3/2021

BETSy NOTE: Cell phone reimbursements can be taken from your BETSy cash wallet.

Simply submit a cash expense in BETSy under Leader Communication using the proper

codes:

• RE Phone reimbursement – (Please note if Biannual Equipment amount.)

• Leader Phone Reimbursement

• TE/OpX Phone Reimbursement

• TPS Phone Reimbursement

• Unit Cell Phones (recharge, SIM cards, approved equip, etc.)

If a Leader Spends More Than €10 Covering Backroads Calls

Backroads will pay for extenuating circumstances that cause abnormal cell phone usages or

expense e.g., (major trip difficulties, accidents, etc.). Contact your regional Operations (L&T)

Manager for approval if this should happen. Some regions (in Europe especially) consistently

accrue more cell phone expenses. It is fine to buy more credit up front. Add notes in BETSy to

explain the situation.

2.6.6 Mileage Reimbursement When Using Own Car for Work

If you need to use your own car for work (for a FAM, pre-search, etc.) because a van is not

available or because it will cost less to use your own vehicle, and you’ve received approval to

use your own car from your manager, then you can submit for mileage reimbursement. The

mileage reimbursement rate for 2020 is as follows: Europe = €.47/km.

Submit mileage on a Reimbursed Expenses Form (under mileage section at bottom), noting date

of travel, the destination, and total miles driven. Please also note the Backroads approver.

NOTE: If you are submitting for mileage reimbursement, you must still pay for your own gas. If

you use the Backroads credit card for gas and also submit for mileage, then you will have to

deduct the amount you spent on gas, otherwise you will be double dipping.

2.6.7 Reimbursement for Driving Own Car to Trip Start Instead of Flying

You may be able to drive if you have been scheduled to fly. It is not an option to drive your own

car instead of a Backroads unit if you have been scheduled for a unit drive. If you prefer to

drive your own car to a region, you must email the RM, OpX and Scheduling/Ops Coordinator

for permission well ahead of the publish date. If your deviation request to drive instead of fly is

approved here is the eligible reimbursement:

1) If you are driving to and from your loop. Backroads will reimburse you for either €.47

EUR/km or the cost of the return-trip plane or train ticket we would have purchased for

you from the Backroads home base, whichever is less. (Backroads will not reimburse for

gas.)

2) If you are driving one-way and Backroads would have flown you one-way. For either

€.47EUR/km or the cost of the O/W flight Backroads would have purchased for you from

the Backroads home base, whichever is less. (Backroads will not reimburse for gas.)

3) If you are driving one-way and we would have flown roundtrip. If Backroads was

going to fly you round-trip and you decide to only fly one-way and transport yourself the

other way instead, then Backroads can only reimburse you the difference in cost between

a round-trip and one-way ticket, or your mileage, whichever is less. Often times, a round-

trip ticket costs less than a one-way ticket, so the reimbursement amount may be low, if


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anything at all. To find out what reimbursement you are eligible for, submit a Reimbursed

Expense Form to the Travel Specialist indicating the miles you drove your car, and the

Specialist will do a fare check to determine your reimbursement eligibility.

2.6.8 Payment for Photography and Marketing Materials

We encourage all Field Staff to submit their trip photos to Marketing for use in our catalogs,

emails, social posts and on the web. When your image is used in print, you’ll receive $150.

Even if your image isn’t used in the coming year, it will remain in our database and you’ll

receive payment if it is used in the future. This is a great way to earn some extra money!

For more detailed information, go to www.backroads.com/share, or see “Photography

Guidelines” on MainStreet under the Marketing page.

2.6.9 Theft Reimbursement

If a theft was beyond your control and you did everything possible to prevent it, Backroads will

reimburse you some or all of the value of the items stolen, depending on the total. Please refer to

“Chapter 7.0, Security Accountability and Lost or Stolen Items” in the “Policy and Procedure

Manual” for more details.

To receive reimbursement, please submit the following items to the Global Field Operations

Manager and the Leader Pay Coordinator as soon after the theft as possible and no later than one

(1) month after the date of the theft: • A detailed personal report including what occurred and the security measures taken (e.g.,

where you were, what time it was, what you were doing, etc.).

• A police report

• A list highlighting major items stolen and the approximate replacement cost of the

reimbursable items. NOTE: When possible, use the existing pro-deals to replace any

clothing or equipment. Enter the pro-deal price next to those items on your list that can

be replaced through pro-deals. For the remaining items, mark down the current

replacement cost. If you already purchased any replacement items write down the price

next to those items and attach the receipts.

• Items not eligible for reimbursement include money, cameras, jewelry, CD players,

IPods, IPads, players, personal laptop, any outdoor equipment that is not necessary on

trips (i.e. climbing gear, skis, etc.), or any other high value personal items.

http://www.backroads.com/share





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2.6.10 Partial Ticket Reimbursement on Personal Travel

If you are a Leader working overseas and must fly home between trips for personal reasons, but

then pick up one trip or more during your time off due to Backroad’s need, you will receive

partial reimbursement for your flight according to the number of trips that were picked up using

the following formula:

1 trip = $400.00US

2 trips = $600.00US 3 trips = $800.00US

3 trips or more = TBD on a case-by-case basis

2.6.11 Travel Benefit for Field Experts (TE/RE/OpX)

If you are a Field Expert who does not live near one of the Backroads hubs (Salt Lake City,

Canmore, Pernes), we will cover up to $400USD of travel from your home to your trip start when

you are flying to a loop for which you are the Field Expert. The same policy applies towards your

travel from the hub home after your loop end, if you are required to drive a unit to the hub due to

your role as a Field Expert.

NOTE: This benefit is designed to assist you with travel expenses from you home base (versus a

current travel destination or location); in other words, this benefit applies to travel to/from legal

residence – NOT wherever you happen to be living or travelling before/after your loop start. If

you are unclear about whether you qualify for this benefit based on your location, please contact

Scheduling, or your RM.

2.6.12 Expenses Not Reimbursed

The expenses Backroads will not reimburse include:

• Passport renewal fees or expedited passport renewal fees and adding passport pages.

EXCEPTION: Unless you lead BVII and require additional passport pages; Leaders

must note this specifically in BETSy or on your Reimbursement form.

• Wilderness First Aid.

• Replacement fees for lost or stolen passport or driver’s license. EXCEPTION:

Unless we determine that the loss or theft was beyond your control.

• Anything not previously mentioned in this section.

2.6.13 Submitting for Reimbursements (European Nationals)

If you need to submit for reimbursement (excluding *BETSy), use the proper form on MainStreet:

Field Staff < Post Trip< Reimbursement Form.

European National Leader reimbursements can’t be processed through Backroads payroll. To

submit for reimbursement for employee benefit-related expenses (like certifications), submit

just receipts to Christine Bonnet in the Pernes office.

For non-employee, benefit-related expenses such as trip expenses, mileage on your own car for

work purposes, or flight/train reimbursement email your Reimbursement Form and email it

along with your receipts to [email protected]. Your reimbursement will be wired


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directly into your bank account in Euros €, and Backroads will let you know via email when the

money will be in your account.

It is important that you submit for reimbursement shortly after you incur the expense.

Reimbursements should never be carried into the next year. Backroads Finance closes its books

for the year in January, so if you don’t submit in time, it will be too late to get reimbursed.

*BETSy Reimbursements

At the end of each year, Finance will provide information about closing your BETSy wallet, including

reimbursing you for any negative balance in BETSy. If you have questions, would like your BETSy

wallet balance reimbursed before then, or need to return BETSy cash for a positive balance, please

email [email protected].

2.7 Taxes

2.7.1 Tax Form Schedule European Field Staff will get required pre-filled forms from their country of residency in April or

May. If it is the first time you pay income tax, you need to ask for the form to your local income tax

office.

mailto:[email protected]


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3.0 Benefits

©2021Backroads 3-2 Proprietary & Confidential Euro Field Staff Handbook

Rev. 3/2021

Table of Contents

3.0 Benefits ......................................................................................................................................... 1

3.1 Insurance Benefits ..................................................................................................................... 3

3.1.1 Types of Insurance Benefits ................................................................................................ 3

3.2 Worker’s Compensation Insurance ............................................................................................ 3

3.3 Holiday Pay ................................................................................................................................ 3

3.4 Vacation Pay .............................................................................................................................. 3

3.5 Family Emergency Travel Benefit .............................................................................................. 3

3.6 Leader Gear ............................................................................................................................... 4

3.7 Pro-Deals ................................................................................................................................... 4

3.7.1 Backroads Pro-Deal Program and Eligibility ........................................................................ 4

3.7.2 Ordering Information ............................................................................................................ 4

3.7.3 Use of Personal Credit Cards .............................................................................................. 4

3.7.4 How to Order Bikes and Bike Parts ..................................................................................... 5

3.8 Trip Milestone Awards................................................................................................................ 5

3.9 Trip Discounts ............................................................................................................................ 5

3.9.1 Trip Discounts for Friends, Family Members and Employees Not Using Trip Credit ............ 6

Rules, Restrictions and Helpful Hints ........................................................................................ 6

3.9.2 Private Trip Discounts ......................................................................................................... 7

3.10 Benefits Connected with TE/RE & OpX Positions .................................................................... 7

3.10.1 Top Benefits of Being a TE/RE/OpX .................................................................................. 7

More Work ................................................................................................................................ 7

More Money .............................................................................................................................. 8


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3.1 Insurance Benefits

3.1.1 Types of Insurance Benefits

Unless you live and work in the same country, you will likely receive the basic French

Social Security coverage since you are employed by a French company. Please see

Christine for more information.

It is highly recommended that Field Staff purchase a separate private insurance to cover all

medical expenses that are not covered by social security.

3.2 Worker’s Compensation Insurance

You are automatically covered by Worker’s Compensation Insurance as part of your social security

benefits. In the event of a work-related injury, all of your medical expenses are covered, and you

are provided with income protection.

Any work-related injuries or illnesses (e.g., broken bones, back or knee injuries, etc.) MUST be

submitted as a Worker’s Compensation claim. To do this, let the attending physician know that it

is a work-related condition. Your next call should be to Pernes Human Resources, Christine

Bonnet or Lisa Cervini.

NOTE: To ensure coverage, 801 France must notify the Social Security of the incident and submit

a claim report within 48 hours of the accident, injury or illness. Be prepared to describe, in person

or on voicemail, the date, time and location of the incident, what the injury/illness is (medical

diagnosis if available) and a detailed account of how it occurred. You will also need to report the

name of the attending physician and/or hospital and how Backroads can reach you for more

information. Be sure to do this promptly so the paperwork can be submitted before the 48-hour

deadlines.

For the Worker’s Compensation claim to be considered, you will need a note from the

physician/hospital stating that you are ineligible to work from date X to date X. If the proper

paperwork is not submitted in time, Worker’s Compensation will likely start an investigation,

which is a major hassle for everyone including you.

3.3 Holiday Pay

Time worked on French holidays is paid time and a half. Time worked on May 1 is paid double.

The time (dates) and amounts appear on your pay-slip and are paid out at the end of each month.

3.4 Vacation Pay

Vacation pay for European Field Staff is paid out every month you work and is labeled on the pay-

slip. The amount of vacation pay is equal to 10 percent of your monthly gross pay.

3.5 Family Emergency Travel Benefit

In the case of a family emergency, Backroads works expeditiously to remove the Leader from any

immediate work or trip responsibilities. In the event of the death of a Leader’s immediate family

member (spouse, children, parent, sibling), Backroads will provide the Leader with a courtesy


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$500USD flight credit toward any personal ticket necessary to get home and a paid Travel day. If

that Leader is replaced mid-trip, Backroads will also pay that Leader for his or her remaining days

on that trip as a courtesy. Bereavement policy for a friend or family member who is not defined

above as part of the immediate family requires the approval of the Manager of Leader

Development.

3.6 Field Staff Gear

In alignment with company growth, Field Staff and Office Staff may be provided select sponsored

clothing/gear to maintain professionalism, encourage retention, and offer an opportunity to

showcase the Backroads name and brand.

Be aware that Backroads might not always have the inventory of gear available if you are a late-

season hire or new leader. All gear is ordered based on the selections made by staff in the Fall of

the previous year. For those who did not meet the order deadline or did not place an order at all in

the previous year, there will be a subset of standard issued gear available for new field and office

staff.

Please note that some of the later-hired staff in the current year or late-season reactivating

returning Field Staff may not have access to as much gear as those who have worked for

Backroads in the past and have currently been working a full season.

3.7 Pro-Deals

3.7.1 Pro-Deal Program and Eligibility

Pro-deals are available to all Active and Active-Limited Field Staff at Backroads. The companies

that participate in our Pro-Deal Program typically offer from 20 to 50 percent off retail prices to

qualified outdoor professionals from selected companies like Backroads. Pro-deal purchases are

for personal use ONLY. Any abuse of this policy will terminate your pro-deal discount

privileges and may cause Backroads to lose its pro-deal account with respective vendors. For

questions about the pro-deal program, contact [email protected]. For questions about bike

purchases, contact Colin Hoggan our Bike Shop Coordinator in Salt Lake City at

[email protected].

3.7.2 Ordering Information

Pro-Deal information is located on MainStreet under Field Staff > Prodeals. This page lists

all the companies Backroads has pro-deals with and links to company websites, discount

codes, as well as order forms. When setting up your Pro-Deal account with a company,

please link it to your Backroads email address so that it will be approved.

Order Forms and Price Lists. If you are using an order form or price list that is outdated,

email [email protected] and request the updated forms.

3.7.3 Use of Personal Credit Cards

Field Staff must use personal credit cards for all pro-deal purchases. Backroads credit cards

should never be used for this purpose. If you want to cash in on your Trip Milestone Gift

Pro-Deal Credit (e.g., for leading 50, 100, 150 trips, etc. with Backroads), you should pay

for the pro-deal with your own money and submit for reimbursement for your trip milestone


Rev. 3/2021

gift allotment. Please include your receipt and your milestone certificate along with your

reimbursement form

3.7.4 How to Order Bikes and Bike Parts

Backroads works with a number of bicycle manufacturers in who offer pro-deal

discounts. Check the manufacturer’s description to see which deals must come through

the bike shop and which deals can be ordered directly. Backroads also has special deals

for employees on various bicycle parts and accessories. If you are interested in

purchasing bike parts/accessories, please contact the Bike Shop Coordinator in SLC

directly with the subject line “Employee Bike Purchase” at brettaBackroads.com.

Field Staff must be employed at least six months and must intend on returning for at

least a second season to be eligible for pro-deal on bikes.

NOTE: All bike orders are restricted to low-season times of the year (see the Pro Deal

website for more details.). Your order may not be approved or delivered if ordered

outside these time periods.

3.8 Trip Milestone Awards

Backroads recognizes and awards Leaders when they reach certain trip leading milestones (e.g., 50

trips, 100 trips, 150 trips, 200 trips, etc.) When you reach one of these trip milestones, you will be

notified by email, and will receive a certificate for either a pro-deal credit or trip credit, whichever

you choose. NOTE: Only trips you lead are included. These awards are not eligible for Camp

Crew. The following award amounts are based on number of trips led:

• 50 trips = $100 Pro-deal credit, $300 Staff Ride Travel Credit

• 100 trips = $200 Pro-deal credit, $400 Staff Ride Travel Credit, or $1,500 Trip Credit

150 trips = $400 Pro-deal credit, $400 Staff Ride Travel Credit, or $3,000 Trip Credit

• 200 trips = $600 Pro-deal credit, $600 Staff Ride Travel credit, or $3,600 Trip Credit

• 250 trips = $800 Pro-deal credit, $800 Staff Ride Travel credit, or $3,600 Trip Credit

• 300 trips = $1,000 Pro-deal credit, $1,000 Staff Ride Travel credit, or $4,000 Trip Credit

If you choose to use the Staff Ride Travel credit you can apply it towards a flight, train ticket, bus

ride, etc. NOTE: You cannot apply it towards hotels or food.

If you choose the pro-deal credit, use your own credit card to pay for your pro-deal item and then

submit your receipt and your award certificate with a reimbursement form to Isabelle Opper at

[email protected]. If you decide to use the trip credit, check with Alex Kushner at

[email protected] for the paperwork you will need to fill out.

NOTE: You must redeem your award within one year of receipt, and you must be active as an

employee to redeem your gift.

3.9 Trip Discounts

Backroads provides generous trip discounts to employees, their friends and immediate family

members.


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3.9.1 Trip Discounts for Friends, Family Members and Employees Not Using

Trip Credit

Relation to employee

Discount*

Must travel

with

employee?

Space availability

requirement?

Employee/Immediate Family 10% any time! No No

Backroads Alumni 10% No Yes

Immediate Family 20% No Yes

Friends 20% Yes Yes

Employee/Immediate Family

30% Inn/40%

camping

Yes

Yes

Immediate family traveling

with us for the first time

30% Inn/40%

camping

No

Yes

Rules, Restrictions and Helpful Hints

1) Any combination of the above discounts are available to a maximum of four (4) family

members and two (2) friends per year.

2) Discounts are applied to the departure specific base price.

3) Immediate family is defined as parents, siblings, grandparents, children, spouse or very

significant other.

4) Family and friends must pay the standard deposit when making their reservation

5) Be sure to inform them that their reservations are subject to space availability at the

higher discount levels, and on popular trips confirmation of savings may not be available

or may not be given until just prior to departure. Backroads recommends being strategic.

It is highly unlikely to receive the highest percent discount options on holiday departures

or our most popular trips in high season. If they have their hearts set on one of these

trips, they can jump in without worry by taking advantage of the 10 percent savings

level.

6) The Backroads Sales Manager makes all final decisions on space availability. Backroads

tries to make these decisions 60 days prior to departure, but that is often that timing not

possible on popular trips.

7) If your family or friends cancel any time after confirmation, they will be charged the

standard cancellation fees.

8) The choice of a carbon bike is complimentary to employees and family members based

on availability (e.g., if we have one available in the region, there is no charge,)

9) Discounted employees, friends and family members must pay the full single room price

if a private room is requested or assigned.

10) Be sure your friend/family member notifies the Sales Department of their relationship to

you!


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3.9.2 Private Trip Discounts

Discounts are applied to the base price and are available on “make a date” and “available

for private or small group” departures only that are organized by the employee. The

employee must also be a guest on the trip. Four (4) family and two (2) friend limits do not

apply to these discounts. See following chart for discounts by group size.

Group Size Per Person Savings

8 to 10 5.00%

11 5.50%

12 6.00%

13 6.50%

14 7.00%

15 7.50%

16 8.00%

17 8.50%

18 9.00%

19 9.50%

20 10.00%

3.10 Benefits Connected with Field Expert Positions (TE/RE/OpX)

There are many benefits to being a Field Expert. These benefits are both tangible and intangible

and include things like scheduling priority (via LPF point accumulation and RM advocacy) and

more pay. See “Section 3.10.1. Top Ten Benefits of Being a Field Expert” listed below. To find

out more details about these positions, refer to the TE/RE Handbook and OpX Handbook on

MainStreet. For the TE/RE Manual go to MainStreet > Field Staff > PreSearch > TE/RE

Handbook. For the Op-X Handbook go to MainStreet > Field Staff > PreSearch > Op-X Materials

> Op-X Handbook.

3.10.1 Top Benefits of Being a Field Expert

More Work

Season Start. Scheduling Priority (or guaranteed scheduling) for your trip(s). As long as a

TE/RE maintains performance, they will always be scheduled to start up their trip loop(s)

or area (if an Op-X). This translates into more work and work you can count on ahead of

time since you'll be the first to be scheduled and since you know early on when your trips

run/start. You will also receive priority when working in your region and can work with

your RM to plan general goals for your schedule each season.

PreSearch/QualitySearch/Research FIELD -TE/RE is paid at Daily 4 rate, which is

€46 EUR more than your daily trip rate. TE/RE’s have more earning potential since they

are paid at a higher hourly rate for doing fieldwork.


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TE/RE Hourly Work. Each TE/RE has been approved to spend specified amounts of

hourly time working on your regions with RMs. Not only is this great for your earning

potential but the pre- and post-season work you complete will only serve to make you

more impactful to the business, and it will make your job more manageable during season,

freeing you up to lead trips like you always have, without feeling like you or your RM are

“letting anything go.”

More Money

Higher Hourly Rates. Backroads thinks this is more reflective of the increasing value

these Leaders hold in the field. Below are the STARTING Rates for field positions:

Regular Leader Hourly = €12.

TE = €15

OpX = €15

RE = TBD based on experience

Research DESK. The Research Desk position is paid at Hourly 2 (your TE/RE hourly

rate) and is for unscheduled work before or after your scheduled fieldwork (e.g., on

computer, w/books, maps, phone, etc.). Post Season Updates are also paid the same rate.

• Scheduling benefits/advantages (LPF points). Field Experts have a better

chance at getting the schedule they want and getting work in winter because

they can earn significant LPF points. These points impact 20% of your overall

LPF score and are awarded based on a scale measuring the trip(s)

volume/difficulty rating (A, B, or C), cross referenced with the Field Experts

tenure in the program (1, 2, or 3 plus years).

• PreSearch/PSU. Points are automatically awarded when PreSearch is completed

and again when Post Season updates are complete.

• Leader House Set Up and Close. OpX points are awarded automatically once you

have submitted pay for opening up the Leader House, and again once you have

closed it. Earning LPF points could mean up to a maximum of a 16 percent gain in

LPF ranking or jumping about 20-30 Leaders up. This can dramatically increase

chances of work in shoulder or off-season or for getting desired trips. And again,

this directly impacts earning potential.

• Weighted for Impact. Finally, we will award more credit for any Field Experts

performance with a trip that isn't adequately addressed by the formula. For

example, Backroads will assign more LPF points for Field Experts who take on the

biggest assignments and make the biggest improvements to these trips/regions.

Loop Start/End Travel Benefit. If you are a Field Expert who does not live near one

of the Backroads hubs (Salt Lake City, Pernes, Canmore), Backroads will cover the cost

of travel (up to 400 USD/CAD/Euro each way) to and/or from your home to either the

hub (if required to pick up and drive a unit due to your TE role); to your trip start when

you are flying to start a loop for which you are the TE/RE; or coming from the end of a


Rev. 3/2021

season in the region for which you are TE. NOTE: You may not use this credit towards

personal travel home mid- season.

If you choose to drive your car instead of fly, Backroads will look at the mileage cost

versus the flight cost and give you the lesser of the two. The same policy applies

towards your travel from the hub home after your loop end, if you are required to drive

a unit to the hub due to your role as a TE. NOTE: This benefit is designed to offset any

out-of-pocket travel expenses you may incur due to your Field Expert responsibilities at

the start/end of the season.

RE Medical Coverage. American REs are eligible for year-round medical coverage.

Canadians and Europeans have more federal coverage. Therefore, this benefit is more

specific to our U.S. citizens in this program. This benefit is contingent on individual REs

available to work year-round (80 percent or more). Please contact Human Resources to

enroll in our medical insurance program if you are not already enrolled.

Gear and Apparel. In years when we issue “swag” to Field Staff, Field Experts will be

eligible to receive additional pieces based on their higher level of contribution.

Communication Tools:

TEs will be reimbursed $10 USD/CDN/EURO towards use of their personal cell phone

during PreSearch and $15 USD/CDN/EURO per trip when they are leading in their own

region.

REs will be reimbursed at a straight monthly rate of $50/month to use towards their personal

cell phone or smart phone plans. Those RE’s working in Europe will receive a reimbursement

of €50 /month for the months they are working in Europe. This reimbursement is in lieu of per

trip reimbursement and is available in months they are working a minimum of 10 days

(Scheduled trip days and/or an 8-hour day submitted for office work). Winter RE’s that can

use their phones in their region will receive this reimbursement in the currency of their home

hub (SLC, Pernes, or Canmore.)

REs also qualify for:

• Reimbursement of $100USD (or Euros) towards a smartphone purchase every 2 years. This

equipment reimbursement can be submitted only once per 24-month period.

• Reimbursement of $500USD (or Euros) towards a laptop or tablet purchase every 3 years.

• The receipt for the new phone or laptop must accompany the equipment reimbursement

request

Professional Development and Quality Summit. Extended title, more responsibility,

work at a higher level. In this role, you’ll develop your negotiation, vendor relation,

logistical, teamwork, IT skills and so much more.

• The Quality Summit. Backroads hosts a “Quality Summit” prior to the annual Staff

Ride in the Staff Ride location. All eligible Field Experts will receive an allowance

towards their travel to the Quality Summit (and Staff Ride). Allowance amount is

determined by role volume and complexity and is only available if TE/RE attends

the Quality Summit; it is not eligible towards food or accommodation. Backroads

provides the accommodation the night of the Summit.


Rev. 3/2021

• Growth Potential. At Backroads, an individual with proven performance as a Field

Expert is more likely to be considered for a TD, LD, OPS position and other

positions that might become available at Backroads than someone who doesn't have

that experience.

• Professional References. When you are ready to move on, Backroads will

provide you with a job reference that will contain specific and significant

reference to the added responsibility and talent required in this important TE role.

Empowerment. You have a greater ability to really make a difference. Backroads

guests will benefit from your efforts to improve quality, and Leaders will benefit from

more smoothly run trips. Everyone at Backroads will appreciate your effort to make our

trips the highest quality for the best price possible.

Fun. Lastly, as a RE, TE or OpX, you will get to know vendors, locals, etc. You might

even learn a language better. This role allows you to become a Regional Expert and

indulge in the wonderful vendor benefits and learn more in depth knowledge about a

particular area and/or region.