Welcome, Payroll & Forms
Welcome to Adventure Associates! We’re very pleased to have you join our team of world-class facilitators. Before your program, please familiarize yourself with these administrative duties.
Payroll Information
Pay Rate Policy
Travel Pay Policy
Mileage Reimbursement Policy
Snack and Meal Policy
Travel Accommodations Policy
What to Wear and Bring
Review our Values — The AAI Way
Download and Review the AAI Debrief Process
Be prepared for the program
1. Payroll Information
Below are several forms that need to be completed and returned in order to receive your first paycheck. Should you do additional programs with us, only the online time sheet & expense report need to be completed.
Scan and email forms to [email protected].
W-9 Form
Only page 1 needs to be returned.
Staff Statement of Understanding
Online Timesheet & Expense Report
Submit within 7 days of completion of program or by the 26th (whichever is sooner). Payroll cycle covers programs that occur between the 26th of one month through the 25th of the next. Checks are processed and mailed by the 1st. Program ID and Facilitator ID provided in confirmation email.
2. Pay Rate Policy
Team Building/Team Development Half Day Pay
Half day pay covers up to 7 hours (5.5 hrs staff time + 1.5 hrs standard commute).
Team Building/Team Development Full Day Pay
Full day pay covers up to 10 hours (8.5 hrs staff time + 1.5 hrs standard commute).
Corporate Training Half Day Pay
Half day workshop typically scheduled for 4 hours. Half day assumes 2-5 hours prep and 1 hour follow-up.
Corporate Training Full Day Pay
Full day workshop typically scheduled for 8 hours. Full day assumes 2-8 hours prep and 1-2 hours follow-up.
3. Travel Pay Policy
Team Building/Team Development Half Day Travel Pay
You are eligible for travel pay when your total staff time and travel/commute time exceeds 7 hours. See confirmation email for rate details.
Team Building/Team Development Full Day Travel Pay
You are eligible for travel pay when your total staff time and travel/commute time exceeds 10 hours. See confirmation email for rate details.
Corporate Training Travel Pay
Any time that is not prep, facilitation or post program work is considered travel. See confirmation email for rate details.
Travel Only Day Pay
When traveling the day before and/or after the program, (travel-only day) the hourly rate caps out at 12 hours. See confirmation email for rate details.
4. Mileage Reimbursement Policy
Facilitators will be reimbursed for mileage at the rate of 65 cents per mile. Please note this in the mileage section of the online expense sheet. The rate does not apply for the first 50 miles of a trip, if co-facilitating. The rate does not apply if facilitators opt to drive separately from carpools or other arranged transportation.
If a facilitator is transporting program equipment, then he/she is reimbursed for the entire trip at the rate of 65 cents per mile.
Fuel purchases are only reimbursed in conjunction with an Adventure Associates rental car.
5. Snack and Meal Policy
Snack Reimbursement Up to $10 per day
This is not a stipend, it is a reimbursement for actual expenses. This applies only when leaving home before 6:00 a.m. or returning after 6:00 p.m. on a local program.
Meals Reimbursement Up to $60 per day
This applies only when there is an overnight stay. If leaving your home before 7 a.m. on a travel day, breakfast may be included. If arriving home after 8 p.m. when traveling, dinner may be included. Suggested meal guidelines:
Breakfast: up to $15 or free if the hotel’s complimentary breakfast is accessible.
Lunch: up to $15
Dinner: up to $30
6. Travel Accommodations Policy
Accommodations are not provided for local programs. Local parking fees are reimburseable.
Hotel accommodations provided for programs located more than a four hour drive (one-way) from facilitator’s home, if the start time of a program requires facilitator to leave home earlier than 5am or in other special cases with prior approval.
Air and ground transportation provided for programs located further than a drivable distance. Adventure Associates will work with you to plan the travel. Flight options are presented and agreed upon; flights are then purchased by AAI. AAI will reserve the hotel, facilitator will pay on-site and submit for reimbursement (in special cases a request to have hotel accommodations prepaid may be made). AAI will reserve ground transportation (if flying), facilitator will pay on-site and submit for reimbursement. Use of complimentary shuttles and/or taxis are other commonly utilized airport transportation options.
A complete travel itinerary (travel pack) will be emailed 7 days prior to the program.
7. What to Wear and Bring
Review the AAI dress guidelines and see photos of appropriate program-wear and supplies. Don’t forget to bring your activity instructions, a watch, water and a daypack.
8. Review our Values — The AAI Way
Evolution: Actively embrace the challenge of continuous improvement and adaptation.
Professionalism: Communicate and behave in a mature, professional manner.
People-Centeredness: Respect and support people as people; show empathy.
Integrity: Be fair and “do the right thing.”
Client-Focus: Do whatever it takes to deliver what is promised and satisfy the client.
9. Download and Review the AAI Debrief Process
It is crucial that our facilitators follow the same process in the way they debrief programs. While we do allow for individual style and “flavor,” there are some key components that we require for the sake of our clients. Please review this and download a copy to use the day of the program.
10. Be prepared for the program
Co Facilitators: You will receive an email from the Adventure Associates office with program details (location, map, time, date), client details (name, team, objectives), and activity instructions 7 days prior to the program. Please read them carefully. Practice introducing your activity and prepare any questions you may have, prior to the program. On the program day, your lead facilitator will spend time answering questions and reviewing these activities at which point you will be asked to demonstrate your activity introduction. We understand that an activity can be facilitated in many different ways, even if you are familiar with a particular activity, please pay attention to our specific instructions to ensure that our clients expectations are met.
Some programs may only require logistical assistance, please be sure to read all of the provided information to ensure you understand your role.
Lead Facilitators: Your program manager will email a facilitator planner and, if necessary, schedule a call to discuss the program. Read the planner carefully prior to the call.
If you do not receive this program information 7 days prior to the program, or if you have more questions than what can be addressed on the day of the program, please contact your program manager, (510)-525-9391, or [email protected].