May I bring a guest?
Yes, this trip is extended to the Polarus Elite winners and one (1) adult guest.
Who may I bring as my guest?
You can bring one (1) adult guest (21-years or older) to share in your celebration.
Exceptions to the age limit of the adult guest will be considered by senior leadership on a
case-by-case basis. Another Tarsus employee cannot be considered your guest.
What if I need to change my guest?
Please contact Susan Holley if you have any changes that need to take place. If you decide
to change your guest after the registration deadline, any additional charges or airline
change fees will be at your own expense. The deadline will be announced at the launch of
the Polarus Elite Trip Registration Site.
What financial or tax implications are there for winning this trip?
Under IRS regulations, prizes, and awards (such as incentive trips) given by an employer to
an employee are taxable compensation and will be included in the employee's wages,
subject to payroll taxes and state and federal withholding. While the value of your portion
of the award is not taxable, the value of the award for your guest is taxable and will be
"grossed up" and recorded in payroll for W-2 purposes. Tarsus will pay the applicable
payroll taxes and federal and state withholding required on your behalf. You will receive a
pay statement showing the grossed-up amount of the award, less taxes, with the offset
representing the net value of the award.
Can I change my activity after I have registered?
We ask you to thoughtfully choose your activities as last-minute changes may not be
accommodated due to space limitations. You are welcome to make any changes to your
activity before the registration deadline. The deadline date will be communicated on the
Trip Registration Site. After this registration deadline has passed, changes to activities can
be accommodated on a space-available basis only. Please note that there may be a fee
associated with changing your activity, for which you would be responsible.
What hotel accommodation will be provided?
Winners are entitled to one (1) king or double occupancy room at the Mauna Lani, Auberge
Resort (to be shared with your guest) for the official program dates of May 5-10, 2025.
Maximum occupancy per room is two (2) adults.
May I extend my stay at the hotel?
Tarsus will assist you with this request if you should decide to arrive at the program early or
stay after the program concludes. Please note Tarsus cannot guarantee the hotel will have
availability or will be able to offer the Tarsus contracted rate. All associated costs for any
pre- or post-program stays will be at your own expense.
What if I cannot attend the Award Trip this year?
We hope you will make every effort to join us this year, however, if a winner is unable to
attend the Polarus Elite Award Trip due to an unforeseen reason, all decisions regarding
rewards will be reserved at the sole discretion of senior leadership.
What if I am not able to attend the entire program due to a previous commitment?
If you need to leave early or arrive late for the program, we will accommodate your request.
However, any deviations from scheduled program dates will be at your own expense, and
there will be no credits or changes to the day-to-day program agenda set up by Tarsus.
May I book my own travel to Hawaii?
All travel for the Polarus Elite Award Trip must be arranged through the designated travel
agency [Events Travel International]. Details on how to book your flights will be provided in
an upcoming communication. You and your guest will be booked on round-trip premium
economy class flights on an airline that is most cost-effective from your home city to the
host city (Kona, HI). The deadline to finalize travel for you and your guest will be
communicated at the launch of the Event Registration Site. If you choose to fly with a more
expensive airline, you will be responsible for the additional charges or fees that may be
incurred. In addition, you will be responsible for any additional charges or fees that may be
incurred should you make any changes to your flight itinerary once your tickets have been
issued. We strongly advise that you carefully review your flight itinerary before giving final
approval to the travel agency to avoid any unnecessary additional charges.
What if I want to stop in another location either before or after the program?
Tarsus will allow you to deviate to another city pre- or post-program. You will need to work
with the travel agency to assist with this, and you will be responsible for the difference in
airline fees between a round-trip ticket from your home city to the host city and the actual
cost of your requested ticket.
What is included in this program?
Your Tarsus Polarus Elite Awards Trip includes the following for the winner and one (1) adult
guest:
Expenses you may expense back via Concur:
You will be responsible for the costs of the following items not included with the program. The $1,000 you will receive in advance of the trip can be used for these items if you wish: