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 may be considered by senior leadership on a case-by-case basis. Another Tarsus employee may not be designated as your guest.
What if I need to change my guest?
Please contact Susan Holley as soon as possible if you need to make any changes. If you change your guest after the registration deadline, you will be responsible for any additional charges or airline change fees. The registration deadline will be announced at the launch of the Polarus Elite Award Trip Registration Site.
What financial or tax implications are there for winning this trip?
Under IRS regulations, an employee's travel away from home for a bona fide business purpose is generally not taxable. While your portion of business travel expenses is not taxable, any costs associated with your guest are taxable and will be "grossed up" and recorded in payroll for W-2 purposes. Tarsus will pay the applicable payroll taxes and required federal and state withholdings 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?
Please select your activities carefully, as last-minute changes may not be accommodated due to space limitations. You may make changes to your activity before the registration deadline. The deadline date will be communicated on the Trip Registration Site. After the deadline, activity changes will be accommodated on a space-available basis only. Any fees associated with your changes will be your responsibility.
What hotel accommodation will be provided?
Winners are entitled to one (1) king or double occupancy room at the Four Seasons Resort, Nevis, West Indies, to be shared with their guest, for the official program dates of April 25 – May 1, 2026. Maximum occupancy per room is two (2) adults.
May I extend my stay at the Four Seasons Resort?
If you would like to arrive before the program begins or extend your stay after it concludes, Tarsus will assist in coordinating your request. Please note Tarsus cannot guarantee the hotel will have availability or will be able to offer the Tarsus contracted rate for pre- or post-program dates. All associated costs for any pre- or post-program stays will be your 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 circumstance, all decisions regarding the reward will be made at the sole discretion of senior leadership.
What if I am unable 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 no credits or changes will be made to the scheduled program agenda set up by Tarsus.
May I book my own travel to Nevis?
All travel arrangements 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 on the Trip Registration Site.
Tarsus will arrange round-trip airfare from your home city to Robert L. Bradshaw International Airport (SKB) in St. Kitts using the most cost-effective reasonable option. Extra legroom seating will be provided for you and your guest, subject to availability.
The deadline to finalize travel for you and your guest will be communicated at the launch of the Trip Registration Site. If you choose to fly with a more expensive airline or in a higher category of seating, you will be responsible for any additional charges or fees incurred. In addition, you will be responsible for any fees incurred should you make changes to your flight itinerary after 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 unnecessary charges.
What if I want to stop in another location either before or after the program?
Pre- or post-program travel to another destination is permitted. However, all arrangements must still be coordinated through the designated travel agency. You will be responsible for any difference in airfare between a standard round-trip ticket from your home city to the host city and the actual cost of your requested itinerary.
What is included in this program?
Your Polarus Elite Award Trip includes the following for the winner and one (1) adult guest:
Expenses eligible for reimbursement via Concur:
You will be responsible for the costs of the following items not included with the program. The $1,000 you receive can be used for these items if you wish: