Global Travel, Meeting & Expense Policy

1y ago
14 Views
1 Downloads
680.40 KB
30 Pages
Last View : 1d ago
Last Download : 3d ago
Upload by : Kaleb Stephen
Transcription

Global Travel, Meeting & Expense PolicyFor All Employees ofHILL-ROM HOLDINGS, INC. ANDSUBSIDIARIESEFFECTIVE January 1, 2019

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016TABLE OF CONTENTS1.0 PURPOSE, SCOPE AND y2.0 GENERAL INFORMATION2.1SAP Concur2.2Travel Card2.3Expense Limits and Approval Thresholds2.4Alternatives to Travel2.5Pre-Approval for International Travel2.6Policy Violations2.7Use of Preferred Travel Agencies2.8Use of Preferred Vendors2.9Additional Travel Guidelines and Restrictions2.10 Spouse/Companion Travel2.11 Emergency Travel Assistance2.12 Travel Insurance Coverage (U.S. Employees Only)2.13 Travel Insurance Coverage (All Non-U.S. Employees)2.14 Travel Card - Travel Insurance3.0 AIR TRAVEL3.1Airline Class of Service3.2Lowest Logical Airfare3.3Frequent Flyer Program Benefits3.4Changes or Cancellation of Travel3.5Key Personnel Air Travel Policy / Employees Traveling Together4.0 GROUND TRANSPORTATION4.1Rental Car4.2Rental Car Insurance – All Employees (Worldwide) renting in the United States4.3Rental Car Insurance – Non-U.S. Citizens renting outside of the United States4.4Rental Car Insurance – U.S. Citizens renting outside the United States4.5Rental Car Insurance – Spouse Traveling with the Employee4.6Rental Car Insurance – Compromised or Voided4.7Authorized Driver4.8Rental Car Accident4.9Personal Vehicle Usage5.0 PARKING5.1Airport Parking5.2Valet or Self-ParkingPage 2 of 30

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 3 of 306.0 RAIL TRAVEL6.1Class of Service7.0 LODGING7.1Hotel Selection Guidelines - Batesville Travel7.2Hotel Selection Guidelines - Other Travel7.3Hotel Cancellation Procedures8.0 MEETINGS AND EVENTS8.1Scope8.2Management of Events – United States. and Canada8.3Management of Events – Outside the United States and Canada8.4Location Guidelines8.5Financial Budget Approval8.6Contract Signatures8.7Bonus Points / Incentives8.8Spouse / Companion Travel to Meetings and Events8.9Meetings with Health Care Providers9.0 MEALS9.1Documentation/Receipt/Approval Requirements9.2Employee Travel Meals9.3Business Meals with Other Employees9.4Business Meals with Heath Care Providers9.5Business Meals with Other Business Partners9.6Business Meals with U.S. Government Officials or Employees9.7Business Meals with Government Officials or Employees Outside the United States9.8Alcohol Purchases (Employee only or with Other Employees)9.9Tipping for Meals10.0 HEALTHCARE PROVIDERS – EXPENDITURES AND TRANSPARENCY REPORTINGREQUIREMENTS10.1Health Care Provider Definition10.2Interactions with Health Care Providers and Associated Expenses10.3Health Care Providers Expense Documentation10.4U.S. Health Care Provider Transparency Reporting Requirements10.5U.S. Health Care Provider Sign In Sheet10.6U.S. Health Care Provider Expenses Not Managed Through Concur10.7U.S. Doctors/Physicians Expense Documentation in Concur10.8Non-Doctor Health Care Providers Expense Documentation in Concur10.9Connecticut, Vermont & Massachusetts Non-Doctor/Physician Expense Documentation10.10 Changes in and New Health Care Provider Transparency Reporting Requirements andTransparency Laws Outside the United States

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 101610.11Questions or Clarifications11.0 PAYMENT METHODS & PROCEDURES10.12 Travel Card10.13 Receipts10.14 Expense Reporting10.15 Cash Expenditures10.16 Manager/Supervisor Review10.17 Independent Review of Expense Reports12.0 MISCELLANEOUS TRAVEL EXPENSES10.18 Internet Connections10.19 Health Club Fitness Facilities10.20 Passport/Visa10.21 Luggage Fees13.0 NON-REIMBURSABLE EXPENSES14.0 CURRENCY CONVERSIONPage 4 of 30

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 5 of 301.0 PURPOSE, SCOPE AND RESPONSIBILITIES1.1 PurposeThis policy is intended to facilitate required business travel, meeting and event expenses, whilemanaging costs and maintaining efficient business processes. It is not intended to be onerous orunduly restrictive. This policy is designed to: Ensure all employees have a clear and consistent understanding of policies and procedures forbusiness travel, meeting and event expenses;Ensure all employees are reimbursed for legitimate business travel, meeting and event expenses;Provide guidance on how to document and report expenses related to interactions with HealthCare Providers (HCP);Maximize the Company’s ability to negotiate discounted rates with preferred suppliers and reducetravel expenses; andProvide the appropriate level of accounting and business controls to ensure that expenses aresubstantiated, and reviewed and approved by the appropriate person.Please direct any concerns regarding this policy to the Hill-Rom Corporate Controller or Director ofGlobal Travel.This policy supersedes all previous directives relating to travel, meeting and event policies, andemployee expense reimbursement from any other source. Under no circumstances may anyemployee modify this policy to be less stringent in application.1.2 ScopeAs used in this policy, “Company” and “Hill-Rom” shall mean Hill-Rom Holdings, Inc. and any of itsdirect or indirect subsidiaries or affiliates.This policy applies to all employees (and any external third party whose travel is paid by theCompany, unless covered under contract) of Hill-Rom, regardless of their location, including allmajority-owned subsidiaries. It governs expenses incurred during Company travel, as well asexpenses incurred locally regarding Company business. The Company may at times apply tightertravel restrictions.To the extent that a Hill-Rom business unit, legal entity, location in which Hill-Rom operates or anyHill-Rom business or function has adopted more stringent requirements than set forth under thispolicy, employees of that business unit, legal entity and/or at that location or within that function mustfollow such more stringent requirements. Employees should consult with their local finance leader todetermine if more stringent restrictions are applicable.1.3 ResponsibilityEmployee Responsibility Employees are responsible for reading and complying with this policy.All employees are to conduct themselves appropriately and professionally and to comply with theCompany’s Global Code of Conduct in all their travel experiences.Prior to travel, if a particular situation is not covered by policy, employees should contact theirmanager/supervisor or the Manager of Global Travel for direction.

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016 Page 6 of 30If a situation arises unexpectedly while traveling and employees are not able to reach theirmanager/supervisor or the Manager of Global Travel, employees should determine the mostreasonable and economic option and make the best business decision aligned with this.Knowledge of and adherence to local laws at the travel destination are the responsibility of theemployees.Employees are responsible for the timely submission (within 30 days of completed travel) ofcomplete and accurate expense reports. Expense reimbursement is not intended to provideadditional compensation or any inducement for travel.Employees who do not comply with policy may be subject to delayed, partial or forfeitedreimbursement and/or disciplinary action.Delegation of expense report preparation does not relieve the employee of the responsibility ofcomplying with this policy.Manager/Supervisor Responsibility Manager/Supervisors are responsible for assuring their direct reports are complying andsubmitting expense reimbursement documents as stated in this policy.Manager/Supervisors are responsible for the timely review of the expense reports of theiremployees.Delegation of the review of their employees’ expense reports does not relieve themanager/supervisor of the responsibility of complying with this policy.Manager/Supervisors are responsible for conveying to their employees the importance ofavoiding real or perceived conflict(s) of interest as it relates to choosing travel providers.Compliance It is Hill-Rom’s policy to ensure that all travel, meeting and event expenses meet ourrequirements regarding ethical conduct as outlined in the Global Code of Conduct and areexecuted with proper review and authority.The Company assumes no obligation to reimburse employees for expenses that are not incompliance with this policy.Violation of any provision contained in this policy may subject involved employees, includingapproving managers or supervisors, to corrective action up to, and including termination ofemployment and/or disciplinary action.2.0 GENERAL INFORMATIONFor additional information, please visit the Travel Services website: Travel Services.This policy and corresponding Intranet website have been designed to facilitate compliance with theCompany’s programs and to assist you in using them effectively and efficiently.Employees are expected to use Company funds and resources in a prudent and appropriate mannerto facilitate Company business – whether it is internal to the Company or with our external customersand suppliers. All employees and contractors (when representing Hill-Rom or its subsidiaries) are toconduct themselves appropriately and professionally and to comply with our Company’s Global Codeof Conduct in all their travel experiences. The Global Code of Conduct may be found at the followinglink: Global Code of Conduct

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 7 of 30Managers of traveling employees, and approvers of expense reports, are responsible for coachingemployees on cost effective management of business travel. The traveler and his/her line managerhave ultimate responsibility to ensure that Company money is spent appropriately.Where the Policy references “Area”, it is referring to the location where the employee resides.Area 1Area 2Area 3The AmericasAPACEurope / MEATI2.1 SAP ConcurSAP Concur is the Company’s integrated global solution for managing all travel expenses.Employees are required to process all Company travel expenses within the required guidelines asdefined in this Policy, via the Concur application, if available to the site.If your site does not use Concur, please contact your local finance leader for information to processtravel expenses; this policy applies equally to those locations not using Concur. The Company mayuse functionality within Concur to analyze or audit employee spending for compliance with this policy.2.2 Travel CardThe use of the Company’s designated Travel Card to pay for travel-related expenses is requiredwherever it is accepted. Where a Travel Card is available to employees, all employees who travelare expected to apply for a Travel Card by completing the application form. For the employees in theUnited States and Canada, this form can be found on the Hill-Rom Intranet at the following link:Finance Forms. For employees in other locations, please contact your local credit card administratorwhich can be found by clicking the following link : Credit Card AdministratorsAnnual fees, if any, for these cards will be absorbed by the Company. Personal credit cards may onlybe used for Company travel expenses in circumstances where an employee has not been issued aTravel Card or when a vendor does not accept the Travel Card. In the event an employee has not yetreceived a Travel Card, airline purchases will be charged directly to the Company.Cash advances are not permitted on the Travel Card.When travelling internationally and using the Travel Card, employees may be given the option to payfor a travel expense in local currency or in their home country currency. In these instances, theemployee should always select local country currency as the Company receives favorable currencyexchange rates from our Travel Card providers.Using the Travel Card for personal expenses is STRONGLY discouraged. In the rare circumstancewhen the Travel Card must be utilized for personal expenses, the charge must be marked aspersonal on the expense report. Any reimbursement due to an employee will be reduced by theamount of personal expenses. If the amount of personal expenses exceeds the amount to bereimbursed, the employee should provide reimbursement of the excess personal expense to the localsite finance personnel or Corporate Accounting.Your Travel Card is a valuable tool which provides benefits to both the Company and you. Using aTravel Card provides valuable information about travel patterns and costs that can be used in

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 8 of 30negotiations with suppliers. Using your Travel Card also benefits you by minimizing the amount ofcash you must carry and making it easier to account for expenditures.2.3 Expense Limits and Approval ThresholdsAll expense limits and approval thresholds in this policy are denoted in USD, unless otherwise noted.These limits and thresholds should be converted into local currency using the Annual Plan exchangerates as published by Treasury for that year. These rates can be found at ANNUAL PLANEXCHANGE RATES.2.4 Alternatives to TravelBefore planning a trip, determine if there is a way to meet your objective without traveling. Today’stechnologies usually enable collaboration at a significantly lower cost and with less time away fromhome and work. Travel is expensive and takes a toll on work and family effectiveness – leveragetechnology and the Internet as much as possible to meet your business needs. These technologiesinclude: Video-conferencingAudio-conferencingVirtual Meetings (e.g. WebEx/Skype Meetings)Employees should consider, and use, the above technologies in lieu of travel between Companysites. For information on these tools, please contact the Company’s IT Service Desk. When travel isrequired, make travel decisions that meet the needs of the business and achieve the optimal costconsistent with your safety and well-being.2.5 Pre-Approval for International TravelInternational travel (travel between continents) requires pre-travel authorization from the employee’sELT representative (Area 1 travelers) or Regional President (Area 2 & 3 travelers). Such approvalshould be documented in writing (e.g. email) and submitted as part of the employee’s expense report.Pre-travel authorization is not required for travel within the same continent however the travelershould explain to their supervisor why the trip is necessary— that the trip objective cannot beaccomplished by other means (i.e. web or video conferencing) and that the potential benefits of thetrip justify the expense.2.6 Policy ViolationsSafety, Risk Management, Compliance, Laws and Government reporting requirements are taken intoconsideration in this policy. If a business traveler disregards the policy intentionally or repeatedly, oneof the following actions may be taken: Financial consequences for you (e.g. delayed reimbursement, Company denial of reimbursementfor non-allowed expenses, etc.).Your manager may require you to have extra approval steps in your travel planning (e.g. pre-tripauthorization) or your Company-sponsored payment privileges may be suspended.Violations of the Company’s travel policy (e.g. managing or spending Company fundsinappropriately) may result in disciplinary action, up to and including termination of employment.

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 9 of 302.7 Use of Preferred Travel AgenciesAll travel arrangements including air travel, lodging, car rental and rail travel must be booked throughthe Company’s designated travel agencies. The Company does not permit travelers to book businesstravel arrangements via the airlines direct, on the internet, or through third party independent travelagencies. If you find lower costs for your travel, contact your agency immediately to discuss optionalbooking procedures. Enroute changes should be made through the same location when possible.This will assist the Company in locating the traveler in emergency situations.Your designated travel agency is based on where you live and can be found on the Travel Portal atTravel Services. If you do not see a designated travel agency for your country, please contact theManager Global Travel, at [email protected] for assistance/referral.The travel agency is responsible for providing you with options consistent with the guidelinesestablished in this policy. The traveler is responsible for the accuracy of his/her travel scheduleincluding dates, times, flights, and routing after the travel agency has confirmed the itinerary over thephone or by email to the traveler or travel arranger.Employees expecting to travel at least once per year should have a traveler profile on file with theirdesignated travel agency to ensure that pertinent details and preferences are adhered to in thereservation process. The traveler is responsible for informing the travel agency of all personal travelinformation changes, or updating them in the approved online booking tool (if available in theircountry). This will include Travel Card number and expiration date, phone number, seat preferences,etc.2.8 Use of Preferred VendorsTravelers are required to utilize preferred vendors (airline, lodging, car rental, rail, etc.) with whom theCompany has negotiated special rates and/or concessions, if equal to or less than other options.Should an employee choose not to utilize a preferred vendor, he/she may not be reimbursed for theexpense. Preferred vendors are listed on the Travel Portal under Travel Resources, through thebooking agent at your designated travel agency, and in the online booking tool (if available in yourcountry).2.9 Additional Travel Guidelines and Restrictions Hill-Rom Global Code of Conduct - Employees are required to adhere to the Company's GlobalCode of Conduct, which requires employees to adhere to the highest standards of businessconduct, including while traveling on Company business.Gambling Trips - The Company policy is that we will not take employees or customers gambling.Gambling trips are not to be planned as part of either customer visits or internal businessmeetings.Interactions with Health Care Providers - Please reference the Global Policy on Interactionswith Health Care Providers, located on Hill-Rom Connect or contact the Hill-Rom GlobalCompliance Office.Upgrades - Any upgrades for air, car, hotel, etc. may be made at the traveler’s expense or whenthe Company incurs no additional cost.Travel Tipping - Travelers will be reimbursed for non-meal tips at a reasonable cost withsufficient itemized documentation. (e.g. 1 per bag for porter, shuttle driver, 10%-20% for taxi,etc.).

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 10 of 302.10 Spouse/Companion TravelThe Company discourages spouse/companion travel and will not reimburse travel and eventexpenses incurred by a spouse or other individual accompanying an employee on business unless: There is a bona fide business purpose for taking the spouse or other individual.The reimbursable spouse/companion travel is approved in advance by your ELT member with thebusiness purpose clearly stated. Such approval should be documented in writing (e.g. email) andsubmitted as part of the employee’s expense report.All reimbursed expenses incurred for spouse/companion travel will be fully taxable to the employee incountries where applicable. When a spouse or other individual accompanies an employee at theemployee’s expense for personal reasons, the additional cost must be separated and excluded fromthe employee’s reimbursable expenses on the expense report.2.11 Emergency Travel AssistanceYour agency will provide you with a 24-hour number to call in the event you need to change yourtravel arrangements and the agency is not open.In case of an emergency please contact the TravelSafe hotline at 1 312-894-0147 or via theTravelSafe with Worldcue mobile application. Information on the Hill-Rom TravelSafe program maybe found at the following link: Travel Safe Program.2.12 Travel Insurance Coverage (U.S. Employees Only)In the event of accidents while traveling on Company business, the following Company providedcoverage may apply: Accidental Death and Dismemberment – Reference the Summary Plan Descriptions of yourEmployee Benefits Booklet.Business Travel Accident – Reference the Summary Plan Descriptions of your Employee BenefitsBooklet.Group Life Insurance – Reference the Summary Plan Descriptions of your Employee BenefitsBooklet.Workers Compensation – Differs by State.Please also see U.S. Health & Wellness Benefits for more information.2.13 Travel Insurance Coverage (All Non-U.S. Employees)The Company provides Business Travel Accident coverage for all Non-U.S. Employees. Other travelinsurance coverages vary from region to region. Please consult with your local Human Resourcerepresentative for more information.2.14 Travel Card – Travel InsuranceUnder terms of the Company sponsored Travel Card agreement, cardholders may automaticallyreceive certain travel insurance benefits when using the Travel Card to pay for related expenses.These benefits may differ by country. Country specific benefits can be obtained by calling the phonenumber on the back of your Travel Card.

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 11 of 303.0 AIR TRAVELAll travelers should make travel plans early enough to book flights at least 14 days before your tripbegins for travel within a continent and at least 21 days in advance for travel between continents. Ifavailable in your country, use the Company’s on-line/Internet-based booking tool to confirm your airtravel. If your country does not offer such a tool, work closely with your designated travel agency(see Section 2.7) as they will recommend flights based on your business needs and will identifyselected routes and/or carriers where the Company has specially negotiated rates. Travelers will berequired to utilize preferred vendors if the fare offered is equal to or less than that offered by a nonpreferred vendor. This will ensure that the Company is compliant with contractual agreements.Use of personal frequent flier miles/points/vouchers to upgrade to a higher class of service, or reduceor offset the cost of a ticket is not reimbursable.The Company will not reimburse the cost of seat assignments unless no seats are available free ofcharge at time of booking.An airline receipt obtained from the airline at time of check-in or travel invoice with the purchasedticket amount must be submitted with your expense report regardless of the method of payment.For assistance in obtaining visas and/or passports, travelers should contact their designated travelagency. Travelers should ensure that their visas and passports have sufficient remaining validitywhen traveling outside their home country. The cost of obtaining and renewing visas and passportsare reimbursable by the Company.Tickets purchased thru the designated travel agency will prompt an email from iJET/World Aware tothe traveler regarding their trip. The traveler is responsible for registering their trip in iJET’s system.Travelers can log-in to the system and research their destinations. Email alerts are sent to thetraveler about security and health related issues. Please see the Global Travel Risk ManagementPolicy at the following link: Travel Risk Management Policy3.1 Airline Class of ServiceEmployees are to use the lowest logical airfare as defined in Section 3.2. Class of service ispredicated upon the length of individual flight segment and position in the Company as follows:PositionELTVice Presidents and aboveAll other employees 6 hoursBusinessCoachCoachSegment Duration 6 hours and 10 hoursBusinessBusinessCoach 10 hoursBusinessBusinessPremium Economy3.2 Lowest Logical AirfareTravelers are expected to book the lowest logical airfare as determined by the travel agency for travelwithin a continent based on the following parameters: Routing requires no more than one connection each way.Routing does not increase the one-way total elapsed trip time (origin to destination) by more thantwo hours.

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016 Page 12 of 30Time Window: Departure/arrival must be no more than two hours before or after requested time.Savings must be at least 250 of the round-trip coach/economy fare to offset scheduleinconvenience.Non-refundable fares may be declined if the cost differential is less than 150.Travelers are required to use our preferred vendors if the cost of the ticket is equal to or less thanthat offered by a non-preferred vendor.Upgrades to Business or Premium Economy classes are not reimbursable unless no other seatsare available in your permitted class of service at the time of booking.For travel between continents, travelers are expected to book the lowest logical airfare based on thefollowing parameters: Routing does not increase the one-way total elapsed trip time (origin to destination) by more thanthree (3) hours.Savings must be at least 1,000 to offset schedule inconvenience.Alternate airports will also be considered when researching the lowest fare available (e.g. travelingto/from Batesville, the airports offered would be Cincinnati or Indianapolis. Other examples would beDallas Ft. Worth and Dallas Love Field, Chicago Midway and Chicago O’Hare, or London Gatwickand London Heathrow).3.3 Frequent Flyer Program BenefitsTraveling employees may retain frequent flyer program benefits for their personal use. However,participation in these programs must not influence flight selection, which would result in incrementalcost to the Company beyond the lowest logical airfare available, as defined, or which results in theuse of a non-preferred vendor over a preferred even if the costs are equal. Use of personal frequentflier miles/points/vouchers to upgrade to a higher class of service, or reduce or offset the cost of aticket is not reimbursable.3.4 Changes or Cancellation of TravelIf you must change or cancel your travel arrangements, do so as soon as possible to avoid penalties.For air travel, many tickets lose their value if not cancelled prior to travel. Unused non-refundabletickets will be held by the agency and when possible, applied to future travel. Your unused ticket canbe submitted for reimbursement by attaching the invoice emailed to you by the agency as yourreceipt/proof of purchase.For travel booked using one of the Company’s online booking tools, cancellations should be made viathe online tool. Changes to air travel, after a ticket has been issued, must be made directly with thetravel agency.When a ticket is exchanged for new travel, the exchange fee and any additional fare charged must bedocumented and e-mailed to you. This must be included with your expense report. Refundable ticketswill be processed for credit as soon as possible after receipt by the travel agency. Typical processingtime for the airlines is 6 weeks. Travelers who do not receive credit for refundable tickets in areasonable time should call the travel agency that booked the ticket.

C O N F I D E N T I A LA N DP R O P R I E TAR YEffective DateJanuary 1, 2019CORPORATE POLICYGLOBAL TRAVEL, MEETING AND EXPENSE POLICY – No. 1016Page 13 of 303.5 Key Personnel Air Travel Policy / Employees Traveling TogetherIt is impossible to foresee and describe all special travel needs and arrangements that will arise forofficers and other key personnel. Subsequently, guidelines for every situation are not practical.However, to reduce risk and potential critical loss, it is recommended to avoid planning or creatingtravel plans that place large employee groups together in a single aircraft.Any exceptions to the following will require the advanced approval of the Company’s President &Chief Executive Officer (CEO): No more than 4 ELT members may travel together.No more than 2 of the following may travel together: President and CEO, Chief Financial Officer,SVP Corporate Secretary & Chief Legal Officer.4.0 GROUND TRANSPORTATIONThe most economical mode of transportation should be used when traveling consistent with Companysafety standards. Employees traveling to the same location should share ground transportationwhenever possible.Use of ride-sharing services such as Uber and Lyft are not recommended but are reimbursable.These services are not permitted in high-risk locations where travelers should only use transportorganized by local hosts, their designated travel agency, or trusted sources. At the time travel isbooked, Travel Services will send email alerts to the employee when travel is booked in high-riskareas.4.1 Rental CarA rental car may be used when other means of transportation are unavailable, more costly orimpractical. Consider the additional cost associated with parking a rental car.The recommended category of rental car is an intermediate/mid-size vehicle, or smaller, unlessseveral employees are traveling together and renting a larger car would avoid additional car rentals orif you ar

Jan 01, 2019 · EFFECTIVE January 1, 2019. . 2.1 SAP Concur 2.2 Travel Card 2.3 Expense Limits and Approval Thresholds 2.4 Alternatives to Travel 2.5 Pre-Approval for International Travel 2.6 Policy Violations 2.7 Use of Preferred Travel Agencies .

Related Documents:

Personal cash, checks, charge and/or debit cards are not to be used to incur any UPMC travel and business expense. IV. TRAVEL & BUSINESS EXPENSE POLICY TERMINOLOGY A. Authorized Travel Agency: Refers to the travel agency contracted by UPMC, . i.e. spa treatment included in the hotel bill. Personal .

a company travel configuration is created for each country the legal entity is located in. Features Available in Travel System Admin To access Travel System Admin, on the menu, click Administration Travel (on the sub-menu) Travel System Admin. NOTE: If Travel System Admin is your only Travel option, then the commands are

Travel Agency to: Travel Agency rve cel Travel Agency to: – Reserve a Travel: – Cancel a Travel Pay the Travel Payment f a Travel re s Insurance P H – Pay the Travel a The Travel Agency needs to be in contact with a Visa cilities ervation faciliti e urchase nds on be in contact with a Visa payment center in order to be paid by the .

53 Best Travel Agency - Hong Kong Westminster Travel Limited 54 Best Travel Agency - India Thomas Cook (India) Ltd. NEW VS. 2018 55 Best Travel Agency - Indonesia Panorama Destination Indonesia 56 Best Travel Agency - Japan JTB Corp. 57 Best Travel Agency - Malaysia Mitra Tours & Travel 58 Best Travel Agency

and report accurately on spend. We’ve included a helpful template that you can copy, paste, and customize. Creating an Expense Policy Firms using automated Travel and Expense solutions report that finance teams save 10 hours per week in the expense report process.1 1. AMI Repor

school’s Senior Staff Assistant in order to process the new online Travel Expense Report (TER) upon completion of travel. Travel Courses Travel Courses are faculty-led domestic or international travel experiences that are credit bearing. Guidelines for domestic travel courses differ from international ones, as detailed in the following sections.

travel that would include registration fee, hotel, airfare, meals, mileage, etc. Expense Report: Submitting travel receipts and travel costs for reimbursement is now referred to as submitting an Expense Report in Workday. Travel Request/Claim Form vs. Workday Spe

Time & Expense is a web based automated time and expense collection system. Allegis Group Users . Field Support and Operations Support Group (OSG) only. To change your Time & Expense password. Users and Approvers only. To Un-Submit a time card or expense report that was submitted pre

Sep 20, 2019 · FIN: Create Expense Report and/or Verify T&H Card Transactions for Departments Updated as of September 20, 2019 Page 7 of 11 3. Enter information for the Expense Line: a. The Date is the day that the expenses were incurred. b. The Expense Item is the classification of the expense that was incurred. For example, a f

You can also enter expense items in an Excel spreadsheet template and then import expense items into the system. The copy/paste feature in Excel may save you time when entering expense reports with many items. However, keep in mind that you cannot add attachments to expense item

Create a new expense report. Attach credit card transactions and other previously created expenses to an expense report. Create new expenses for an expense report. Attach a receipt to any expense for an expense report, either by taking a photo of the receipt or by uploa

Travel Allowance Itinerary: This data object references the specific itinerary associated with the expense. Travel Allowance Itinerary (On Report): This data object references any itinerary attached to the report, and is not specific to what is linked to an expense. August 12 2011 Added information about:

Oct 01, 2018 · Business and Travel Expense Policy Expenses incurred for university business that comply with the policy and relevant sponsor requirements, federal regulations, other relevant documents, and any departmental guidelines may be paid and/or reimbursed under the BTE Policy. Business

To return to your own tasks . 1. Click the user’s name. 2. Then click Done acting for others. Note: The Profile menu now appears. REV 10/29/2018 16 . Submitting a Travel Request Prior to your business trip, submit a travel request for approval. An approved travel request is required for an . Travel Start Date Travel End Date .

20 JULY 1, 2015.com BUSINESS TRAVEL BUYER’S HANDBOOK 2015 POLICY and local policies should get stricter. 2. An umbrella policy with addenda for individual countries will work if travel expense or management information system data is available. 3. Companies can group countries with common travel requirements and cultures into a regional .

The Travel Itinerary should be approved by the Individual’s manager. The itinerary serves as a planned, budgeted, listing of all business-related travel that the Individual is expected to complete in the fiscal year. The Travel Itinerary shall be then approved by the CFO and/or CEO prior to booking travel

corporate tool vs. consumer application) Select travel vendors for transportation, lodging Confirm alignment to corporate travel policy, request approval p Transparency/data p Travel vendor incentives q Travel costs Decide where to pur-chase any incidental expenses (e.g. meals, taxis, et

Insurance, the administration of Travel Insurance coverage, or covered under a policy of Travel Insurance; and c. Any other service that is furnished in connection with planned travel and is not directly or indirectly related to Travel Insurance, the administration of Travel Insurance coverage or covered under a policy of Travel Insurance. 4.

Travel Card Training . Welcome to COMTRAWING SIX! The Wing uses the Defense Travel System (DTS) for all travel requirements. To implement the order writing and travel claim system all hands must have an active government travel card. Use of the Government Travel Charge Card (GTCC) is mandatory. The GTCC must be used for all transportation,

½ tsp baking powder 45ml milk (dairy, nut or oat based) 1 tsp butter ½ tbsp oil maple syrup or lemon and honey or chocolate spread or berries, to serve (optional). Method. 1. Separate the egg, setting the egg white aside for a moment in a large bowl. Mix together the egg yolk, flour, baking powder and milk to make a smooth paste. 2. Using an electric or hand whisk, beat .