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Corporate Travel Policy Template - Runzheimer International

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Corporate Travel Policy Template - Runzheimer International Powered By Docstoc
					Corporate Travel Policy Template
          Effective mm/dd/yyyy
Introduction
These policies and procedures are designed to act as a guideline for business travel, entertainment
expenses and miscellaneous expense reimbursements. They are based on practices employed by most
organizations take into consideration what is considered reasonable.

The policy has been designed to ensure that:

    •       Expectations are clear and consistent
    •       Employees receive legitimate and timely reimbursements
    •       The Company has appropriate accounting controls in place

Business travel is very expensive and we trust both the business opportunity and the cost of the travel
are evaluated. Employees are expected to exercise prudent business judgment in relation to all travel
and entertainment expenses. Thank you in advance for your support.


Expense Reporting
Process
All employees are expected to use either the Company’s automated Travel & Entertainment expense
reporting system or the Expense Form.

Employees must file expense reports no later than 30 days after incurring the expense. Charges made
to a Company charge card not reported on an expense report after 30 days from the billing statement
will result in a hold placed on all employee expense reimbursements until the charge is submitted.
Expenses must be submitted for reimbursement within 3 months of being incurred, or they will not be
reimbursed.

The employee’s manager must approve all expense reports and is responsible for verifying the business
purpose, totals, documentation, and policy compliance. The Company assumes no obligation to
reimburse employees for expenses that are not in compliance with this policy.

Receipts
Documentation of expenses such as receipts, paid bills or similar verification is required for expenses of
$25.00 or more. When a receipt is not available, a full explanation of the expense and the reason for
the missing receipt is required. Receipts must include the name of the vendor, location, date and dollar
amount.

Corporate Charge Card
A corporate charge card will be provided to any employee who makes a minimum of four business trips
per year or who can justify the need for a travel or procurement card. All detailed spending information
that is transacted through the corporate charge card is fed directly into the automated expense system.

Other Payment Methods
For those employees who do not have a corporate charge card, expenses can be booked in one of two
ways. Items can be charged to the Company’s designated Finance Department charge card or it can be
charged to the charge card of someone else within the employee’s department. For all other out-of-
pocket travel-related business expenses, employees should use an alternative form of payment. The
Company will reimburse employees for approved travel-related business expenses provided all other
travel policies are followed.

Reimbursement
All expense reports submitted by the 10th of the month will be reimbursed in their mid-month
paycheck. Expenses reports submitted by the 25th of the month will be reimbursed in their end of the
month paycheck.


Travel Planning
Employees are expected to plan their own travel. If assistance or additional help is needed, the
Company contracts with xxxx, in order to assist with travel-related activities. All employees have the
option of using the online booking tool for arranging all business travel (airfare, hotels, car rentals, etc.).
Travelers may also directly utilize the travel agency’s agents when planning for complicated trips,
including international travel or multi-city trips. Additional fees are required for this service.


Air Travel
Employees should make air travel reservations at the “lowest logical airfare”. Advance planning is
crucial to obtaining lowest logical airfare. Whenever possible, travel arrangements should be made at
least 14 days in advance, but no more than 45 days in advance.

On flights less than three hours in duration, employees are to travel at the lowest available rate within a
one hour window of convenience. For flights over three hours in duration, employees are to travel at
the lowest available rate within a 2 hour window of convenience. Stops en route or change of aircraft
may not delay the employee more than one and a half hour if a direct, nonstop flight is available, and
the savings must exceed $100.00. Employees may fly business class on international flights exceeding
six hours in duration. If employee will fly coach thereby saving the company substantial amount of
funds, then the company will provide a $400.00 bonus to the employee.

Employees are allowed to extend their business trip into vacation time, provided that the employee
directly pays all additional costs.

Unused non-refundable tickets should be used on another trip of equal or higher value, but are not
transferable to another traveler or another airline. The employee should be responsible for any and all
unused tickets and should utilize them in a timely and appropriate manner.

Employees are allowed to keep their frequent flyer bonus points as long as they do not travel
unnecessarily, or cause the Company to incur costs above the lowest available travel option. The
Company will pay for one Airline Club membership for each frequent traveler.
Lodging
Travelers are expected to stay in reasonably priced hotels such as Marriott Courtyard, Hilton Doubletree
and Sheraton. Travelers should generally stay at this quality level of hotel or below, and located as close
as possible to the place of business in order to avoid unnecessary ground transportation charges.

Employees are responsible for cancelling the reservation and will be held responsible for no-show
charges, unless there is sufficient proof that the billing is in error or circumstances were beyond the
traveler’s control.

Only lodging, room service and telephone costs should be charged directly to your hotel
account/statement.

Employees travelling on company business should utilize single room accommodation. A sound business
reason must exist in order to warrant the use of a suite.

The following items are usually not reimbursable: In-room movies, hotel gym, massage services, sauna
facilities, mini-bar charges. Room service charges and laundry charges are generally non-reimbursable
expenses, but can be approved by a manager.

Employees are allowed to keep any benefits derived from the lodging loyalty program provided the
employees don’t upgrade the room category in order to achieve more points or extend their stay in
order to receive additional points.


Meals
Food and beverage expenses should be directly related to fulfilling business objectives. Employees will
be reimbursed for business-related meals taken with other employees only in the following
circumstances:

    •       When a client is present
    •       When at least one company employee is from out of town
    •       When, for confidentiality reasons, business must be conducted off company premises

Please note that employees will not be reimbursed for entertaining other employees unless there is a
direct reporting relationship between them.

If an employee consumes alcoholic beverages during business travel, the Company expects that
employees will act responsibly and avoid excess. An employee, who is arrested and convicted for
Driving Under the Influence while in the performance of company business, or when returning from a
business function, is subject to disciplinary action.

Tips may not exceed 20% of the cost of the meal.


Ground Transportation
Employees are expected to use the most economical ground transportation appropriate under the
circumstances and should generally use the following, in this order of desirability:

Courtesy Cars
Many hotels have courtesy cars, shuttles, or buses. These will take you to and from the airport at no
charge. Employees should take advantage of this free service whenever possible.

Taxi
When courtesy cars and airport shuttles are not available, a taxi is often the next most economical and
convenient form of transportation when the trip is for a limited time and minimal mileage is involved.

Car Rental
Employees will be allowed to rent a car while out of town provided that the cost is less than alternative
methods of transportation. Employees should reserve an intermediate or mid-sized car, or smaller, if
traveling alone. A larger-sized rental car may be necessary if three or more employees are traveling
together. Luxury car rentals are not reimbursable. Employees may book a car rental class of service one
level higher when:

    •       The traveler can be upgraded at no extra cost
    •       Two or more company employees are traveling together
    •       Entertaining customers
    •       Cars in the authorized category are not available
    •       Transporting excess baggage such as booth displays.

The Company has business automobile insurance coverage with its insurance company. As a result,
employees should decline Collision/Loss Damage Waiver/Liability insurance coverage when renting an
automobile in the United States or in Canada. Additionally, whenever possible, the prepaid gas option
should be declined.

Should a rental car accident occur, employees should immediately contact the rental car company, local
authorities (as required), and the Human Resources Department.

Employees are advised to use reasonable prudence and common sense regarding their personal safety
when traveling on Company business, and should always be in compliance with the laws of the locality
in which the employee is traveling.

The Company will pay for one Automobile Club membership for each frequent traveler.

Personal Cars
All employees (who are not on the Company’s automobile allowance plan) will be reimbursed for the
use of a personal vehicle for business use at the Company’s established mileage reimbursement rate.

When utilizing a personal vehicle for Company business, your business mileage reimbursement should
be based on the incremental mileage traveled above your regular commuting mileage during working
days (Monday – Friday). For example, if you drive to an airport or to a seminar, the incremental mileage
reported should equal the total mileage driven, minus the mileage that you would normally drive to and
from the office. If you utilize a personal vehicle for company business during non-working days
(Saturday and Sunday), you are able to report the full mileage of the trip; there is not deduction for your
regular commuting mileage. This would not apply to employees working out of their home offices.

Travelers are responsible for maintaining their own personal automobile insurance.

Misc. Transportation Expenses
Parking and toll expenses, including charges for hotel parking, incurred by employees traveling on
organization business will be reimbursed. Any costs resulting from accidents or traffic violations while
on Company business and when the employee is the driver of the automobile, and are generally not
reimbursed by the Company.

For safety reasons, it is highly recommended that when employees are traveling internationally for the
first time or when employees have endured a lengthy international flight, they consider not renting a car
and instead utilize an alternate form of transportation. This recommendation recognizes the factors of
fatigue to the traveler, the foreign language of the country (maps, signs, etc.), and the change in driving
habits and street configurations of the international location, each of which may have negative effects
on the traveler.


Telephone
Employees will be reimbursed when using their personal cellular telephone, calling cards or home phone
for business related phone calls which are reasonable and necessary for conducting business.
Employees will be reimbursed for personal telephone calls while traveling on business:

    •       Not to exceed $10.00/day for domestic travel
    •       Not to exceed $50.00/day for international travel.

All employees authorized to use cellular phones will be reimbursed a maximum of $50.00 per month for
business related calls made on personal cellular phones.


Entertainment Expenses
"Entertainment" is defined as when an employee of the Company entertains a client or prospect for
business reasons. This category may include such items as a business meal, sporting event, theater, etc.
When entertainment expenses are expected to exceed $200 for one event, prior approval is required
from a manager.

The following will not be reimbursed under any circumstances:

    •       Gentlemen’s Club membership dues or "expenses"
    •       Escort services (neither men nor women)
    •       Gambling expenses
Business Continuity
No more than seven (7) company employees or three (3) company executives should travel in the same
airplane, train, boat or vehicle.


Miscellaneous Expenses
The Miscellaneous column is designated for expenses that do not fit into the previous categories, yet are
directly business related and therefore reimbursable. ONLY the following items can be considered as
reimbursable business expenses:

    •       Business gifts of reasonable value with prior approval
    •       Currency conversion and traveler check fees
    •       Laundry / Dry Cleaning / Suit Pressing for trips exceeding 4 days
    •       Office services (i.e. faxes, copies, overnight delivery / postage)
    •       Parking & Tolls
    •       Passport and visa fees for employees required to travel internationally
    •       Seminar fees / training classes with prior approval
    •       Subscriptions with prior approval

Be sure to note that the following items are NOT reimbursable under this policy:

    •       Car repair or car washes
    •       Child care/babysitting/ pet care and transportation
    •       Clothing purchases
    •       Delinquency fees / Finance charges for personal credit cards
    •       Duties or customs charges applied to personal property
    •       Golfing fees (green/cart rental) or purchase of sporting equipment
    •       Grooming, nail or hair salon expenses
    •       Health club fees, tanning, or spa charges
    •       Loss / Theft of personal funds or property / Lost baggage
    •       Medicines and toiletries
    •       Membership dues at for private club or recreational organization
    •       Personal books, magazines or other entertainment
    •       Personal birthday, wedding and shower celebrations
    •       Political or charitable contributions
    •       Theater, cinema or opera tickets
    •       Valet service


Telephone Numbers and Contact Information
Travel Administrator – John Doe - (xxx) yyy-zzzz

VP, Finance - Jane Doe - (xxx) yyy-zzzz

				
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