1.0 Introduction

National FFA Organization/National FFA Foundation Travel and Entertainment Policy Originated- 01/3/2002 Updated- 11/10/2004 Updated- 01/25/2006 (Alcoholic beverages) Updated- 05/19/2006 (AAA membership) Updated- 05/02/2008 (local car rentals) Updated- 03/06/2009 (travel committee recommendations) Updated– 05/05/2009 (Introduction, authority, exceptions, emergencies) 1.0 Scope Introduction This document contains the National FFA Organization’s and National FFA Foundation’s (FFA hereafter) combined policies and procedures for travel and travel reimbursement. It covers authorized travel expenses incurred on behalf of FFA, including programs, board meetings, conferences, task force meetings and similar events. It is to be consistently applied to all such business conducted by staff, officers, national officers (minor exceptions in NO handbook), board members, consultants, members, suppliers and volunteers. FFA operates as a tax-exempt not-for-profit to accomplish its charitable purpose of promoting agricultural education and the growth of its student members. As such, it is subject to the very highest expectations of stewardship for the resources which it manages on behalf of its members, advisors, alumni, sponsors and the public. FFA manages more than 5,000 trips and $3 million of travel expenses annually. The “average” FFA staff member manages $20,000 of travel expenditures each year. FFA and industry experience indicates that a well-managed travel program saves up to 10% annually. This $300,000 of potential savings equals the salaries plus benefits of 5 staff members. FFA considers travel expense to be a strategic investment. FFA seeks to accomplish several objectives through this policy: • • • • • Ensure the safety and well-being of travelers. Provide staff and representatives with highly effective required resources. Minimize the TOTAL time and dollar cost of travel. Encourage steps and options to reduce both current and future expenses. Implement controls to prevent, detect and mitigate fraud and misuse. (FFA’s historic record is not better than the typical firm. In 2007 the board instructed FFA staff to take steps and make investments to significantly improve performance in this area). Ensure accurate accounting for expenses to the appropriate program. Provide flexibility to take advantage of opportunities and manage exceptions. Context Objectives • • Approach To best achieve these objectives, FFA employs a centralized strategy using a single policies and procedures document, an experienced internal travel manager to administer the policies and manage vendors, a set of preferred travel service providers chosen through a competitive bidding process, accounting review and audit of travel expenses and a cross-team representing all divisions to review and update travel policies, procedures, controls, systems and providers. Staff members who see individual or systematic opportunities for improvements are expected to furnish that information to the travel manager and escalate the conversation to the CARE division director (or higher) as required. The internal travel manager will use this feedback to improve services. Page 1 of 15 Application These policies and procedures address trade-offs across effectiveness, total costs, responsiveness, controls, administration time, service quality, staff time, accuracy and empowerment. Travelers are generally expected to follow both the letter and the spirit of these policies. They are to represent FFA in a professional manner and use good judgment in applying and interpreting the policies. When exceptions are required to meet business needs, they should be pre-approved whenever possible and the business rationale documented. Where exception approval procedures are specified below, they should be strictly followed. Travelers who disregard this advice will not be reimbursed for their expenses. When the National FFA Foundation Executive Director reports directly to the Foundation Board of Trustees, the Executive Director steps into the role of the COO for the purpose of approving exceptions for National FFA Foundation activities. Table of Contents Section 1.0 2.0 3.0 4.0 5.0 6.0 Contents Introduction Policy Responsibilities Employee Benefits Emergency Preparedness Forms Page 1 3 13 13 14 16 Page 2 of 15 2.0 Policy FFA reimburses travelers for incurred expenses that are directly connected with the performance of their duties in accordance with the limitations and reporting requirements set forth within this policy. All travel exceeding $100 must be pre-approved by the traveler’s manager, using the official form or a substitute form containing the required information. This can be an email or a list of approved program travelers and maximum amounts. Travel forms are to be used when arranging travel through the travel agent. A copy is to be submitted to the traveler’s responsible Division Director when travel is booked. All employees must submit adequate documentation including the approved travel form to support the nature and purpose of business expenses incurred. FFA’s reimbursement system provides a mechanism for timely reimbursement of these expenses. Except for group meetings coordinated by FFA and local hotels with negotiated agreements, expenses other than airline tickets and car rentals may not be billed directly to FFA. In order to ensure the best service and rates from FFA travel vendors, employees traveling on FFA business must use any FFA designated travel partner(s) for air, hotel and vehicle rental reservations. The consistent use of FFA designated travel partners is essential for FFA to earn discounts and service levels in its negotiated agreements. Unless special pre-approved circumstances justify the need for using alternative services or vendors, such expenses will not be allowed. Award programs associated with travelers’ corporate or personal credit cards are the property of the cardholder and may be redeemed for personal use. However, companion airline tickets available at the Gold and Platinum American Express Corporate card levels are for FFA use only. General Exceptions The authority to grant non-emergency exceptions resides with the COO and cannot be delegated. Exceptions to the use of the FFA designated travel partners will be reported to the traveler’s manager as part of compliance monitoring. Policy interpretation or compliance disputes identified by the travel manager or Financial Services will be initiated with the traveler and, if necessary, escalated to the appropriate Team Leader for resolution. Compliance Air Travel Policy Airline tickets must be booked through the FFA designated travel agent or online service provided by the travel agent. In the event of an emergency, travelers should contact the FFA travel agent’s toll free number for assistance. In an emergency that threatens traveler well-being, travelers are authorized to take any necessary steps costing less than $1,000. Emergency Domestic/ Travelers will be reimbursed for coach class fares on all flights. International The cost of any upgrade is the responsibility of the traveler. Page 3 of 15 Group travel No more than two (2) Division Directors and/or COO may travel on the same restrictions flight. No more than six (6) employees may travel on the same flight. No more than three (3) National Officers may travel on the same flight. The FFA designated travel agent shall notify the travelers in question when the number exceeds the above limits. Special exceptions to the above may be pre-approved by the COO when logistics or material financial conditions warrant. Program travel Non-staff travel tickets must have program staff pre-approval. All tickets of $500 or more require Division Director approval and may be purchased directly only if there are no air travel vouchers available. Advance Travelers should plan business trips to secure reduced purchase fares and preferred seating assignments. Tickets purchased within 14 days of requirements departure or changes to tickets within 14 days of departure require approval by one’s Division Director. Lowest available fares Travelers should accept the lowest available airfare that accommodates a reasonable departure and arrival schedule. Personal air carrier preferences or frequent flier programs may be considered only when they are cost neutral. Travelers may select flight options that eliminate a leg of travel and save at least one hour of time or routings that save at least one hour of travel time, even if the cost is up to $50 more than the least cost option. Other exceptions which follow this general guideline valuing traveler time at $50/hour will be allowed. Non-refundable Nonrefundable tickets are strongly recommended and will be offered by the FFA tickets designated travel agent, when available. In the event of cancellation, these tickets can be applied as a credit against future ticket purchases. . Unused tickets Travelers must notify the FFA designated travel agent of any unused tickets and return any paper tickets within 7 days. Airline mileage FFA permits travelers to make personal use of mileage awards earned as a result programs of business travel. There is currently no imputed income for awards granted by airlines, hotels or car rental companies. Should these awards become taxable, travelers will be liable for any taxes due. FFA will not reimburse travelers who use personal mileage awards for business travel. Delays FFA will reimburse travelers for all reasonable costs incurred within policy as a result of a delay in airline service. Travelers may choose to accept an airline’s offer to delay their flight and retain any travel benefits offered, provided that the business purpose of the trip can be accomplished in a timely manner. In situations when arriving early or staying additional days (usually Saturday) will result in reduced airfare, FFA may offer to reimburse travelers for actual expenses incurred (i.e. meals, lodging and rental car) up to the amount of savings realized by the reduced airfare. Travelers must get pre-approval from the responsible Division Director prior to booking such weekend travel. FFA will reimburse travelers for the fee of 1 standard bag for trips up to 3 days and 2 standard bags for longer trips. FFA will reimburse employees for curbside baggage check-in tips not to exceed $10 per departure. Personal weekend travel Baggage Page 4 of 15 Misc. Fees Fees for preferred seat selection, pillows, blankets, internet and similar services are the responsibility of the traveler. Reimbursement Personal travel taken in conjunction with business travel may not result in an limits increase in the reimbursable travel expense or in any way reduce the effectiveness of the business travel plan. FFA will only reimburse travelers for those expenses that occur during the business portion of the trip (except for weekend stays as noted above). If the IRS claims that a portion of reimbursed business expenses represents income to an employee, the traveler is responsible for any related tax liabilities. Hotels/Lodging Preferred hotels Hotel accommodations should be booked through the FFA designated travel agent, unless part of a conference or convention coordinated by an FFA affiliate. Travelers are expected to stay at hotels that are moderately priced. The travel agent will search hotels using a moderate price standard based on the destination city. Travelers who book hotels directly may have their reimbursement limited to the standard amount for the destination city. NonTravelers who opt to stay with friends or relatives during business trips will not Commercial be reimbursed for gifts, meals or other costs paid in lieu of hotel expenses. lodging . Cancellation Failure to cancel a guaranteed hotel reservation may result in cancellation penalties penalties or a room charge. Unless extenuating circumstances are documented on the approved expense report, these expenses will not be reimbursed. Travelers should obtain cancellation confirmation numbers from the hotel in order to prevent subsequent billing disputes. In-room movies Mini-bars Hotel Telephones Movie charges will not be reimbursed. Mini-bar charges are not allowable, except as allowable meals (not alcohol). Travelers should avoid charging long-distance calls to a hotel room because of the significant surcharges added by the hotel. If issued, FFA telephone cards or cell phones should be used to charge all calls. Detailed receipts are required for all hotel or lodging-related expenses. Credit card receipts are not sufficient. Receipts Page 5 of 15 Ground Transportation & Airport Parking Car rental FFA has negotiated contracts with Enterprise and Ace for local needs and Enterprise and Avis for out of state travel. Car rentals should be booked through the travel agent together with other travel. Standalone car rentals may be booked directly through the vendors using the FFA account numbers, saving the travel system fee. All travelers are expected to use these vendors unless they are not available. Circumstances requiring the use of another rental car company must be documented on the expense report. A daily rate difference of $10 offsets the benefits of using the preferred provider. Compact or mid-size cars must be rented unless documented business needs dictate otherwise. Employees may use their personal preferred traveler accounts for upgrades. FFA insurance provides liability coverage for all cars rented in the United States and, therefore, optional insurance coverage for collision/loss damage waivers and personal accident should be declined. Travelers should accept optional insurance coverage when renting cars outside of the United States or Puerto Rico. All rental car drivers must provide FFA with a copy of their current driver’s license. Travelers on FFA business are required to wear seatbelts at all times and require that all passengers do the same. Travelers need to be aware of, and follow all traffic laws as dictated by the states in which they are traveling. In order for the Indianapolis Enterprise office to bill correctly, travelers must call them (317-872-7557) after returning a vehicle to the FFA Center. Leave a message if it is after hours. (This is only for the vehicles delivered/picked up at the FFA center) Airport When embarking on a business trip, travelers are expected to drive their transportation personal automobile to the airport unless the use of a car/bus service or taxi is more economical. Unless safety, health concerns or flight departure schedules prevent it, travelers should use the lowest daily cost parking facilities on the airport property. Travelers are responsible for any additional daily parking fees. Travelers may be reimbursed a flat $10 fee per trip for being delivered or picked up at the airport in lieu of mileage and parking expenses. This fee does not require a receipt. Transportation Transportation to and from airports should be efficient and economical based at destination on the length and requirements of the trip. Bus or shuttle service between airports and hotels is frequent and economical in many cities. Limo Services Limo services should not be used under any circumstances. Other shared ride services using mini-buses or luxury cars are permitted when they are less expensive than individual taxi fares. Page 6 of 15 Personal Automobiles/Organization Vehicle Policy FFA often has the use of vehicles for business travel and travelers are expected to use these vehicles when they are available. Arrangements for use of the vehicles are made through Outlook. Travelers may reserve vehicles for a maximum of 7 consecutive calendar days. If FFA vehicles are not available, travelers may drive personal automobiles on FFA business if minimum insurance requirements are met, the mileage reimbursement does not exceed the lowest priced available airline fare, and mileage reimbursement is less than the cost of a rental vehicle plus fuel. . The use of 15+ passenger vans/buses, motorcycles, motor scooters, personal or chartered aircraft are prohibited on FFA business, except when a driver possesses an appropriate commercial drivers license (CDL) for a 15+ passenger van/bus. The driver must provide FFA with a copy of said license for insurance purposes. Travelers electing to use their personal automobile for business travel must maintain a minimum bodily injury / liability coverage of $100,000 per person / $300,000 per accident and $50,000 property damage. FFA does not assume liability for paying the traveler’s deductible in the event of an insurance claim. Financial Services must be notified immediately of any accident which occurs in connection with the use of FFA or personal vehicles for business purposes. Prohibited Vehicles Insurance requirement Accident Notice Mileage Reimbursement is computed by multiplying the miles driven by FFA’s reimbursement current rate per mile allowance. Parking and tolls will be reimbursed. Receipts are required for parking expenses, but not for tolls. Fines for improper parking, moving violations and car repairs will not be reimbursed. The cost of commuting from an employee’s home to their regular assigned place of work is a normal personal expense and is not reimbursable. Incremental mileage to local business related activities is reimbursable. The cost of commuting to the FFA convention when in Indianapolis is not reimbursable as this is considered the employee’s work location under IRS guidelines during this event. Division directors are expected to provide employees with appropriate nontaxable incentives to minimize total costs during convention. Auto Club FFA will reimburse frequent travelers (who travel 60 days/calendar year) for their membership in an automobile club, and may provide all employees with access to group membership rates. Staff that don’t travel frequently and other family members may also take advantage of the group rates. Page 7 of 15 Business Meals Expense Policy Travelers are expected to use good judgment when selecting restaurants for business meals. The FFA meal reimbursement policy is consistent with the IRS regulations for deducting such expenses. Restaurants should be selected where the average main entrée does not exceed $25. Deductible Meals According to IRS regulations, meals are a deductible business expense in the following situations: • When an employee is on overnight travel status. • When an employee is engaged in a business meeting with a third party. • When an employee is entertaining another employee who is on overnight status. • When an employee is out of the office on all day travel • Business celebrations and recognition events should be expensed to each Team Leader’s employee recognition budget account rather than to their travel budget. FFA does not generally reimburse travelers for the purchase of alcoholic beverages. Individuals responsible for developing or maintaining business relations with sponsors, vendors and other key agricultural education stakeholders will be reimbursed for the purchase of alcoholic beverages if the following guidelines are followed: 1. The expenditure was pre-approved in writing by the Division Director with budget responsibility for the event or the COO. 2. Alcohol consumption is not excessive (defined as no more than two glasses of wine or beer per person). 3. Purchases of beverages do not exceed $50 per bottle. 4. Alcohol purchases are clearly indicated on the detailed meal receipt. 5. A copy of the pre-approval form is attached to the expense voucher Pre-approval will be granted only for those limited occasions where a significant business purpose can best be achieved in this manner, in a business environment where the expenditure would be deemed usual, customary and reasonable. Alcoholic beverages purchased within the context of general employee business travel or business meetings are not reimbursable. At no time will reimbursement for alcoholic beverages be made during activities that are funded through a federal grant. Detailed receipts are required for the reimbursement of any meal over $10. Names of all individuals at the meal must be clearly indicated. FFA expects employees to conduct the majority of work within regular work hours. However, it will reimburse employees for those limited occasions where schedules or situations require that a business meeting be held at a time requiring FFA to pay for moderate priced meals. The business purpose for the meal and the employees attending must be clearly documented on the expense report. Alcoholic Beverages Business meals Page 8 of 15 Per USDA’s general terms and conditions, under the “unallowable costs” section: Business meals may not be charged as federally funded project costs when no need exists for continuity of a meeting. A formal group meeting being conducted in a business atmosphere may charge meals to the project if such activity maintains the continuity of the meeting and to do otherwise will impose arduous conditions on the meeting participants. Meals consumed while in official travel status do not fall in this category since they are considered to be per diem expenses. Who pays For meals? The senior ranking employee should pay for meals or entertainment when more than one employee is present. Entertainment IRS regulations specify that entertainment expenses must meet the following policy conditions: • An appropriate business purpose must be established prior to entertainment. • Primary focus must be on non-FFA personnel. • Advanced written approval is required by way of a memorandum from an appropriate Team Leader. In general, FFA does not reimburse travelers for entertainment expenses of any kind. Expense The expense report must document the event, business purpose and report the name, title and company affiliation of the person(s) entertained (including FFA requirements FFA employees) supported by a receipt. Detailed receipts must be attached to the expense report for all purchases over $10. The business purpose of each event or meal expenses must be individually documented. A copy of the travel preapproval form must be attached to the reimbursement request form. Business Celebrations and Recognition Events Policy Business celebrations and recognition events must meet the following criteria: • • The event should relate to a specific business event or activity. All employees in an area or involved in the activity should be included. It should not be limited to specific levels or individuals. Birthday celebrations, holiday parties, baby showers, weddings, or secretary and bosses days are not considered business celebrations and related expenses/gifts are not reimbursable through travel expenses. Employee retirement and anniversary celebrations should be authorized and coordinated by Human Resources and/or the appropriate Team Leader. For questions refer to the Human Resources policy. Authorization The appropriate Division Director must provide written approval in advance of the event. The memorandum should include: date and place, nature and business purpose of the event and participants. Documentation The memo from the authorizing Division Director must be attached to the expense report. The expenses should be included in the miscellaneous column of the expense report. Page 9 of 15 Employee recognition FFA provides Division Directors and Team Leaders with budgets and authority to recognize outstanding employee performance. All recognition of greater than $100/employee must be pre-approved by Human Resources. All reimbursements require that the recipient and awards be specified in the expense report. Division Directors and Team Leaders may be reimbursed for the costs of offsite meetings that have been pre-approved by their superiors in an amount of $1,000 or less per event. Expenditures by the employee activity team (NEAT) may exceed these limits when preapproved by the Human Resources Division Director or COO. Meeting expenses Telephone Policy Employees who are traveling overnight will be reimbursed for business and reasonable personal telephone calls and faxes. Travelers should avoid making calls from a hotel room whenever possible due to the high surcharge levied by many hotels. Using FFA issued telephone credit cards or cell phones avoids these charges. 1-800program FFA has several toll-free 800 lines that should be used when calling the office or voice mail system. Miscellaneous Expenses and Reimbursement Laundry and dry cleaning Travelers will not be reimbursed for laundry or dry cleaning expenses unless the trip exceeds 5 business days. In special cases, a traveler’s supervisor or program manager may authorize reimbursement for trips that do not exceed 5 days. Lost and/or If personal property is lost or stolen on company business, FFA will stolen property not be responsible for replacement. Replacement is the responsibility of the traveler and is non-reimbursable. Gratuities Good business judgment should be used in determining when gratuities are warranted and the appropriate amount. In the U.S., tips should not exceed 20% for meals or other services. Travelers will not be reimbursed for gratuities paid beyond those applied for group meals. Any required gratuities not related to business meals should be documented separately. Cash advances FFA may provide cash advances to employees for extreme situations when necessary for specific, foreseeable expenses. Temporary cash advances must be documented on the Travel Advance Form and requested at least 14 days prior to departure. The amount of advance is subject to the following limitations and should never exceed $2,500: • Domestic Travel: $100/day • International Travel: $200/day Cash advances must be reconciled and cleared within two weeks of business travel completion by submitting an approved travel expense report and making any reimbursement to FFA. Page 10 of 15 Only one cash advance may be outstanding at any given time. Other Travelers will be reimbursed for the cost of passports, visas and foreign currency reimbursable conversion fees necessary for business travel. expenses FFA will reimburse staff for the annual fee of a corporate sponsored or personal credit card for those whose position requires 20 or more days of annual travel (not to exceed $75). Staff members are required to use the credit cards for organization travel in order to be reimbursed for the annual fee. Purchasing Expense reports may not be used to reimburse travelers for those goods and services which are required by policy to be procured through FFA’s central purchasing processes: supplies, IT services and equipment, web services and equipment, marketing and communications service and materials, professional services, legal, financial, insurance, merchandise, distribution, travel and human resources services. Staff members may make exceptions to meet unusual business needs after checking with purchasing staff (if possible). Any exceptions in excess of $1,000 must be pre-approved by a division director. NonThe following expenses will not be reimbursed (with the exception of National reimbursable Officers as specified in the NO handbook): travel expenses • Airfare obtained with personal frequent flyer mileage awards • Alcoholic beverages (except through limited pre-approved exceptions) • Barbers, hair stylists or other personal care expenses • Birthday celebrations, holiday parties and other personal employee celebrations. • Clubs • Credit card late fees, interest expenses or finance charges • Donations of time or money • Fines for improper parking, moving violations or car repairs • Flight or trip insurance • House sitting • In-room movies or other entertainment expenses • Lost and/or stolen personal property • Mileage for travel to company reimbursed local training courses • Occasional mileage for travel between the two FFA facilities. • Mileage reimbursement for commuting from home to assigned local work location • Payment to non-commercial establishments, such as friends or relatives, in lieu of meals and/or lodging. • Personal entertainment or recreational expenses such as golf, tennis or in-room and in-flight movies • Pet care • Purchase of clothing, supplies, luggage, briefcases, toiletries, medications or other personal care items (except as allowed for NOs). • Travel expenses directly billed to FFA without pre-approval • Upgrade certificates for air travel • Auto insurance • Auto repairs • Preferred seat selection, pillows, blankets, internet and other similar services Page 11 of 15 Travel Expense Reporting Travel expense All travel expenses must be reported on the travel expense documentation report form and sent to the accounts payable department for processing. Business travel expense must be accurately reported and documented in accordance with this policy. Travel expense reports should be submitted within two months of trip completion and within two weeks of FFA or FFA Foundation fiscal year ends. Original receipts are required for any individual expenditure of $10 or more. The following documentation must be submitted to support business expenses: • Airline tickets-original receipt copy (final ticket in packet) • Hotel-detailed statement • Rental car-detailed statement • Meals-credit card or cash receipt • Telephone-detailed statement Miscellaneous Miscellaneous expenses of $50 or more need to be listed and described on separate Expenses lines. Travel expense The individual approving the travel expense report is the primary person responsible report for ensuring that items submitted for reimbursement are properly documented, approval reasonable and in accordance with this policy. Expenses submitted on the travel expense report form must be reviewed and approved by the traveler’s Team Leader or Division Director. They must also be approved by any other program manager responsible for a different budget code. A Team Leader may only approve another traveler’s expenses up to their current authorization limits. If the total expense exceeds the authorization limits, the Division Director must also approval the expense report. Reimbursement Employees are required to use the FFA automated reimbursement system which deposits travel reimbursements into their bank account. Individual exceptions may be granted by the FFA CFO under extenuating circumstances. Page 12 of 15 3.0 Responsibilities Who is responsible? FFA Management Team-defining and communicating travel policies and implementing systems to monitor the effectiveness of the policy. COO-granting exceptions or interpreting the policy. Travelers-understanding and complying with the policy. Team Leaders- approving pre-approval travel forms, reviewing, authorizing and approving expense reports, determining that reimbursed expenses are reasonable and consistent with policy, resolving discrepancies, verifying that the appropriate budget codes have been assigned and reviewing monthly airline and car ticket summaries and verifying that all transactions were properly approved. Financial Services- auditing 10% of travel expense reports to ensure proper pre-approval, compliance with policy, identifying and communicating policy exceptions or reimbursement errors to a traveler and their manager. Travel Manager – routing all travel reports to Team Leaders for review, investigating all airline fare variances greater than $100 above the reported lowest fare, maintaining free ticket/voucher log, ensuring that business travel arrangements are within the parameters defined by policy and contracts, and communicating exceptions to Team Leaders. COO Executive Assistant- managing free ticket voucher program. 4.0 Employee Benefits Overview All employees and their families have the benefit of using the travel office for their travel needs by paying FFA’s standard charge per transaction. Employees wanting to take advantage of this benefit follow the same procedures used for business travel with the exception that a personal credit card must be provided at the time of request instead of a budget code. Employees are responsible for paying any travel agency fees for their own personal travel. Page 13 of 15 5.0 Travel Emergency Preparedness 1 Travelers should have in place prior to departure: a) approved travel form b) flight itinerary c) hotel accommodations including phone number and address d) name and contact information for local contact. This information to be provided or stored so that the direct supervisor has access to information. Traveler should also leave travel plans and contact information with family members. Maintain list of current medications or health issues. Carry additional dosages of maintenance drugs for all travel. Plan for up to five days of additional medications beyond scheduled travel time Maintain travel agency emergency contact numbers, direct supervisor and HR telephone numbers in non electronic format. Carry these numbers in a safe accessible location. Traveler and direct supervisor to schedule regular update via cell phone, text or email, at least every 48 hours. Traveler to maintain communications with family. If there is limited communications link, then direct supervisor or HR will update family. Travelers are advised to have access to funds to extend a trip for up to 5 days. If a traveler has an emergency and no access to personal funds, they should contact Human Resources, which will attempt to provide an emergency method for transferring needed funds. This emergency service will only be available during regular work hours. FFA will pre-authorize emergency travel resources through company travel agency. Traveler may contact travel agency to request emergency travel approval for up to $1,000. Travel agency to utilize and follow current FFA travel policy. In situations where emergency travel need exceeds published limits, travel agency is to contact CARE travel staff or any division director for approval. Traveler to notify family of any emergency and provide information related to status of traveler. Notify direct supervisor or Human Resources of any local emergency incident as soon as possible. Communicate status, level of safety, shelter status and other key information impacting safety or ability to travel home safely. Traveler to follow safety procedures of local emergency management agencies. Utilize provided or alternate transportation to leave impacted area as possible. Communicate revised travel plans, means of travel and travel destination to direct supervisor or HR in a timely manner. In house contact will update all appropriate parties regarding status, location and travel plans. Traveler to connect with local contact if emergency occurs at destination. Work with local contact to secure emergency shelter, transportation and other emergency needs. Traveler to notify direct supervisor or HR if they have connected with local contact and what actions or support is being provided. Maintain expense logs and receipts for all emergency related expenses. FFA to provide reimbursement upon return. If travel involves student members, teacher or others, traveler is to maintain complete contact information in such a location and manner that the traveler's direct supervisor can access and provide to MCS for emergency communications to parents and school administration. 2 3 4 5 6 7 8 9 10 11 12 Page 14 of 15 13 If traveler is responsible for student members or teachers, MCS and direct supervisor will secure participant contact information and deploy communications plan to keep parents and school administration informed of status of students, location and other key information related to emergency situation If responsible for the safety and security of students, local visitors, volunteers, guests, sponsors or customers, acquire and maintain basic first aid kit and telecommunications capability. Provide updates to MCS or Team Leader for communications to parents, teachers and school administration. Manage the FFA liability waiver form process. 14 15 If possible, work with local emergency management agencies or law enforcement to transport students or others in their charge to safe locations or shelters. Maintain list of students and location of shelters. Work to keep group together Page 15 of 15