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POLICY NAME:650 –Travel & Expense PolicyRevised Date: February 15, 2019 Contact: PURPOSEPURPOSETo define policies, spending guidelines and decision-making expectations when traveling for business on behalf of. These guidelines describe the minimal acceptable limits and are in accordance with requirements of local taxing authorities.SCOPESCOPEThis Policy applies to all global employees traveling on behalf of. This global policy is set as a minimum expectation for all locations.This policy is consistent with and is designed to be applied with all other policies, including but not limited to:651 - Corporate Charge Card Programs Policy652 - Non-Employees Travel Policy - HCPs, job candidates and any other non-employee travelers Corporate Security Travel ProgramIT Policy Mobile Service ManagementMANAGEMENTMANAGEMENTThis document may not be abbreviated, altered or changed in any way in its distribution to travelers. Departments may impose more restrictive, but never more lenient guidelines described in this Policy. These policy variations must be communicated to both the traveler and to Travel/Meetings, prior to travel, for the departmental guidelines to be valid and supported.NOMENCLATURENOMENCLATUREUse of “” means Pharmaceuticals Inc., Healthcare Solutions Inc. and any of its legal entities. “” and its collective entities will be identified as in this Policy.RESPONSIBILITIESRESPONSIBILITIESTRAVELER RESPONSIBILITIES TO COMPANYAnyone who travels and/or books travel or incurs expense on behalf of is responsible for reading, understanding and following the guidelines described in this PolicyConduct themselves with integrity consistent with this Policy, ’s Code of Business Conduct and Ethics and in a manner that excludes personal gainBook travel plans through ’s designated / approved online and offline (by phone) channelsVerify all reservations and cancellation policies PRIOR to departureDiscuss the need and business purpose of travel with their manager and have their approval to do so before any travel purchases are madeUse and prioritize negotiated suppliers and discounts to secure the lowest logical rates to meet your business travel needsSubmit complete expense reports once a month or 30 days from the transaction date with the appropriate receipts with accuracy and honestyMANAGER RESPONSIBILITESDiscuss with employee and approve the business need to travel. Make sure the employee is buying the most logical travel rates within ’s policies and guidelines to fulfill the business travel needsRequire employees to book all reservations via ’s approved Travel Management CompanyEnsure employees are reading and complying with the Travel & Expense Policy and all dependent policiesEnsure employees verify all reservations & cancellation policies PRIOR to departureReview and approve expense reports in a timely mannerTRAVEL AUTHORIZATION / APPROVALTRAVEL AUTHORIZATION / APPROVALAll business travel must be reviewed and approved by a Manager prior to beginning the travel booking process.Approvals should be based on:The business purpose validating that travel is necessary to support the business needFunds being available to cover the total business trip costsThe traveler is responsible to provide the complete travel costs and details to the Manager prior to the purchase of any business travel.EMPLOYEESEmployee travelers are not required to submit their manager’s authorization to ’s travel agency to book or purchase travel. It is the employee’s responsibility to communicate and gain approval for all business travel purchases. Profiles exist for all employees in Concur Travel.OUT OF POLICY TRAVEL CHOICESIf you choose itinerary items (airfare, hotel rooms, rental cars) with rates over the policy guidelines, you will be required to provide a Reason Code for your out-of-policy choices. Managers will receive email notice of these Out of Policy selections and all other available options.If a Manager disagrees with your selection, the Manager will have 24-hours to ask you to make a different in-policy selection. Your original flight ticket must be changed with CWT within the first 24- hours to avoid airline change fees. Airline, hotel, and rental car fees cannot be waived.TRAVEL SAFETY / SECURITYTRAVEL SAFETY / SECURITYThe safety of travelers is of primary concern. All travel must be booked through the approved / designated travel agency via Concur. Travel booked through Concur allows Corporate Security to maintain an awareness of travelers and will facilitate direct communications with those travelers during an emergency, if needed. For further guidance please refer to the Corporate Travel Security Program.’s business operations require its personnel to travel both within their own countries and across the globe. The Corporate Travel Security Program has been established to adequately prepare employees to travel to and operate in diverse locations worldwide.’s Corporate Security Travel Program and associated procedures provide guidance to employees and help facilitate safe and secure business travel. The policy establishes the minimum expectations and requirements for employees in all business units and regions, and outlines travel security roles and responsibilities for the organization, key functions and managers.International SOS (ISOS) is the Travel Security partner of Corporate Security. All travelers must download the ISOS Travel Assistance app before their trip. The Assistance App allows a traveler to:Obtain essential medical and security information prior to departure or while travellingCall instantly the closest ISOS Assistance center for immediate supportReceive alerts for countries of their choiceSend messages directly to ISOS specialists discretely via Live ChatShare their current location by checking into the AppSetup Teleconsultation with a doctor Other Services provided by ISOS include:Routine or urgent medical care: Real-time health and logistics professionals within aworldwide network of assistance centers staffed by doctors, nurses, coordinators and security professionalsMedication refills, healthcare/safety referrals or advice before or during your tripAutomated pre-trip advisory e-mails with medical, travel and security informationLost documentation – passport, entry visa, etc.Finding safe-haven during social or political crisisEvacuationPersonal safety issues, including mugging, robbery, verbal or physical assault Travelers can find more information using the Global Assistance Program webpage.INJURIES / ILLNESS WHILE TRAVELINGINJURIES / ILLNESS WHILE TRAVELINGInjuries / IllnessLocal authorities and/or emergency medical assistance should always be called first if your injury or illness requires immediate attention. Injuries must be immediately reportedto security@.com or call 00 1 914-847-5555. Injuries sustained while traveling within themay be covered by the Workers’ Compensation policy. EHS will coordinate with the Company’s insurance broker/company to initiate any potential domestic workers’ compensation claim.Security and RiskThe safety of travelers is of primary concern. All travel must be booked through the approved/designated Travel Management Company (Carlson Wagonlit Travel) to assure Duty of Care by Travel and Security. Duty of Care is a corporate responsibility requiring to provide emergency assistance to company staff during a critical event. Critical events are broad in scope and include but are not limited to: severe weather, airplane crash/emergency, hotel fires, civil disruptions, etc. It is the traveler’s Duty of Responsibility to comply with this policy to enable the company to execute Duty of Care.High Risk Countries Global Security must approve all travel to high risk countries prior to any travel purchases. Travelers will be notified by email when booking travel to a country that and/or the State Department or international authorities have designated with an elevated security ranking. Please visit the Security’s Global Assistance Program webpage as part of your pre-trip travel planning and contact Security for advice specific to your destination.International SOS (ISOS) Travel AssistanceISOS is ’s preferred supplier for traveler tracking, emergency alerts and travel bulletins. All travel booking data is sent to ISOS by the contracted Travel Management Company (Carlson Wagonlit Travel) to enable corporate duty of care. ISOS services are designed to help with medical, personal or travel emergencies during trips.IMMUNIZATIONSIMMUNIZATIONSTravel to some countries may require specific immunizations to allow you entry. Check the immunization requirements in ISOS as part of your pre-trip planning. Do this in advance since some immunizations must be administered a certain number of days prior to departure. Immunizations are reimbursable if required for your business travel.PROFILESPROFILESAll employees have a Concur profile populated with details provided by a nightly feed from HR. If your details are incorrect in Concur, please contact your HR Business Partner. You must complete all required fields for both Travel and Expense profiles prior to booking your first travel itinerary. The traveler/user is responsible for authorizing access in Concur to delegate a Travel Assistant and/orExpense Delegate.Your name must appear in your Concur profile exactly as it appears on the government-issued ID with which you will travel. If your work name is different than your ID, please contact your HR Business Partner or the Travel Department.TRAVELER IDENTIFICATIONTRAVELER IDENTIFICATIONEmployees should secure the appropriate visa when traveling internationally. It is the employee’s responsibility to ensure they have all correct and applicable travel documents for their destination(s). Employees with questions should contact the designated Travel Management Company or refer to this link Passport/VISA Documents Entry Validity Resource.US Employees traveling within the USA:U.S. passportU.S. passport cardDHS "Trusted Traveler" cards (Global Entry, NEXUS, SENTRI, FAST)U.S. Military IDPermanent Resident CardBorder Crossing CardDHS-designated enhanced driver's licenseUS employees traveling internationally:Should check that their passport is current with at least six months’ validity and three blank visa pages, use above linkAll employees traveling internationally:Present passport of the employee’s country of citizenshipRefer to the destination country’s laws and regulations for visa requirementsCost associated with not having the proper documentation when traveling on business will not be reimbursedNon-US Employees within their home country:Internal identity card/driver’s license. Some countries recommend a passport for domestic travelNon-US Employees outside their home country:Passport issued by their country of citizenship, plus any additional documentation required by their destination country’s regulations such as visas or pre-travel clearanceBOOKING TRAVELBOOKING TRAVEL has selected Carlson Wagonlit Travel (CWT) as its global travel management partner to support travel booking in all locations. CWT provides 24/7/365 servicing, although -designated counselor teams will service only during business hours.Online Travel Tools - Travelers should book simple destination and return reservations via the online booking tool found in Concur. Simple travel is defined as a single destination including air, hotel and/or car.Offline - Contact Carlson Wagonlit Travel (CWT) for your travel reservations. Complex travel is defined as having multiple destinations including air, hotel and/or ground servicesHelpful hint: As many segments of a trip should be booked in a single itinerary at the time of booking. All later additions should be added to the original booking itinerary.PERSONAL TRAVEL BOOKINGConcur /CWT may not be used for your personal travel booking unless the personal travel segments are linked to a business trip. See Spouse/Companion Travel below.AIRLINE TRAVELAIRLINE TRAVELCLASS OF SERVICE– see Quick Reference Chart on page 22TypeClass of ServiceFlight Time per segmentShort HaulEconomy5 ? hours or lessLong HaulOne class above coach/economy with manager’s approval for flights greater than 5 ? hours5 ? hours or moreUS West to East Coast Red Eye flightOne class above coach/economy is allowed for red eye flightsFlight departing late evening and arriving early the next morningManagers may impose a more restrictive, but never more lenient, guideline than described in this table.VPs AND ABOVEBusiness class is allowed for VPs and SVPs when flying over 2 hours. First class is allowed anytime for EVPs, President, CEO, and Chairman.SVPs and above may travel First class on the Acela in the Boston-DC corridor.ADVANCE PURCHASETravelers are encouraged to book travel 14 days in advance to obtain the best fares.UPGRADESUpgrades to the class of service policy may be made by using your personal frequent flyer miles or at your own expense once you have booked an in-policy trip in Concur or with a CWT counselor.Booking a more expensive fare to increase upgrade opportunities is prohibited. Using miles or personal funds for upgrades is permitted provided there is no cost to . The cost of upgrades is non-reimbursable. A CWT counselor is not able to assist with the management or usage of your frequent flyer programs.CHANGES - EXCHANGES - CANCELLATIONSChanges to purchased air tickets should be an infrequent occurrence and must be made over the phone with a CWT counselor. If rebooking your ticket, airline change fees and fare differentials will apply. A CWT service fee will be assessed each time a new ticket is purchased or exchanged. The original ticket cost and these additional fees and charges must all be expensed.Cancellation of airline tickets must be made by calling CWT prior to departure to retain the value ofyour ticket in the CWT system for future travel use.NON-REFUNDABLE / REFUNDABLE TICKETSNon-refundable tickets should be booked when traveling on business. Once processed, refundable tickets will appear as a credit on your card statement. We require credits be expensed in Concur Expense.UNUSED TICKETSAny unused tickets must be returned to CWT for refund or credit/posting. Unused, non-refundable tickets have value and will be kept on file for future use in accordance with airfare rules. These unused tickets are credits and will display in Concur as a reminder. CWT will assist in applying Unused Ticket value to your new booking, whether you book online or over the phone. If the original passenger named on the document does not use the ticket within 9 months of issue, CWT Travel will reclaim and apply the residual value of the ticket for use by another traveler.VOIDED TICKETSIn the U.S., airline carriers allow for a 24-hour void window where purchased tickets can be cancelled with no airline cancellation fee (applicable CWT fees still apply). This does not apply outside of thewhere tickets are “instant purchase” and ticketed by the end of the same business day.ANCILLARY FEESThese are fees that airlines charge for services that are not included in the cost of your ticket. The list of these services continues to change, but following are those that will reimburse for:Onboard sales of food and beveragesChecked luggageAssigned seats / aisle seats, or early boarding benefitsIn-flight Wi-Fi access or monthly Wi-Fi passes will be reimbursable if it makes best economic business senseMAXIMUM EMPLOYEES PER FLIGHTCWT Travel monitors the number of passengers per flight daily. You are expected to automatically comply with any request to rebook your reservations if you are contacted by CWT Travel when the maximum number of passengers per flight is exceeded.The following restrictions on passengers allowed on a flight are mandatory. Exceptions must be approved and submitted in writing by the Head of the Department and sent to the Head of Travel and Security Departments.No more than five (5) employees from the same cost center or job functionNo more than fifteen (15) employees companywide on the same flight, including group/eventsSubject to a limit of four (4) Corporate Officers of which only two (2) may be at the SVP level and aboveIt is up to senior leaders and all employee travelers (including those making reservations on their behalf) to take reasonable accommodations to mitigate this riskSPOUSE/COMPANION TRAVELAll expenses for a spouse or travel companion when traveling on business are non- reimbursable. If a spouse or travel companion will accompany you on a business trip, a CWT counselor can book his/her itinerary and link it with your itinerary record. The airfare and service fee must be paid with a personal credit card.Due to corporate confidentiality, neither a spouse, companion, nor family member may attend an organized presentation or dinner event. However, if it is customary that a spouse or companion accompany an employee to a business event, this must be pre-approved by a Senior BINED BUSINESS + PERSONAL TRAVELWhen combining business and personal travel all expenses for personal days are not reimbursable. Personal travel must not interfere with business or result in additional cost to .Airfare quotes and itineraries must be handled as follows:Search on Concur or with a CWT counselor the fare for the “business round-trip” onlySave this itinerary and attach it to your expense report to validate the “business only” reimbursement. Fare quotes must be from Concur or CWT. Quotes must be searched/requested at the same time you book your full itineraryBook your full itinerary through Concur or CWT including all segments, business and PersonalExpensing your “business+personal” airfareIf you paid for your full itinerary with a personal credit card, then you will request reimbursement for the “business only” quote as “out of pocket” on your expense reportIf you paid for your full itinerary with your T&E card, you will expense the full amount choosing the “Air” expense type and then write a check to “” for any amount over the “business only” quoteThe saved “business only” quote must be attached to your expense report to validate the reimbursable amountEXPENSING AIRFARE CHARGESBoth airfare and service fee charges will be found on the invoice you receive from CWT. Using the airfare expense type, you will enter the combined total of airfare and all taxes.The following should be expensed as Travel Ancillary fees:CWT Agency FeesBaggage FeesSeat Upgrade FeesWi-Fi FeesAIRLINE / LOYALTY PROGRAMS allows employees to retain benefits and miles earned from membership loyaltyprograms. Membership in a loyalty program must not influence your purchase decision or increase the cost of travel to . Fees for membership are non-reimbursable. Record-keeping, reward redemption and taxes are the sole responsibility of the traveler.If you are a frequent traveler and require the services that the airline club lounges provide, you must request management pre-approval before you purchase a membership. Depending on your statuswith the airline, you may be eligible to receive this benefit at no cost or reduced rate.TRAVEL INSURANCE’s Business Travel and Accident policy provides worldwide coverage for injury or death due to an accident incurred while traveling on business. Contact Corporate Risk Management for further details.LOST LUGGAGE and OTHER PERSONAL PROPERTY will not reimburse for lost or stolen personal items, including luggage, during business travel. If luggage is lost by an airline, contact an airline representative at the airport immediately. If your luggage is not recovered, you must complete a lost luggage report at the baggage claim area.Always carry any confidential company material and equipment with you. Carry medications in their original bottles/containers in your carry-on luggage. Attach a completed name tag to your baggage.NO PERSONAL USE OF AIR DISCOUNTS’s contracts with the airline carriers do not allow the purchase of airline tickets for personal use.TRAIN / RAIL TRAVELTRAIN / RAIL TRAVELU.S.Amtrak rail tickets can be booked in Concur or with CWT for travel within the U.S. Business class is allowed on both Regional and Acela trains.INTERNATIONALEurostar rail tickets are available for booking in Concur or with CWT for travel within the European region. First class is allowed.LODGING/HOTELLODGING/HOTELBOOKING A HOTEL RESERVATIONBook a hotel through Concur or with a CWT counselor. If your trip requires air or rail always add your hotel reservation at the same time. In Concur you are not able to add an air or rail ticket to a stand- alone hotel reservation record – the air purchase must be booked prior. Avoid excess agency fees by combining air/hotel/rail/car rental/etc. on one itinerary.HOTEL ROOM SIZE and RATESA standard room size is allowed with a room rate up to $250 or currency equivalent. However, there are some cities where hotel room rates exceed this guideline. has increased the room rate guideline in the following cities to up to $350 or currency equivalent:Boston – Chicago - New York City - San Francisco – Washington, D.C. - AtlantaDublin – London – ParisShould you select a hotel with a room rate that exceeds the room rate guideline, you will needto provide a Reason Code. Luxury-level hotels (Five Stars) are allowed when attending a conference held at the property with negotiated rates within room rate guidelines.PREFERRED HOTELS has negotiated discounted room rates at key hotels in various cities worldwide. You should book preferred hotels as often as possible, they are labeled on Concur.HOTEL ROOM UPGRADESAn upgrade to a hotel room is allowable if there is no additional cost to . Your trip itinerary must reflect that you booked a standard room.EXPENSING/ITEMIZATION HOTEL RATES and SERVICESYour hotel folio/receipt will show room rates, services and taxes listed for each day of your stay. All expenses must be itemized by expense type and date on your Concur expense report.Room RatesRoom rates and taxes must be itemized for each day of your stay. Note that rates may vary by day and will be shown as such on your folio/receipt.LaundryLaundry and dry cleaning are reimbursable if you are traveling for 3 or more consecutive days.FitnessMost hotels have a complimentary fitness facility and you should utilize this if it is available. For hotels that do not provide a facility, you may reimburse an outside fitness facility fee of up to $15 per day.Gift ShopPurchases at the hotel’s gift shop are not reimbursable except for food and beverage.ParkingIf you are driving to a hotel where parking is charged, this fee per night is reimbursable.Room ServiceRoom Service and reasonable mini-bar expenses are allowable within the meal allowance guidelines.HOTEL CANCELLATIONSWhen you book your hotel in Concur, you must read and accept the cancellation policy. It is important that you pay attention to the specific period of cancellation. If you do not cancel within the prescribed cancellation period, the hotel will charge you one (1) room night plus tax.You must cancel your reservation over the phone with a CWT counselor, or with the hotel directly and record the cancellation number.CONFERENCE HOTEL BOOKINGBook your hotel when attending conferences through the conference hotel bureau or site. Luxury- level hotels (Five Stars) are allowed when attending a conference held at the property with negotiated rates within room rate guidelines. Rates that exceed policy guidelines must be approved by your manager. Forward your email confirmation to plans@ to auto-integrate your hotel details to your full travel itinerary. Utilize hotel and conference shuttles as much as possible.ALTERNATIVE LODGING OPTIONSWorld-wide brand name hotels are the standard for business travelers as each property meets fire, safety and health standards. However, alternative lodging options exist and must be booked through CWT.INDEPENDENT HOTELSSome small hotels are not listed in the Concur/CWT system. A CWT counselor is usually able to call the hotel directly and make a reservation for you.AIRBNBDue to security and safety concerns Airbnb is not allowed.LONG-TERM STAYS may ask that you travel for long-term periods of time over several weeks. Contact Human Resources for long-term housing information.FREQUENT STAY PROGRAMS allows you to retain all airline miles, hotel points and car rental free days earned while traveling on business. However, your membership in any loyalty program must not be the deciding factor when choosing the most economical fare or rate offering. Enroll in loyalty programs for all suppliers that you use for your business travel. Enter all program numbers into your Concur profile so that you earn these benefits automatically each time you travel.CAR RENTALCAR RENTALCAR RENTAL BOOKINGRental cars should be used when it is determined that the rental would be more economical in terms of time, convenience and money than using taxis or airport/hotel shuttles. If driving betweendistances, a rental car should be considered over your personal vehicle to avoid personal costs in the event of an accident and higher personal car insurance panyAccount NumberPhone NumberENTERPRISEXZ24C17800 RENT-A-CARNATIONALXZ24C17800 RENT-A-CARCAR SIZEWhen renting a car for business purposes a standard or intermediate size is allowed. Larger car types may be reserved if traveling with more than three (3) people. Please indicate number of people in same vehicle on your expense report.DAILY RATE and RENTAL CAR INSURANCE COVERAGEDaily rates have been negotiated with preferred car rental companies. These rates are available in Concur and CWT and should be used for all business rentals. Please use the following guideline when purchasing insurance for preferred rental car providers.US Traveler Renting in the USUS Traveler Renting Outside USNon-US Traveler Renting Outside USNon-US Traveler Renting in USDecline InsuranceBuy InsuranceBuy InsuranceDecline InsuranceNOTE: rental car rates are available for personal use.Insurance for personal rental is not includedPayment for personal rentals are only allowed when payment is made with employee’s personal credit cardEmployee should check with their personal car insurance company for coverage or consider purchasing the insurance optionShould the vehicle rented for personal use be involved in an accident, the cost of any damage is solely the responsibility of the employeeAIRPORT / CITY SURCHARGESAirport and city surcharges will be listed on your final invoice in addition to the daily rates. These surcharges have been negotiated as part of ’s preferred contracts and will be less than if you make your reservation directly with the car rental company.ONE-WAY RENTALSSpecial rates for one-way rentals have been negotiated.MONTHLY RATEA special discounted rate is available for long-term car rentals. Book with a CWT counselor to ensure this rate is applied to your reservation. Monthly rental cars must be exchanged for a new vehicle every 30 days.CAR RENTAL UPGRADESYou may upgrade a rental car size if the upgrade does not result in additional cost to .REFUELINGRefuel your rental before returning the car to avoid higher fuel charges from the rental company. This fuel cost should be charged on your T&E card and expensed.ACCIDENTS or VIOLATIONSAn accident with a rental car must be reported to both the local police, car rental company and to Corporate Security/914-847-5555 immediately so that a report can be filed. Parking or traffic violations incurred while driving a rental car are not reimbursable.LOYALTY PROGRAMSEnrollment in loyalty programs with preferred car rental companies will enable important benefits that will expedite your car selection, check-in and provide free rental day vouchers. Your loyalty number links to the contract. If you have a loyalty number through a former employer, you will need to switch your program to the contract number.EXPENSING CAR RENTAL CHARGESThe total car rental charge can be entered as a lump sum. Your refueling charges must be entered separately under GASOLINE (CAR RENTAL ONLY).Fleet Gas Card (For Field Force Employees Only):The Fleet Fuel Purchase Card must not be used for gas for personal vehicles and/or rental vehicles. For rental vehicles, you must use your T&E card, obtain a receipt and submit the expense for reimbursement. When possible, please include the gas charge for rental vehicles on the same expense report as the actual charge for the rental vehicle. If this is not possible, please include a comment in the report stating why the T&E card was used for a gas purchase and reference the expense report where the vehicle charge shows up.GROUND TRANSPORTATIONGROUND TRANSPORTATIONCAR SERVICECar service is allowable when other less costly modes of ground transportation are not available or practical. A black car sedan is usually the allowable vehicle size unless more than 2 travelers are traveling together. Car service should be limited primarily to airport transfers and should be booked in Concur. Please arrange your airport pick-up to allow for time (15-30 minutes after “wheels down”) to exit the airport to avoid unnecessary waiting charges. Curbside pick-up is recommended to avoid unnecessary parking charges.PREFERRED PARTNERS has negotiated with specific car service suppliers to provide discounted rates. The negotiated rates found in Concur include the base rate, gratuity, and surcharges.CANCELLATIONSCancellations must be communicated at least 24-hours prior to the scheduled pick-up time. If your reservation was made through CWT/Concur; please call a CWT counselor to cancel. If you made your reservation with the car service company directly, you will need to call that company. If your cancellation is not communicated on time or at all, you will be charged a “no show” fee.PERSONAL USEPersonal use of the negotiated rates is allowed. Reservations must be made directly with the provider and a personal credit card must be used.TAXI / UBERTaxis and UBER are generally licensed and regulated at most major airports and would be ’s recommended way to move around most cities.OTHER MODES OF TRANSPORT (helicopter, boat, personal plane)The use of private aircraft or a boat owned by an employee for business reasons is not allowed.-PREFERRED GROUND TRANSPORTATION COMPANIESTARRYTOWN/SLEEPY HOLLOW/BASKING RIDGEAddison Lee * Valley Limo Point to Point *l e rosl 800-825-3767Greenburgh Taxi914-592-4949Knapp McCarthy Taxi914-631-8294RENSSELAERPremiere Limo Yellow Cab518-434-8888Yankee Doodle Cab518-465-8188*Provides car services globally through affiliate partnersPlease login to Concur Travel to make reservations with Travel suppliers - air, hotel, car rental, car service.USE OF PERSONAL VEHICLEUSE OF PERSONAL VEHICLEThe use of an employee’s personal vehicle for business travel does not include normal commuting to and from the office.The Company will reimburse the mileage/kilometers at a rate per mile/km which is established annually by in conformity with applicable regulations for the country. The reimbursable mileage/kilometer’s rate covers gas usage as well as standard maintenance and insurance on the vehicle. No additional reimbursement is made for gas or car repairs.If an employee is involved in an accident driving their own personal vehicle while on “Company Business”, contact the local authorities to have a police report written. Obtain a copy of the report, and contact your personal insurance carrier and the Corporate Insurance Representative immediately. Then contact your immediate manager to inform him/her of the situation.Please be advised that your personal insurance will be responsible for the damage to your own vehicle as well as the liability for damage to other individuals’ vehicles or property and/or the injuries sustained by others in the accident. It is for these reasons that the Company recommends driving a rental car instead of using a personal vehicle when driving for business.Should you be involved in an accident while driving your personal vehicle for business purposes, please use this form to report damages and costs incurred.All reimbursements for car travel on business using a personal vehicle require an expense report. You must provide the following:Purpose of the trip and the locationDate(s) of the tripReceipts for tolls and parking, as applicableKilometers/mileagePARKINGPARKINGParking fees for a rented or personal vehicle are reimbursable when driving for business. It is recommended to use off-airport parking rather than car service when traveling on a three (3) day trip or less. Monthly parking fees for personal vehicles are not reimbursable.MEALS AND ENTERTAINMENTMEALS AND ENTERTAINMENTEMPLOYEE ONLYThe cost of personal meals while traveling on business should not exceed $100.00 per day (100 Euros for non-U.S.-based employees).For US employee’s receipts are required for all meals out of pocket over $25 and over $75 if on T&E Card. Room service and reasonable mini-bar expenses are allowable within these guidelines.For Employees Outside USA – Receipts are required for all meals and expenses. Meals will be reimbursed when traveling between sites.When attending conferences where meals are included in the conference fee, additional meal expenses will not be reimbursed.Personal entertainment (i.e. – airline headsets, movies, sporting events, etc.) during travel is not a reimbursable expense.WITH OTHER EMPLOYEESWhen a group of employees share a meal, the senior person is responsible for paying the bill and submitting an expense report. The purpose of the business meal, including names of all participating employees, must be detailed in the attendee section.WITH BUSINESS GUESTSMeals purchased for non-employee guests should not exceed $135 per person per meal (including tax and tip). All such meal expenses must be reported in Concur Expense with a listing of the guest(s) names, what company they are from, and the business purpose of the meal. Employees are expected to use good judgment when entertaining non-employees for business purposes.EXPENSING MEAL CHARGESEXPENSING MEAL CHARGESIndividual meal charges can be listed as a lump sum, including gratuities and alcohol.Employee Group Meals must be itemized by adding the names of each employee from the drop-down list.Business Meals with non-employees must be itemized by adding the name, title and company of each guest.For group meals, whether it is with employees or guests, the senior employee should pay and submit the itemized expense.Both the itemized receipt and credit card receipt showing the gratuity must be submitted.Use the camera function in the Concur mobile app for easiest attachment of receipts to expense reports.GRATUITIESGRATUITIES suggests the following gratuities when the service warrants recognition:Gratuity – meal15-20%Gratuity – baggage$1-2/bag or local equivalentGratuity - concierge/doorman$1/service rendered or local equivalentGratuity – Housekeeping$1-2/day or local equivalentGratuity – Taxi10-15%NON-REIMBURSABLE ITEMSNON-REIMBURSABLE ITEMSEMPLOYEE NON-REIMBURSABLESThe following list identifies types of expenses that are not reimbursable but it is not all inclusive:Airline class of service upgrades (e.g. coach to business)Bulk Alcohol Purchases (*See below for details on Bulk Alcohol purchases)Multi-year or lifetime memberships to airline clubsHotel room upgradesHotel In-Room moviesHotel Gift Shop Items except for food & beverageCar rental supplemental insurance (except for international rentals, or if you rent from a non- preferred supplier due to sold-out situations)Briefcases, luggage – new purchase, lost, stolen or replacementOffice furniture and equipmentResidential parking expenses (except for Field, see details below)Vehicle satellite radio subscriptions, OnStar or similar servicesiTunes/iCloud Storage FeesLinkedIn FeesDevice Applications/Software (mobile apps) refer to IT Policy – Page 10, #5.10.3Computer/Phone Accessories (power cords, phone cases, adaptors) Field Force may expense power cords only.Donations outside of Charitable Giving programUnused foreign currencyChild Care, Pet Care, Elder Care or house-sitting feesGoods and services consumed for personal use are not eligible for reimbursement.Personal cell phones, except for global fees if a phone has not been providedPersonal clothing items, clothing maintenance, clothing replacement, shoe shinesPersonal care services/toiletries (e.g. barber, hairstylist, manicurist, pedicurist, skin care, massage, spa services or other grooming services)Personal Membership fees to hotelsPersonal Annual Credit Card FeesPersonal hotel room nightsLodging host gift if not staying in hotelPersonal trip insurancePersonal recreational or entertainment activities (e.g. movies, concerts, theatre, amusements, sporting events, side trips, tours, in-flight ear buds, etc.)Personal reading materials or servicesPersonal health insurance or medical billsPersonal auto maintenance, inspection fees, repairs, car washing or detailing for owned or rented vehiclesPersonal items lost or stolenTraffic fines, speeding or parking tickets, court costsSpousal, companion or accompanying child travel expensesTuition Fees – Contact HR- Benefits DepartmentRelocation Expenses- Contact HR- Global Services DepartmentCosts associated with improper or incomplete travel documentation (see travel documentation above)*If a Bulk alcohol purchase is needed for an onsite event/meeting you must reach out to the appropriate contacts per office location:Tarrytown, Sleepy Hollow, Basking Ridge: Alcohol may be requested through the Real Estate & Facilities Management department. The Alcohol Request form can be located hereIOPS Rensselaer & Raheen: No Alcohol is allowed on siteOne Global View: Contact Executive Director of HR to initiate the process.Dublin & UK: Contact the Office Manager to initiate the processFor offsite meetings/events alcohol should be purchased through the caterer, restaurant, hotel, etc.REIMBURSABLES REQUIRING MANAGEMENT PRE- APPROVALREIMBURSABLES REQUIRING MANAGEMENT PRE- APPROVALGift Giving and Accepting Gifts and Entertainment from External Vendors and Suppliers (see Compliance Policy)Gifts or flowers for colleagues (Admin P Card purchase only)Airline club membershipsAirline class of service exceptions (see Airline Class of Service above, page 6)Global Entry, TSA Pre-Check, ESTA, passport, entry visa fees – if international travel is a business requirement; Manager’s approvalThe reimbursement of home parking expenses for a Fleet Company vehicle is not a reimbursable expense except in the following major urban centers: Manhattan, Brooklyn, Boston, Chicago, Los Angeles, Atlanta and San Francisco. Not to exceed $575 per month. Cities outside of the above mentioned will be at the discretion of senior leadership and must be approved in advance of submitting the expense.Field Force ONLYHome Office Internet Service and Home Office Fax/Phone Lines are eligible for reimbursement. Reimbursement will be made with submittal of service provider bill. Please see maximum reimbursement allowed below.One-time installation fees are reimbursableHome Internet - $50.00 per month maximumHome Phone Lines - $50.00 per month maximumBundled Home internet and Phone packages (to be used only for combined services) $100.00 per month maximumCar washes - $50.00 per month maximumOTHEROTHERTECHNOLOGY provides computer equipment, peripherals and accessories to employees for business purposes. IT devices (Laptops, Printers, Wireless headphones, Mobile Devices, iPads, etc.) should be ordered through the IT Global Support Center by submitting a request.With the rapid advance of technology today, employees may become aware of certain software, applications, or technology tools that may help facilitate their job responsibilities. It is against company policy to purchase or test technology products locally as these may present security risks to the Company and/or may not be compatible with the Company’s IT architecture and may not be supported. Please contact the IT Department for guidance.Regarding Apps for company provided iPhones and iPads, if you come across a business app that you feel could be beneficial for users, please forward the details to IT for review. If deemed appropriate, the app will be pushed out to all users. From an expensing standpoint, nothing should be purchased on the corporate T&E card without going through this review process.PHONESPersonal cell phone expenses are not reimbursable. You should always use the issued cell phone for business.All Company issued cell phones are for business purposes and will be paid by directly to the Service Provider.Before travelling internationally, contact IT to verify coverage. Enter a IT Global Support Center ticket for “Wireless International Coverage”. Costs to place and receive phone calls internationally can be quite expensive, so please minimize use when practical to do so.If you need additional accessories, talk to your Manager. If your Manager agrees place a request through IT Global Support Center.Lost or stolen cell phones and/or accessories must be reported immediately to IT Global Support Help Desk so that any company information can be deleted from the device and a replacement arranged.FIELD FORCE ONLYAll field employees are assigned an iPhone and iPad with a -issued phone number.iPhone and iPad chargers may be purchased using the T&E corporate credit card and reconciled in Concur.All other iPhone and iPad accessories must be replaced by contacting the IT Global Support Help Desk (screen protector, protective case, car mount, etc.).Phone brackets will be issued with iPhone.OFFICE PRODUCTSThe company provides office supplies for employees. Office supplies should be requested through your department Administrative Coordinator.FIELD FORCE ONLY - Purchases of office supplies can be made on your T&E card. A single item cannot exceed $65.00, with a maximum monthly limit of $200 at Staples, Office Max or other discount office supply stores.BOOKSIf there is a business need to purchase books, this can be done on the department Administrative Coordinator’s PCard or T&E card.SUBSCRIPTIONSReoccurring subscription costs are reimbursable if needed for business reasons. Detailed comments and receipts will be required.CONFERENCE / TRAINING FEESConference fees are to be charged to an employee’s Corporate T&E Card. If an employee does not have a Corporate T&E Card, please complete the T&E Card Policy to start the process. The employee can contact their department Administrative Coordinator and ask that the conference fees be charged to the Administrative Coordinator’s P Card. (However, no travel related expenses are allowed on the Administrative Coordinator’s P Card). If neither of these options are available, the employee must charge their personal credit card and submit for reimbursement.GIFTS AND FAVORSUS Employees please refer to Policy 906: Meals and Educational Items located on the Corporate Compliance RON page for further guidance.Non US Employees please refer to Policy 918: Anti-Bribery Anti-Corruption located on the Corporate Compliance RON page for further guidance.FORM OF PAYMENTFORM OF PAYMENT T&E CARDAny employee who incurs travel, entertainment or other reimbursable expenses should apply for a company-issued, company paid T&E charge card. This card is to be used for business expenses ONLY.This card should be used for air/rail, hotel, car service, car rental, meal, entertainment, and other reimbursable expenses whenever possible. T&E cardholders are responsible for submitting an expense report through Concur once every 30 days or within 30 days of transaction date.Please visit the RON Travel/Meetings/Fleet/Card page for instructions to apply for the Corporate T&E Card.CASHIt is not recommended to carry large amounts of cash when traveling. If you need small amounts of cash to pay for de minimis expenses, it is recommended that you use an ATM or bank to purchase local currency. The foreign currency exchange fee is reimbursable. Actual cash payments should be reflected as “out of pocket” expenses on your expense report. Any remaining currency belongs to you and is not a reimbursable expense. Foreign currency will not be accepted to repay personal expenses or as a return of excess cash advance funds.EXPENSING FOREIGN EXCHANGE FEESThe service fee charged when purchasing local currency is a reimbursable expense and must be expensed in Concur as FOREIGN EXCHANGE/BANK FEES. Please attach receipt to substantiate fee amount. Any unused foreign currency is not reimbursable.EMPLOYEE EXPENSE REPORTING AND REIMBURSEMENTEMPLOYEE EXPENSE REPORTING AND REIMBURSEMENTPlease refer to Concur Training Portal located on the Concur Homepage for specific instructions on completing expense reports.EMPLOYEE RESPONSIBILITYUse the Concur Expense reporting portal to submit expense reports in compliance with this Travel and Expense PolicyEnsure expenses submitted for reimbursement are for a legitimate business purposeMaintain and submit original itemized supporting receipts, where required, with expense reports. See receipt requirements below. Credit card statements are not acceptable to support reimbursementAppropriately report all detailed HCP expenses in ConcurExpense reports must be submitted once every 30 days or within 30 days of transaction dateField Force to submit weeklyMANAGER/APPROVER RESPONSIBILITYResponsible for verifying and approving expensesShould be thoroughly familiar with this Travel and Expense Policy to review and approve employee business travel expensesNOTE: Expense reports are subject to random audits by the Accounts Payable Department for accuracy, completeness and compliance with Company policy. Incomplete, unsupported or inappropriate expense reports discovered during the Accounts Payable Team’s review will be returned to the employee for resolution. Employee non-compliance with company expense reporting policies may result in disciplinary action up to and including termination.RECEIPT REQUIREMENTSRECEIPT REQUIREMENTSUS EMPLOYEESReceipts are required for all Non-HCP Expenses incurred on the corporate T&E card that are$75 and aboveReceipts are required for all Out of Pocket Expenses that are $25 and above. However, submitting receipts for all expenses, whenever possible, is encouragedItemized receipts are required for ALL HCP ExpensesItemized receipts are required for Business Meals/Entertainment Expenses that are $75 and aboveSign-in sheets are required for in-office HCP meals. Certain out-of-office HCP meals may also require a sign-in sheet (i.e., Speaker programs). Please refer to the Offsite Meetings Policy and Procedures for additional informationEX-US EMPLOYEESItemized receipts are required for ALL Expenses. Each employee must maintain and submit original itemized supporting receipts with expense reports. Receipts must be provided for all itemized deductions.MISSING RECEIPTSIf a receipt is misplaced, every effort should be made to obtain a copy. Otherwise, a Missing Receipt Affidavit /Certification Form will be required when submitting expense reports. Once completed, the form must be attached to the corresponding expense. The form can be found:On the Concur Homepage under the Company Notes SectionOn the Accounts Payable homepage on RON, under the Policies and Forms sectionT&E CREDIT CARD APPLICATIONT&E CREDIT CARD APPLICATIONTo obtain a T&E Card, you need to review 651 – Corporate Charge Card Policy & Procedures.Once reviewed you will need to return the Cardholder agreement to the Corporate Card program administrator, who will in turn send instructions to apply for the card.6847205514350000 TRAVEL POLICY QUICK REFERENCE CHARTTravel bookings must be made online in Concur or over the phone with Carlson Wagonlit Travel.Manager approvals may be more stringent than these guidelines, but never more lenient.EMPLOYEESPolicy TypeEmployeesVP/SVPEVP's, President, CEO, ChairmanAIR - CLASS OF SERVICE.Pertains to a single flight segment, not total flight timeAlways book non-refundable ticketsExceptions must be approved by SVPAir Travel under 5 1/2 hoursAirfare Threshold for EconomyEconomyBusiness over 2 hrsFirst Class All flightsAir Travel over 5 1/2 hours Airfare Threshold on class above economyOnce class above economyBusiness over 2 hrsFirst Class All flightsAIR - MAX FLYExceptions require CEO or CFO approvalNo more than 15 employees company-wide on same flight including group/eventsOnly 2 SVPs on same flightOnly 2 on same flightNo more than 5 employees from same cost center or job function on same flightOnly 4 Officers on same flightTRAIN/RAILAmtrakBusinessBusinessBusinessAcelaBusinessBusinessBusinessInternational RailFirstFirstFirst HOTEL/LODGINGUpgrades permitted only if at no extra cost to Standard RoomStandard RoomDeluxe RoomWithin the U.S.$250/night$250/nightN/ANYC, DC, San Francisco, Boston, Chicago, Atlanta, Dublin, London, Paris$350/night$350/nightN/AConference hotelsBook through specific conference housing bureauHOTEL/LODGINGUpgrades permitted only if at no extra cost to Standard RoomStandard RoomDeluxe RoomWithin the U.S.$250/night$250/nightN/ANYC, DC, San Francisco, Boston, Chicago, Atlanta, Dublin, London, Paris$350/night$350/nightN/AConference hotelsBook through specific conference housing bureauCAR RENTALBook Full-size if traveling with 3 or more.IntermediateIntermediateFull-sizeCAR SERVICEPrimarily for airport transfers, if necessary. Book with preferred suppliers for negotiated rates.MEALSPersonal Meals when traveling$100/day$100/day$100/dayFORM OF PAYMENT T&E CardRECEIPTSCalculate foreign currency equivalent of US$.US employees: receipts required for > $25 Out of PocketUS employees: receipts required for > $75 T&E cardItemized required for Business Meals/Entertainment > $75 on T&E cardMissing receipt < $25 - report description and reasonMissing receipt > $25 for Out of Pocket - attach Missing Receipt Certification FormMissing receipt > $75 on T&E card - attach Missing Receipt Certification FormNon-US EmployeesAll receipts required22Quick Reference Guide of Allowable/Non-Allowable ExpensesExpense ItemAllowedNon- AllowableDepartment Head(VP Level)CommentsAssigned seats / Aisle seatsXFor airlinesAirline Club MembershipXAlcoholic BeveragesX2 per person Maximum/part of daily meal allowanceCash AdvancesXCash tips with no receiptsXChecked Bag Fee (1 per trip)XDonationsXDry Cleaning or Laundry ExpenseXWhen over 3 consecutive days awayEmployee GiftsXSee HR Recognition program subject to local tax rulesExcess/Overweight Bag FeesXFees for Advanced Check-inXFlowers/Fruit Baskets to employeesXFor births, illness or funerals for employee or immediate family members. $100/MaximumGift CardsXGPS Device (car rental)XVia preferred supplier onlyHCP costsXMust comply with the Non-Employee Policy 651Hotel Gym FeesXMaximum $15/day must be itemized on hotel folio/receiptHotel In-room moviesXHotel Mini-bar feesXIf submitted as part of daily meal allowanceHotel No-show feesXHostess gift in lieu of hotel expenseXIndividual Meal Expense-- no overnight stayXWith exception of travel between Tarrytown-Sleepy HollowLoyalty Program FeesXMileage to/from home to officeXExcept when working during non- scheduled times such as weekendsNewspapers / Reading materialsXNight ClubsXBusiness Entertainment rules applyParkingXPassport / Visa fees for BusinessXExpedited fees for processing are permissibleProfessional Organization FeesXRegistered Traveler ProgramXi.e.: TSA Pre-Check & GOESReplacement LuggageXSpa & Personal ServicesXSpectator / Sporting EventsXBusiness Entertainment rules applyTheatre Tickets/EventsXBusiness Entertainment rules applyTicket Exchange FeesXTollsXTraffic Violations and Parking FinesXTraveler Health ImmunizationsXUpgradesXValet ParkingXWi-Fi ChargesXWi-Fi for home offices is subject to the policy for field employees ................
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