Business Travel Policy

Transcription

1 Business Travel Policy 5/5/2015 Home of Rutherford and Associates [Type Client Name] eostar Proposal

2 Contents 2 Table of Contents Business Travel Policies... 4 Prior to Travel... 4 Setting Up a Travel Profile with Tzell... 4 Making Travel Selections... 4 Flights... 4 Hotels... 4 Rental Cars... 5 Save Your Travel Itinerary... 5 During Travel... 5 Going to the Client Site... 5 Departure Policy... 5 Airport Parking... 5 Checked Bags... 5 Rental Car Insurance... 5 At the Client Site... 5 Daily Recap... 5 Onsite Attire... 6 Discretionary Expenses... 6 Returning from the Client Site... 6 Return Policy... 6 Delayed Flights... 6 Cancelled Flights... 6 After Travel... 6 Expensing Business Travel... 6 Company Credit Card... 7

3 Contents 3 Per Diem... 7 Mileage... 7 Tolls... 7 Bonus... 7 Completing an Expense Report... 7

4 Business Travel Policies 4 Business Travel Policies This document explains R&A s policies regarding business travel to and from client sites. Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues. Prior to Travel Setting Up a Travel Profile with Tzell All new employees will need to set up a travel profile with Tzell, the travel agency that R&A uses. You should the following information to Jaci, who will pass it on to Judy at Tzell. Your name as it appears on a government issued photo ID Your date of birth Your cellular phone number Your frequent flyer numbers (Delta, Southwest, US Airways, American, United, and Allegient fly out of GRR) Your hotel membership numbers Your car rental membership number (R&A uses Avis whenever possible) Your seating preference (aisle or window) Your Known Traveler Number (TSA Pre-Check or Global Entry), if you have one Making Travel Selections You will not need to book any of your own travel; Judy at Tzell will handle all of the bookings for you, but you can send her your preferences. Your manager or project manager will need to approve all of your travel arrangements. Flights You should select your desired flights and the pertinent information to your manager or project manager and to Judy. As a general rule, you should try to select flights that are priced better, but you should also select flights with acceptable departure times (no redeyes, for example) and a reasonable number of connections (ideally, no more than one). In the case of travel to Coke distributors, the roundtrip airfare should be under $700 if at all possible, and if it is not under $700, the distributor must approve the price prior to booking the flight. Hotels You should ask the project manager or the client about preferred hotels, as some clients have corporate discount arrangements with local hotels. If you have a preference about what hotel or hotel chain you stay at, you can request your desired hotel or hotel chain when you Judy. If you have no preference, you can leave the booking decisions to Judy.

5 During Travel 5 Rental Cars You will not need to book your rental car. Judy will handle booking the car for you. If you are traveling to a location with other people, and your travel plans align, you will likely share a car with another person. If you are driving to a location, rather than flying, you have the option of taking a rental car or your own car (you will receive mileage based on current government rates for the trip if you use your own car). Use your best judgment when deciding which to use. If you would like to use a rental car, Judy the dates that the car will be needed and the pick up location (Grand Rapids or Holland). Save Your Travel Itinerary Save your travel itinerary to X:\Implementation\Travel. You should also verify that your trip is listed on the appropriate calendar (Support or Implementation). During Travel Going to the Client Site Departure Policy Employees may leave work two to three hours before departure time, depending upon driving conditions. All packing should be completed the previous evening. Weekend travel will earn a full comp day, which should be used within three months unless another arrangement is approved by your manager. Airport Parking You may park your car in the long-term garage at the airport. It is not necessary to park in one of the cheaper lots. Checked Bags You may check your bags if you want to do so. If you do check your bags, you may charge them to your company credit card and save the receipt for the expense report. Rental Car Insurance You should never get the rental car insurance when you pick up your rental car; your R&A company credit card has rental car coverage on it and any additional coverage that is added will not be reimbursed. At the Client Site Daily Recap A daily recap should be sent at the end of each day to the project manager and/or your supervisor. You should track your onsite hours for each day in the daily recap, as this information will be needed when billing the customer. If the travel is part of the implementation project for a new or existing customer, the hours will be entered into Project Insight. If the travel is for another purpose, you will need to enter the hours on your expense report.

6 After Travel 6 Onsite Attire When representing R&A at a client site, you should dress professionally. You should wear slacks or khakis; jeans should not be worn. You should wear an eostar polo or any other dress shirt that is in good condition. An eostar polo can be especially helpful to wear the first day or two that you are onsite, as it quickly identifies who you are for client employees. You should wear conservative loafers, boots, flats, dress heels, or walking shoes that are in good condition. Discretionary Expenses Employees may use the company credit card to purchase food for clients, such as bagels or doughnuts for driver training. You may also purchase other supplies that you need for training on the company credit card, such as a large sketchpad or candy as prizes. These expenses should not exceed $100 per trip, and you should save all receipts for the expense report. Anything over $100 must be approved by your manager or project manager prior to incurring the expense. Returning from the Client Site Return Policy If you arrive in Grand Rapids four hours before the close of your normal workday, proceed to the office. If you arrive in Grand Rapids prior to 10:00PM, please be at work on time the following day. If you arrive in Grand Rapids after 10:00PM Monday through Thursday, you may take a delayed start the following day. You should notify your manager if you will be taking a delayed start. Delayed Flights If your flight departure time to or from Grand Rapids is delayed, please notify management. Cancelled Flights In the event that a return flight to Grand Rapids gets cancelled, you are free to make alternative arrangements that require an additional expense, such as renting a car to drive back to Grand Rapids or flying to Lansing. If you are unable to make your own arrangements, there is an emergency number located on the Tzell Travel Itinerary. After Travel Expensing Business Travel R&A will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. When travel is completed, you should submit completed travel expense reports within five days. Reports should be accompanied with receipts for all individual expenses. The actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by R&A two weeks after all expenses have been submitted to the accounts payable department. You are expected to limit expenses to reasonable amounts.

7 After Travel 7 Company Credit Card The following expenses should be charged to the company credit card: Airfare (including Tzell Charge) Bag Fees Hotel Parking Fees Rental Car and/or Taxi Fuel for the Rental Car Business Meals with Clients You should save receipts for everything charged to the company card, as you will still be required to create an expense report for these items. Per Diem Employees will receive a travel per diem for meals at the rate of $46.00 per day of travel within the continental United States. The full per diem should be taken for all days of travel, including days not spent at the client site. You do not need to save receipts for purchases covered by the per diem. Mileage Employees will receive mileage reimbursement to and from the Grand Rapids airport when flying for business purposes. If using a rental car, you do not get mileage reimbursement for the rental car. You do, however, get to expense any fuel purchased for the rental car. You should keep receipts for the fuel purchased. If you opt to drive your own car to a client site, you should track the mileage driven on the trip for mileage reimbursement. You do not need to save receipts for fuel purchased, as fuel is calculated as part of the mileage reimbursement, and you should not expense fuel when taking the mileage reimbursement. You should not put fuel purchased for your own car on the company credit card, as you will not receive mileage if you do so. Tolls Employees should get receipts for all tolls that are paid over the course of a trip. If you use an electronic toll pass that you own, a copy of the tolls charged to the pass on the trip may be submitted instead of receipts. Bonus Employees will receive a $100 bonus per day spent onsite at a Go-Live. Travel days not spent onsite do not receive the bonus. Completing an Expense Report Employees should refer to the processes documented in the eostar Expense Report Process document for information on how to access and complete expense reports. All of the expenses incurred, as well as any bonuses, should be included on the same expense report.