Travel and Expense Guidelines

Transcription

1 Travel and Expense Guidelines Jim Casey Youth Opportunities Initiative Travel The Initiative reimburses staff for reasonable business travel expenses incurred while on assignments away from the office. These guidelines are intended to provide greater clarity on the Initiative s travel policies and procedures and guidance for what is meant by reasonable expenditures. In this way, staff can be supported in our common goal to ensure timely reimbursements and fiduciary responsibility. The actual costs of authorized travel, lodging, meals and other expenses directly related to accomplishing Initiative work are reimbursed by the Initiative as outlined below. We expect you to limit your expenses to reasonable amounts and to select hotels, restaurants and other providers of services based on appropriateness for a not-for-profit organization. Written authorization for all travel is to be obtained from your supervisor in advance of the travel using Travel Authorization Form. Staff should submit travel expense reports within 30 days of return. Original receipts for all individual expenses in excess of $15.00 must accompany expense reports. Abuse of these travel guidelines, including falsifying expense reports to reflect costs not incurred by the staff member, can be grounds for disciplinary action, up to and including termination of employment. Air Travel Staff may make flight reservations in a variety of ways: GetThere online tool - charges are billed directly to the Initiative SWABIZ online tool charges are billed directly to the Initiative (staff must submit a receipt to the accounting department) Other online tools such as using your Initiative issued credit card (staff must submit a receipt to the accounting department) Other online tools such as using your personal credit card, and turning in your receipt for reimbursement. Economy or coach class is standard for all Initiative travel. Exceptions to coach travel would be the unavailability of any seats or alternate flights essential to the performance of Initiative business, or physical or other special circumstances approved by the supervisor. First class travel is not an allowable expense. Nonstop and Direct Flights Staff can select nonstop flights over connecting flights. Page 1

2 Advance Booking Whenever possible, air travel should be booked 14 days or more in advance. Note the Cost Savings Tip below. Ticket Changes There will be occasions when changes to one s schedule necessitate changes in travel plans. However, travelers need to be aware that each ticket change can result in a travel agency transaction fee, an airline change fee (typically $100), and possibly an increased fare. Staff are asked to keep ticket changes to a minimum, and to finalize travel plans, when possible, before tickets are purchased. Staff are responsible for managing the funds from their unused SWABIZ tickets. Frequent Flier Miles and Upgrades Staff may keep their frequent flier miles and use them for personal travel but the Initiative s goal of lowest fares takes precedence over an individual s preference to participate in frequent flier programs. Employees who take advantage of upgrades for which they are eligible do so at their own expense. GetThere Casey Travel Site The Casey Travel Site is the Initiative s online travel tool for booking business travel provided by GetThere. The Casey site is a customized version of the GetThere site developed for UPS. It has the look, feel, and functionality of online travel websites. The Casey Travel Site provides for travel reservations with air, rail, hotel, and car, and can be accessed 24 hours a day, 7 days a week. The Casey Travel Site is accessed through Staff can only access the site with a User ID and Password provided by the Initiative. Airline reservations made through GetThere are billed directly to the Initiative. A copy of the invoice is automatically sent to the Initiative accounting department. GetThere should only be used for business travel. The GetThere site is set up to provide the lowest fares available for any selected destination. The site searches all UPS contracted rates as well as internet fares. (Not all Southwest Airline flights are available through GetThere.) Your selected flights will be compared with any lower price options. Lower fare options are searched within one hour prior to and after your selected departure time. Travelers can decline a lower priced fare within a $100 difference of the selected fare. If a traveler selects the higher priced fare, a reason must be given for the selection, such as time constraint, air carrier size, etc. A notification of this outof-policy selection is sent to the supervisor and notations are made in the travel reports to the Initiative. Page 2

3 BCD Travel (formerly World Travel) BCD Travel is the travel agency contracted to fill the on-line reservations from GetThere. The agents at BCD Travel also handle any airline ticket changes, before or after departure. Please note: BCD Travel also provides full travel services. Calling BCD Travel to make business travel reservations is not an option for Initiative staff. SWABIZ SWABIZ is Southwest Airlines online business travel tool. Staff may book flights for business travel by going to Charges for flights booked through this tool are billed directly to the Initiative. Staff are responsible for providing a copy of the invoice to the Initiative accounting department. Staff are responsible for managing the funds from their unused SWABIZ tickets. Before making reservations, staff must set up an account and have it linked to the Initiative s account. SWABIZ should be used for business travel only. Cost Saving Tip: Always try to book your travel as far in advance as possible. The single most effective way to save on airfare is to book in advance. Cost Saving Tip: When traveling on Southwest, it may be more cost effective to book through SWABIZ provides advance purchase options up to 21 days prior to the date of travel. (Based on Southwest s business practices, GetThere does not always have access to these 21 day rates.) Cost Saving Tip: Utilize telephone conference, video conference and webcast whenever possible to reduce travel costs. Car Rentals Rental cars are typically used for out of town travel involving an overnight stay where the cost of other transportation (such as taking a taxi from the airport to the meeting site and back) would exceed the cost of a rental car or when the business purpose of the trip necessitates the use of a car. For local meetings and day trips, staff use their own vehicle, rather than a rental car, and are provided a mileage reimbursement to cover expenses (see Use of Personal Car below). Standard reimbursement is for compact or economy cars. Reservations should specify either a compact or economy unless a larger car, mini-van, or 4-wheel drive vehicle is needed for business travel. One-way rentals are allowed as an alternative to more costly transportation and in cases of emergency. The Initiative will not reimburse for optional insurance offered in car rental contract. Page 3

4 Return car with a full tank of gas. Initiative will only reimburse for gas expense at pump price. Car reservations can be made through the GetThere online tool, car rental websites or via telephone. Car reservations made through GetThere will be held on the Initiative s credit card, however staff member will be responsible for payment at the rental company. GetThere allows car rental reservations with four preferred car rental companies: Avis and Hertz (and Thrifty and Enterprise for off-airport locations). When renting a car through GetThere, you will not need--and should decline--the insurance coverage offered by the rental car company. Insurance coverage will be included with your car rental based on contracts that the Initiative/UPS have negotiated with the preferred car rental companies. The insurance coverage provided does not extend to additional drivers, international travel (travel outside the continental U.S., Hawaii or Alaska) or personal travel. (When using a rental car for personal travel check with your insurance company for coverage information.) Any business rental car incidents must be reported to the Initiative as soon as possible. Cost Saving Tips: Refuel before returning the rental car. Rental car companies charge a surcharge to refuel and even the prepaid fuel options are more expensive than filling up at a gas station before turning the car in to the rental company. Insurance for rental car used is most likely provided for in your personal auto policy, if not, you can have an endorsement added at very little cost. Also, your credit card may cover your personal policy s deductible. Use of Personal Car Reimbursement is intended to cover the cost of your travel while on Initiative business. The normal commute between your home and office is not a reimbursable expense. Staff will be reimbursed for approved business use of a personal automobile at the current Initiative approved mileage rate, including travel to and from airports. Identify in your expense report the: date of travel, start and end points of the trip, purpose of the trip and the number of miles driven. Other Transportation Expenses Expenses for train, bus, subway and taxi transportation (between airport, lodging and business meetings) are reimbursable. Employees should choose the most economical mode of transportation considering availability and practicality under the circumstances. Clearly state in your expense report the mode of transportation and points of departure and arrival when claiming expenses for reimbursement. Page 4

5 In addition, tolls, parking fees, and gasoline for rental cars are considered reimbursable travel expenses. Lodging Staff will be reimbursed for reasonable lodging expenses at corporate or best available rate based on actual expenditures while on approved Initiative business. Staff are expected to utilize best available rates, such as Initiative or other Casey negotiated rates or conference rates whenever practical. Otherwise, staff should use the guideline of no more than $200 per night for hotel accommodations. A lower rate may be available in many cities; a higher rate may be required in major cities. The Initiative will reimburse the cost of a health club pass for fee up to $10 per day. Staff are responsible for the cancellation of guaranteed hotel rooms and for the expenses incurred when they fail to do so. Exceptions will be made for those instances where Initiative-related business prevented timely cancellation of hotel rooms. In these instances, the reason should be documented and show supervisor approval. Hotel reservations can be made through the GetThere online tool, hotel websites or via telephone. Reservations made through GetThere will be held on the Initiative s credit card, however staff member will be responsible for payment at the hotel. Cost Saving Tips: Check the Frequently Used Hotels document on the Initiative s public computer drive, and ask hotels if these rates are available for your stay. Ask hotels if they offer a non-profit discount rate. If you are traveling for a conference, reserve your hotel early to take advantage of conference negotiated rate. Meals Staff traveling on Initiative business are reimbursed for their actual reasonable meal expenditures both en route and at destination. The cost of meals varies depending on location, area of country, and other factors. However, we expect you to be appropriate in your expenses for meetings or events. As a guideline to assist you in planning for meals breakfast should cost no more than $10 per person; lunch no more than $15 per person; dinner no more than $35 per person. For the most part these guidelines reflect current expenditure patterns by staff. While the actual meal costs may at times vary, the daily maximum should not exceed $60, including tax and tips. Cost Saving Tip: Room service is always more expensive than a restaurant and should be used only when absolutely necessary. Page 5

6 Expenses for Initiative Meetings Staff will be reimbursed for approved expenditures for Initiative meetings when a business purpose exists for the meetings and a work benefit justifies the expenditure. The nature of the work and the name of the participants and their affiliations must be provided on the expense report form. Staff are reimbursed for food, beverage, and meeting room expenses associated with business. Alcoholic beverages are not reimbursed when purchased solely for social meetings with other Initiative staff or business associates. Gratuities Reasonable tips, where they apply to any approved service, are reimbursable. A standard tip for good food service is 15%-20%, taxi service is 10%-15%, and for bellboys and porters $1-$2 per bag. Cost Saving Tip: Be sure to verify that the tip has not already been included in the bill. Some hotels and restaurants add the tip automatically. Other Travel Expenses Other items related to travel that are considered reimbursable business expenses include: computer/internet access, faxes, photocopying, printing and other services required for business purposes. Telephone Calls and Internet Access For staff that travel extensively on Initiative business and have a legitimate need for a cellular phone or pager to perform their job responsibilities, the Initiative offers a $60.00 per month stipend to defray the costs associated with the use of such equipment. The stipend is available only upon request. In addition, for staff who travel extensively, the Initiative provides a calling card for long distance calls while on the road. The Initiative will pay or reimburse traveling staff for a minute phone call home per day while they are on the road. Many hotels now offer free Internet access to guests traveling with a laptop computer. When free access is not available, the Initiative will reimburse for hotel fees charged to access the Internet. Cost Saving Tip: Avoid making calls from the hotel room. Hotels typically charge a large markup on phone usage. It is almost always Page 6

7 more cost effective to use a cell phone, calling card or prepaid phone card. Non-Reimbursable Items Items that are generally of a personal nature will not be authorized for reimbursement, and include but are not limited to the following: Valet, laundry, dry cleaning charges Headsets for movies or stereos aboard airplanes Alcoholic beverages aboard airplanes, trains Pillows and blankets aboard airplanes, trains Haircuts, shoe shines Kennel charges Babysitting fees Cigars, cigarettes Annual credit card fees or finance charges on personal cards Hotel in-room movies Hotel in-room mini-bar and refreshment center costs Parking tickets, etc. Travelers checks Newspapers, magazines Prohibited Activities and Expenses Due to the Initiative s tax exempt status, the Initiative and its staff are prohibited from engaging in certain activities such as self-dealing and lobbying. In addition, any expense that violates the Conflict of Interest Policy or the Responsible Practices Policy is not reimbursable. Expense Reports A Reimbursement for Travel and Expenses form must be thoroughly completed and submitted to the accounting department within 30 days of your return. The form can be found on the Initiative s public computer drive. The form will automatically total your expenses and calculate the mileage reimbursement based on the business miles provided. Expense reports must document the specifics of all travel expenditures, including the date, location, description, purpose, and amount of expense incurred. An original receipt must be attached to the expense report for each expense in excess of $ Detailed receipts are needed for hotel stays, hotel lobby or lounge charges and car rentals. Hotel receipts should show that payment has been made in full on the receipt or folio. Page 7

8 Approved expense reports turned in by 9:00 a.m. on the Monday preceding the check writing date will be paid that week. Others will be held until the next check writing date. Managing Travel Expenses Staff air and rail travel that is booked through GetThere, or SWABIZ will be billed to a central Initiative credit card. Guarantees for hotel rooms and car rentals booked through GetThere will be held on the Initiative s credit card, however staff will be responsible for payment at the hotel or rental company. All employees who are issued an Initiative corporate credit card must use the card only for business-related expenses. All receipts for charges incurred must be forwarded to the accounting department by the 15 th of each month for bill payment. Employees who use the corporate credit card for non-business-related expenses may lose their card privileges. Staff who use personal funds or credit cards for authorized business expenses will be reimbursed promptly after the submission of a thoroughly completed Reimbursement for Travel and Expenses form including documentation of charges, receipts, and appropriate approval. Approvals Staff must obtain written authorization for all travel from their supervisor in advance of travel. Travel reimbursement requests are to be authorized by supervisors. Personal Travel With prior approval, a family member or friend may accompany staff on business travel, at the staff person s expense, when the presence of a companion will not interfere with successful completion of Initiative work. Generally, staff are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the staff member. Business travel reservations take priority over personal travel. Staff can use BCD Travel for personal travel reservations. All charges for personal travel, including the booking fee, must be charged to a personal credit card or paid by check to BCD Travel in advance. Note: Staff can not use GetThere or SWABIZ for personal travel arrangements as these charges are directly billed to the Initiative. Page 8

9 If staff combine business and personal airfares, staff will be responsible for paying the fare, and the Initiative will reimburse for the business portion only. Page 9