AMWAY OF AUSTRALIA /NEW ZEALAND

Transcription

1 AMWAY OF AUSTRALIA /NEW ZEALAND TRAVEL, ENTERTAINMENT & EXPENSE POLICY & PROCEDURE EFFECTIVE MAY 2012 CONTENTS SECTION 1 BRIEF SUMMARY OF TRAVEL POLICY 3 GENERAL POLICY A) Booking Procedure... 3 B) Approval... 3 C) Reimbursement... 3 D) Responsibility... 4 E) Entertainment... 4 F) Online Booking Tool Policy... 4 SECTION 2 TRAVEL AGENT A) Telephone at BCD Travel... 6 B) After Hours Contact Details BCD Travel... 6 SECTION 3 AIR TRANSPORT INTERNATIONAL AND DOMESTIC A) Accompanying Spouse/ Partner... 6 B) Downgrading / Upgrading... 6 C) Routing & Stopovers... 7 D) Departure Taxes / Visa / Inoculations... 7 E) Passports... 7 F) Excess Luggage... 7 G) Unused Tickets... 7 SECTION 4 ACCOMMODATION A) Reservations... 7 B) Hotel Chain... 7 C) Private Accommodation... 8 Page 1

2 SECTION 5 VEHICLE TRANSPORT A) Traffic Infringements... 8 B) Car Rental... 8 C) Taxis... 8 D) Tolls & Parking... 8 SECTION 6 HEALTH A) Ill Health... 9 B) Occupational Health and Safety... 9 C) Pregnancy... 9 D) Travel / Medical... 9 E) Theft, Loss or Damage of Personal Items... 9 F) Warnings on Travel destinations SECTION 7 EXPENSES & ENTERTAINMENT A) Entertainment Expenses Reimbursement B) Credit Cards C) Requirements on Receipts D) Preparation of Expense Reports SECTION 8 INCIDENTALS A) Advances B) Airline Clubs & Points Programmes C) Changing Currency D) Gifts E) Government Officials F) Hotel Movies G) Laundry, Cleaning and Pressing H) Meals I) Mini Bar J) Mobile & Laptop Communications K) Telephone L) Tips SECTION 9 DISCIPLINARY ACTIONS against violation of Travel Policy, Expense and Entertainment Procedure Page 2

3 SUMMARY OF TRAVEL POLICY Hotels: Flights: Cars: SECTION 1 Daily rate is NOT to exceed $280 in any hotel. (Perth may be a little higher.) Policy is Best Fare of the Day unless appropriate justification is warranted Policy is compact however if more than 1 person travelling with luggage a larger size can be booked. GENERAL POLICY This general policy is to cover business travel, entertainment and related expenses. It applies to all Amway employees in ANZ and is company policy, unless specifically identified as a suggested guideline. A) Booking Procedure i) All travellers must complete the Corporate Travellers profile with the on-line booking tool to ensure all preferences are catered for and the necessary details are on file. To arrange a Travel Profile contact Special Events. ii) All Domestic and Trans Tasman travel to be booked via the on-line booking tool Concur (see Annexure F) iii) All Pacific flights to the USA to be booked on Delta Airlines via the Travel Management Company (BCD Travel) and the preferred supplier for New Zealand. iv) All other International air bookings require two quotes and lowest fare to be selected. Travel should be the best combination of economical cost and shortest route. v) The New Zealand affiliate does not have a nominated corporate travel agent and New Zealand staff are to obtain at least 2 quotes from either a respected Travel agent or the Internet. vi) Plan Early. Employees to book travel as far in advance as possible to obtain the cheapest prices, most convenient connections. Where it is not possible for any reason, to book domestic travel 14 days in advance the cheapest fare MUST be used regardless of Airline. vii) All employee business related travel charges (including flights, accommodation, rental cars and sundry travel services) are to be billed direct to the corporate credit card. viii) Charges for staff or contractors not holding a corporate credit card will be billed directly to Amway. The Corporate Travel Agent will distribute invoices to the relevant authorising manager for payment approval. Booking procedure for IBOs to be handled directly through The Travel Management Company. ix) All bookings relating to your travel air, accommodation, hire car, etc should be made in one booking which incurs only one fee. Any changes will incur additional fees. B) Approval i) Travel Request Form to be completed and approved by your upline prior to confirming the booking. ii) All International travel must be approved by employee s upline and the General Manager. iii) Changes to the original travel request must be noted on the Travel Request Form and re-approved. If the traveller is in transit when the changes occur, they must re-submit their travel request to their manager for additional approval when they return to the office. iv) While strict compliance to the policy is expected, judgment should be used to ensure the most practical options are utilised. v) Exceptions to this policy should always be approved by the authorising manager s upline. C) Reimbursement Amway will reimburse necessary and reasonable expenditures made by employees in connection with travel, entertainment, and related expenses incurred on Amway s behalf. Expense Form with supporting documentation is to be approved by the upline manager and submitted to Finance for processing. D) Responsibility All employees are responsible for the expenses they incur. Managers must ensure employees and contractors are fully aware and informed of the Company Travel, Entertainment & Expense Policy & Procedure. Page 3

4 Travellers on company business must: Exercise the same care in incurring business expenses as they would personal expenses Conduct business cost effectively Be aware of the implications of the Fringe Benefit Tax and GST Obtain receipts for all expenses E) Entertainment Claims for Entertainment must promote Amway s business and be in Amway s interests. Entertainment related activities by employees must be ethical and comply with all relevant legal obligations. F) Online Booking Tool Policy 1) Logon to Concur the URL is: 2) Before you proceed contact The Events Team to build your profile When in the login page key in User name Password ( your address) ( to be allocated by The Events Team, will be prompted to change later) 3) On the Travel centre homepage, click the profile link on the menu bar at the top of the screen. Here you can change your password by clicking on to the tab on the menu bar. Update your personal information including credit card details and click Save. 4) To Start your booking click on Travel tab on the menu bar: Important : If booking flights & accommodation or flights, accommodation and car you need to select it here, it is important it is done in one booking rather than flights, accommodation & car done separately as each booking incurs a fee. Entering it all in one booking incurs one fee. To Book a flight, accommodation and car. Click the flight tab on the left hand side of the screen Select one of the flight options Round trip One Way Multi segment In the Departure and Arrival city enter the cities of travel (Choose from the list an Airport or Area airport ensure the correct airport has been chosen) Click in the departure and Return dates and select If a car is required, select the Pickup/drop off car at airport checkbox. If you need a hotel, select the Find a Hotel box, putting in the name of the hotel. To commence with the flight booking Click the Search for flights button to view the flights by price and schedule A time window can be set to search for flights on either side of the departure / arrival flights by clicking on the +2 or +3 drop down box Hit next button After you choose your flight, if Virgin is chosen as a carrier, a window will pop up asking if checked baggage is required, after this option is confirmed the cost of the ticket will be displayed, if happy click on Purchase ticket. Low cost carrier fares have to be paid for instantly and it is here where it will ask for your credit card details. Choose the credit card drop down menu which display your credit cards. You can choose your seat, available seats are shown in green Click on seat to reserve Here an Out of Policy reason code will be displayed- choose the required reason from the drop down menu, or an explanation can be added in the box below. Click on Save Page 4

5 To commence with car hire If you requested car hire on the flight tab, you will see car results for the car search. Pick up/ drop off dates will default to your flight dates. Use change if it differs. Select the appropriate rental car and then click the Reserve button. To Select a Hotel If you selected the Find a Hotel option on the flight tab, the hotel results are displayed after the rental car has been booked. The dates will default to your flight dates. We have a list of Amway preferred hotels that should be chosen as 1 st preference. When you have chosen your hotel, click the Reserve button for the appropriate hotel and rate. Click the next button Review Travel details This is a review of your travel details Changes can be made to your FF program Change flight details if you need to Change seat allocation Add car or hotel if you did not do it at the start Click on next to continue Trip Booking Information Trip name to identify the trip Send a copy of the confirmation to- In this field you can enter your address or someone else to receive a copy of the trip confirmation Click on next to continue to purchase the trip Trip Confirmation This display requests confirmation of the booking Select Next on the Trip confirmation page. Click on Purchase ticket to send the booking to the agent Finally the Finished booking screen displays the trip record and itinerary Click on return Travel centre Print itinerary or itinerary FOR ANY CHANGES OR CANCELLATIONS ANY PART OF YOUR TRIP YOU MUST CALL BCD TRAVEL HELP DESK SECTION 2 TRAVEL AGENT BCD Travel is the nominated Travel Management Company (TMC) for supply of all corporate travel related services to Amway in Australia. This arrangement is reviewed annually and offers benefits to staff when travelling privately. As part of this commitment, at a fee, the Corporate Travel Agent provides a 24-hour worldwide customer facility. Contact details are provided here for your information: BCD Travel, Level 1, 66 Clarence Street, Sydney NSW 2000 Australia Phone After hours number: Note: The Emergency After Hours Team will make new reservations as requested but will not be able to issue tickets unless: 1. The traveller has an existing company profile with a credit card loaded as the form of payment Page 5

6 and that card is accepted by the airline concerned. 2. In the case of third party bookings the caller must have a personal company profile and a credit card must be in evidence in that profile and used for the transaction. To validate the call we will contact the party back on the number loaded in the profile, which is most likely to be a mobile number. 3. If there is any doubt about the validity of the call and/or the request BCD will contact the Special Events Manager to seek clarification. 4. If any of the above criteria are not met BCD will not be able to progress from the booking stage to final ticketing. SECTION 3 AIR TRANSPORT All travel within Australia and between Australia and New Zealand will be in economy class and the least expensive advance purchase rate available. International travel other than to New Zealand may be eligible for Business Class (Grade 16 and above), subject to ESCo approval and the travel being over 4 hours duration. For Grades below 16 staff are able to use points to upgrade to Business Class or Premium Economy. If there is a situation where a Manager would like to recommend Business Class or Premium Economy for an employee, justification will be required for consideration. The General Manager will review for approval. Travel to Canberra, Newcastle, Hamilton NZ, etc should be by other methods rather than air. For Travel to and from Achievers employees will travel on the same economy group fare as qualifying IBOs. A) Accompanying Spouse/Partner Subject with compliance of (b) below. Consideration will be given for a spouse/partner to accompany an employee on all or part of an international business trip at Amway s expense via downgrade of an otherwise approved business class airfare. Employees must secure approval from their upline manager and ESCo. Airfare of a spouse/partner should never be charged to Amway without prior approval. All domestic or Trans Tasman travel to be booked via the on-line booking tool and international travel through the (TMC) BCD. B) Downgrading / Upgrading When approval has been granted by the upline manager an employee may downgrade to economy class to fund their spouse/partner airfare. The cost of the employee and spouse/partner economy tickets should be no greater than the most cost effective available business class airfare (including FBT on the spouse s airfare). Prior to travel the employee must pay for any additional costs. For example: Best available Business Class airfare A/NZ$9,500 Spouses Economy Airfare A/NZ$3000 plus FBT of nearly A/NZ$3000 = A/NZ$6000 plus Employee Economy airfare = A/NZ$3000 Total Cost A/NZ$9000 The balance will not be reimbursed to the employee or spouse. If the downgrading results in the cost exceeding the best available business class airfare the employee must pay the balance pre-travel. Any staff member can apply to upgrade their seat at any time using their frequent flyer points providing there is no significant additional company costs involved. (Upgrades for Achievers are not allowed, as they are group tickets.). Where an employee chooses to use their own points to upgrade an economy domestic ticket it will be at the discretion of the manager to approve as to the economy fare used e.g. if an employee chooses to upgrade to business class on a trip Perth/Sydney a flexible economy ticket would need to be purchased, as a Red e deal, super saver or flexi saver economy ticket will not allow for upgrades. A flexible economy class ticket would be required, and in this case it would not be the cheapest economy class ticket available. Page 6

7 C) Routing & Stopovers Travel should always be by the most cost efficient means. Consideration is to be given to the minimisation of travel time and the most direct route should be selected. Non-essential stopovers, when approved, will be at the staff member/s personal expense inclusive of any incremental airfare and accommodation expenses incurred and must not be billed to the Corporate Credit card. Liability in relation to Fringe Benefits Tax must be taken into consideration. Interlining, or using one carrier s ticket to travel on an alternate carrier should only occur in an emergency. D) Departure Taxes/Inoculations/Visas Departure Taxes and Inoculations required for business travel destinations will be met as part of corporate travel expenses and are available or may be arranged through the Corporate Travel Agent and are billed to the individuals Corporate credit card. Visas are now to be done on-line. You can also apply for ESTA visa for USA via this link. E) Passports Processing and payment are the responsibility of individual travellers. Amway will not reimburse these expenses. F) Excess Luggage The company may reimburse excess luggage charges incurred on company business. Approval will depend on business justification and payment is to be charged to the Corporate Credit card. Every effort should be made to keep these expenses to an absolute minimum. G) Unused Tickets In the event of cancellation of travel plans after tickets or travel documents have been issued the unused documents must be advised to the Corporate Travel Agent to ensure either prompt processing of refunds or re-use. SECTION 4 ACCOMMODATION All accommodation in Sydney, Melbourne, Brisbane, Adelaide, Perth, Gold Coast, Auckland, Wellington and Christchurch must be booked through Concur. A) Reservations Reservations for all accommodation in Australia and New Zealand should be made directly through the on-line booking tool - Concur and payment must be charged to the Corporate Credit card. B) Hotel Chain Within Australia and New Zealand (Auckland only) employees will stay at the hotel or hotel chain nominated by Amway. If this hotel chain is not available, the on-line booking tool will highlight options for selection. All incidental expenses incurred during a stay must be charged to the Corporate Credit card. Travellers must retain the hotel receipt detailing all expenses charged to your room account for submission with the monthly expense claim. SECTION 5 VEHICLE TRANSPORT Expenses for operating company-owned cars, including fuel, oil, parking, repairs, etc. will be reimbursed. Use of personal cars on company business will be reimbursed according to Amway car allowance policy. Details may be obtained from HR Department. A) Traffic Infringements Fines for traffic offences and illegal parking will not be reimbursed. B) Car Rental Hertz rental cars are used in Australia and New Zealand and Avis Internationally. Bookings should be organised through the on-line booking tool- Concur for domestic and Trans Tasman and via the TMC Page 7

8 for international. Unless otherwise approved, Category Group C Corolla automatic vehicles will be utilised. New Hertz enrolments should be made using the on-line application form. luboverview.jsp&leftnavuserselection=globnav_4_2 The application requires the Amway corporate discount number (CDP) and this number is Please advise BCD of your number so they can record it in their profile for future bookings. BCD Travel are more than happy to help you obtain the link to the on-line application form and instructions if you need help. When completing a Hertz Enrolment Agreement Form (obtained from the Corporate Travel Agent) Section B7 Rentals in Australia and Section B8 Rentals in New Zealand, excess waiver cover should be declined as the rental fee covers insurance and Amway's Travel Policy covers the cost of the excess in the event of an accident. In the case of international rentals (aside from NZ) staff must tick accept for Section C International Rentals under collision Damage Waiver. Payment for rental cars should be charged to the Corporate Credit card. All cars should be returned at the end of the hire period with a full tank of fuel. C) Taxis Taxis must be charged to the Corporate Credit card. Cabcharge is not to be used. Employees should not travel by taxi to the airport unless the cost of parking at the airport (never valet) is greater than the return taxi fare. D) Tolls & Parking Tolls and parking expenses relating to company business will be reimbursed. Receipts should be obtained where possible. Amway of Australia/New Zealand will not reimburse the cost of automatic top-ups. If Toll and Parking expenses occur frequently, these charges should be summarised on a separate sheet and reported on the expense form as a total amount. SECTION 6 HEALTH A) Ill Health If you are ill you should provide Amway with a doctor s clearance certificate clearly stating your illness and whether you are able to fly and work whilst travelling. B) Occupational Health and Safety Amway is dedicated to ensuring the health and safety of all employees during their business related travels. There are certain positions that will sometimes warrant promotional/point of sale items and core products to be transported either by freight or in person to their relevant destinations. Amway will comply with the provisions of the Occupational Health and Safety Act NSW 2000 and Regulation In situations where it is unavoidable that excessive weight and force is required, it is important to apply the correct manual handling techniques and use mechanical aids (e.g. Airport Trolleys, conference Facilities Staff i.e. Bell Department, Taxi Drivers) wherever possible to eliminate potential accidents and/or injuries from occurring. For a comprehensive safe-practices outline please refer to the: - Clerical / Administrative / Office / All Professional and Management Roles Job Safety Analysis (JSA), under the HR, OHS folder of the Shared Drive. Please inform your Supervisor or Manager, should you have an illness or injury that may prevent you from travelling and/or carrying out the off-site manual handling duties as required. Page 8

9 C) Pregnancy If you are pregnant you should provide Amway with a doctor s clearance certificate clearly stating that you are pregnant, your expected confinement date and whether you and are fit to fly/travel. Please disclose to the doctor the details of the flight/travel and work proposed. D) Travel/Medical Whilst travelling on company business all employees are covered under the corporate travel insurance policy with AHI Assist (Accident and Health International) If you have any questions concerning the AHI policy the Free Call number in Australia When you are travelling, if you have any medical issues, lost passports, require referrals to suitable clinics and on site medical staff, etc please call the 24 hour support number and quote our Policy Number: The following website details all policy features - It is recommended strongly that employees clarify the procedure with the Corporate Travel Agent and/or the Legal department prior to undertaking travel. Legal will provide an Emergency Hotline card that you can carry with you at all times. E) Theft, Loss or Damage Of Personal Items Expenses relating to damage, loss or theft of personal items while on company business, due to causes other than employee negligence, are reimbursable. If the theft is from a hotel room or luggage is lost by the airlines, a claim should first be filed with the hotel or airline involved at the time of the occurrence. Losses not covered by the hotel or airline may also be eligible for coverage under your homeowner s insurance policy. The difference between the cost of repair and what the insurance company pays relating to loss of personal items or damage of a personal vehicle used for business purposes is reimbursable, providing the accident was not caused by the employee s negligence, as determined by the police report. The Company s Legal Department must approve reimbursements of this nature. Valuable electronic equipment should be carried with you as hand-luggage and accompanied by you at all times. It will NOT be covered by insurance if placed in checked-in luggage. F) Warnings on Travel destinations Travellers should check Department of Foreign affairs and Trade (DFAT) Notices with the Corporate Travel Agency for the latest travel bulletins to countries of concern. Please discuss these issues with your Manager as your safety is our number one priority so please do not put yourself at risk. SECTION 7 EXPENSES & ENTERTAINMENT A) Entertainment Expenses Reimbursement Necessary, reasonable and properly documented entertainment expenses are reimbursable. The employee requesting reimbursement must have been present at the activity for which reimbursement is being claimed. Employees should entertain people according to local customs and culture. B) Credit Cards Staff who incur business expenses on a regular basis will be issued with an individually billed Corporate Credit card. Only corporate travel and business related expenses are to be charged to this account, no personal expenses are to be charged. Provision of this card will be with Limited Liability which means that liability for payment of all charges on the card will remain with the individual to whom the card was issued. Charges relating to the individual card member must be billed to their own Corporate Credit card. When travelling with staff who do not hold a Corporate Credit card, the corporate credit card holder should charge all business costs to the corporate card and it will be the responsibility of that individual to allocate charges to the relevant cost centre. If more than one staff member incurs expenses together e.g. dining, the most senior employee must settle the account. Page 9

10 Upon receipt of the individual Corporate Credit Card monthly statement it will be the responsibility of the individual Corporate Credit cardholder to complete an expense claim form, which will then be processed for reimbursement through the normal procedures. Employees should note on the Credit Card invoice, the reason for each item of expenditure, including people entertained, destinations of taxi journeys etc. Statements can be accessed online. All employees are encouraged to register for access which allows the credit card member to view their current statement at all times so Expense Reports can be completed while travelling. Should the employee choose to participate in a credit card rewards program it is the employees responsibility to reimburse the company for additional membership cost in any reward programs associated with their Corporate Credit Card. Credit Card Rewards Points cannot be converted to cash. Staff who do not hold a Corporate Credit card will submit an expense claim form relating to expenses no later than 30 days after the expense is incurred. If necessary, a cash advance can be obtained before travel occurs with senior management approval. C) Requirements on Receipts Attach original receipts to the expense claim to support expenses. Where receipts are not available, employees must attach a detailed explanation to the expense form. D) Preparation of Expense Reports All expenditure should be recorded on the Employee Expense Report form available ( S drive Oracle COA - Forms) Include detail of names, venue, the type of entertainment, and the business purpose of the entertainment. An employee on an extended business trip is required to submit an expense report at least once a month to his/her upline to facilitate timely follow-up on problems / questions, to ensure timely recording of expenses and to eliminate the occurrence of delinquency fees on charge cards. It is also difficult for the employee to properly reconstruct the expense report after an extended period of time has passed.travel expense reports should be completed to correspond with expenses outlined on the credit card statement or within 30 days if not on corporate credit card. When traveling overseas, adequate explanation on currency used, and conversion at the rate applying, should be applied. Every effort should be made by the submitting employee to ensure that correct account numbers are allocated for coding. If the appropriate upline manager is not available for approval, it is the responsibility of the submitter to arrange an ESCo member to sign, and then to ensure that the absent upline manager is provided with a copy of the signed Expense Form at the first available opportunity. SECTION 8 INCIDENTALS A) Advances Cash Advances will only be given in exceptional circumstances. Preferred option is for Employees to use their own personal credit cards and claim any expenses as per the usual guidelines. Staff travelling on company business who do not have a Company Credit Card and are not in a position to use their own credit card and be reimbursed, should arrange for their Line Manager to authorize a cash advance with the Finance Department. The cash advance of A/NZ$50 per day can be paid in cash to the employee or transferred into the employee s bank account a few days prior to travel. Receipts must be obtained for all business / travel related transactions. Upon returning home to their affiliate a reconciliation and Expense Report must be completed, authorized by Line the Manager and submitted to Finance, together with any unused cash. Refer to Section 9(h) Meals for $ limit pertaining to breakfast, lunch and dinner. Employees can claim any expenses above the A/NZ$50 per day if they use their own cash for any out-of pocket company travel expenses or incidentals i.e.: meals, tips, taxi, departure tax, etc. This does not include personal items whilst traveling i.e.: magazines, chocolate bars, movie tickets, etc. Page 10

11 However, these transactions incur an interest charge so must be kept to a minimum ($100) and must be justifiable on a business basis. B) Airline Clubs and Point Programmes Amway may approve membership of Airline Clubs for managers who travel frequently. Amway will not pay for membership of loyalty points programmes. C) Changing Currency Expenses relating to changing currency are reimbursable. Copies of the transaction are required for expense reimbursement. D) Gifts Approval for any gifts given must be obtained, if the value of the gift is over A/NZ$100. Recipients to advise upline managers in writing when a gift with a value greater than A/NZ$100 is received. Flowers and other gestures given to IBOs at the time of significant events will be administered according to Business Relations Department policy. E) Government Officials Entertainment of any public, government or quasi-government official requires prior approval by the General Manager. Under no circumstances can the entertainment have any relation to that official s duties and responsibilities as defined by law. Entertainment shall not resemble in any way the act of influencing officials as defined by any applicable law. Employees shall not commit any act, which might allow a reasonable person to infer that the employee is engaged in the act of influencing in the entertainment of such officials. Amway employees shall not entertain any official with whom Amway has a pending issue or ongoing matter (e.g. bidding process, regulatory issue, etc.); provided that in the event of a meal which occurs during a period of time in which the public, government or quasi-government official is working with Amway (e.g. a working lunch that is clearly not for the purpose of entertainment), and the cost of the meal is nominal, the employee can provide such meal upon prior approval of the General Manager. If an Amway employee is requested by an official to provide entertainment, the employee shall take no action and shall immediately report such request to the General Manager through their superior. F) Hotel Movies Amway will reimburse one movie per day. G) Laundry, Cleaning and Pressing Reasonable laundry, cleaning and pressing costs are reimbursable after 4 days travel. If earlier then only for items that are soiled during the course of travel. H) Meals Meal expenses incurred while traveling on company business will be reimbursed. Expenses for meals will not be reimbursed at the employee s regular place of business, or for canteen meals in other affiliates, unless included in expenditure for entertainment or business meetings. Expense per meal per person should not exceed the following amounts (without prior approval): Breakfast - A/NZ$30 Lunch A/NZ $30 Dinner A/NZ - $60 (including alcohol) Staff are expected to apply reasonable judgment in determining how much it is appropriate to spend on meals and attempt at all times to stay below these maximums. Page 11

12 I) Mini Bar Hotel mini bars are very expensive and should be avoided. It is acknowledged however that there are circumstances under which they may be the only accessible source of refreshment. In these circumstances Amway is prepared to reimburse to a maximum of A/NZ$15 per day. J) Mobile & Laptop Communications Employees have a responsibility to stay in touch with the office during business trips, therefore, reasonable costs incurred in the use of hotel phone lines to access global dialing are acceptable however a reasonable approach should be considered at all times. Employees should be prudent when it comes to mobile phone communications when overseas as higher charges are applied by international mobile providers. This approach needs to be especially considered if accessing the internet and receiving/responding to s on a mobile device. (I.e. Iphone, Blackberry, Ipad, Android devices & data cards) It is recommended that Data Roaming is turned off to eliminate exorbitant international data bills (I.e. charges are $15 per Mb) and if you need to receive/reply to s or access the internet, this operation is only undertaken by connecting to WiFi via your laptop/mobile device when in a hotel and/or the network when in an affiliate office. You should contact IT prior to travelling overseas to change your settings. Furthermore, it is important to be practical when travelling and communications via Hotel Internet connections and utilising such applications as Skype should also be considered prior to using landlines. Please check the costs to ensure the best method is adopted for your specific location. If you require additional information or assistance please contact IT prior to travelling. K) Telephone Phone calls or faxes are to be restricted to company business. Hotels usually charge high rates so please keep to a minimum. To significantly reduce costs, prior to travel. Check with IT to discuss the various options Skype (USA, Europe and Australia), Prepaid cards in South Africa, or Telecard L) Tips Tips should be reasonable and customary for the location and consistent with what an employee would give if traveling privately. Claims should be made on the expense form. SECTION 9 DISCIPLINARY ACTIONS against violation of Travel Policy, Expense and Entertainment Procedure. This policy is intended to provide guidance to employees on matters of acceptable entertainment and travel expenditure. Non-adherence will result in disciplinary action. Page 12

13 CONTRACTED HOTEL RATES 2012 AUSTRALIA Sydney Melbourne Brisbane Quest Apartments Castle Studio $ Hill Crowne Plaza Norwest Standard $ Rydges Bell City Hotel: Standard Room $ Bell Street,Preston VIC The Hotel Lindrum Studio Suite $ Flinders Street (1.5% Merchant Fee will apply) Sebel Georges Square Deluxe room 5% off Best Rate of the Day (1.5% Merchant Fee will apply) Hotel Gloria-Springwood Standard room $148 - $196 Gold Coast Marriott Surfers Paradise 10% off Best Rate of the Day Adelaide Hilton Guest Room $ Perth Pan Pacific Riverview Room 10% off Best Rate of the Day NEW ZEALAND - Rates are exclusive of the 12.5% VAT Auckland Langham Hotel Standard Room NZD $ Christchurch Sudima Best Fare of the Day Wellington Duxton Best Fare of the Day Page 13