AVAYA TRAVEL POLICY FOR NON-EMPLOYEES

Transcription

1 AVAYA TRAVEL POLICY FOR NON-EMPLOYEES APPROVED TRAVEL AGENCY: Avaya s apprved travel agency (American Express in mst cuntries, Carlsn Wagnlit Travel in India, Al Rais in UAE and City State in Singapre) must be used when making all travel arrangements. There is currently n travel agency available fr Krea r China. Yu can bk thrugh yur Cmpany travel agency fllwing the plicies cntained in this dcument. PRE-TRIP APPROVAL: Written pre-trip apprval is required fr all travel. This includes air, htel, rental car, r train, regardless f hw it is bked. Prir t bking any travel that will be charged t Avaya, fllw the Business Unit (BU) specific pre-apprval prcess fr the Business Unit yu are assigned t, if ne is in place. If n BU prcess exists, yu must btain the BU Operatins Leader and Finance Business Partner (VP Level) apprvals. Cntact yur Avaya engagement/prject manager wh will arrange fr pre-trip apprval. RESERVATIONS: Trips must be bked based n yur cuntry f rigin. Reservatins fr air, htel, and car rentals must be bked thrugh the apprpriate Avaya cntracted Travel Agency and thrugh Avaya s nline bking tl, where available. The bking methd depends n whether the traveler has an Avaya identificatin number (HRID). Travelers wh d nt have an HRID shuld bk directly via phne with the apprved travel agency. Yu MUST prvide the Business Unit name (e.g. ACS, APS, GSM, Business Ops,etc.) when bking, r yur reservatin will nt be bked. Travelers wh have been assigned an Avaya identificatin number (HRID) shuld lg-n t TREX r ther apprved agency nline tl, while cnnected t the Avaya prtal. First-time users must create a prfile by clicking n the Prfile link within the tl. The Avaya HRID and traveler s charge card number must be included when cmpleting the Travel Prfile. Mre detailed instructins fr this prcess can be fund in the TREX Quick Reference Guide psted n the Avaya travel website. In Nn-TREX implemented cuntries fllw the instructins fr the regin by cntacting the Avaya Reginal Travel GSO Cmmdity Manager. AIR TRAVEL: Discunts and rebates have been negtiated with apprved airlines. Cntractrs with an HRID must bk thrugh Avaya s apprved travel agency and utilize the nline bking tl where implemented fr all except cmplex internatinal travel itineraries. Cmplex itineraries are defined as travel n ne r mre airline carriers, mre than ne internatinal airprt, including an ARNK segment (where traveler arrives at destinatin A but departs frm destinatin B), includes an pen jaw segment (where traveler returns t the airline frm a city ther than the ne in which they arrived r the itinerary cntains a maximum f 4 ttal segments). Fr cmplex reservatins nly, r if yu d nt have an HRID assigned, yu may bk thrugh the apprpriate agency by phne. Travelers are required t use these apprved airlines and t take the lwest lgical fare. Because the lwest lgical fare may nt accmmdate yur flight requirements r an apprved airline flight may cnflict with the lwest lgical fare requirement, the fllwing exceptins apply: A nn-apprved airline may be used ONLY when the cst f the trip is at least $100 less than an apprved dmestic flight r at least $200 less than an apprved internatinal flight. Page 1 f 5

2 A nn-stp flight may be bked ONLY if the flight is n mre than $200 mre than the ne-stp flight. Cach/ecnmy class must be used fr all dmestic and internatinal flights regardless f distance and duratin. Business, First, Premium Ecnmy classes are nt reimbursable. All dmestic flights must be reserved with a preferred airline seven t furteen days in advance (in the AI, NAR, and APAC Regins) r as far in advance as pssible. In the EMEA Regin, it is best t purchase 0-6 days advance purchase as it results in slightly lwer fares n average. On Internatinal Flights (trans-cntinental) it is best t purchase tickets in the 0-6 days advance purchase range in all regins except AI as there are very significant cst benefits t ding s. Travelers are directed t bk advance purchase/nn-refundable fares n the lwest available fare, and travelers are required t accept the Cmpany Apprved Travel Agency recmmendatin f lwest fare. RAIL TRAVEL: Travelers must bk thrugh Avaya s apprved travel agency and utilize the nline bking tl where implemented fr all Rail travel. Cach/ecnmy r similar lwest available class must be used fr all rail tickets regardless f distance and duratin. HOTELS: Travelers are required t use apprved htels when available, and must bk thrugh Avaya s apprved travel agency r thrugh TREX r the apprpriate nline bking tl where implemented. If n rms are available at an apprved htel, the traveler must reserve the lwest available rm at a htel within ne f the apprved htel chains, if available. A nnapprved htel may be bked nly when the nightly rm rate is $50 less than the lwest rated apprved htel in the vicinity f travel. CAR RENTAL: Travelers are required t use apprved glbal car rental agency, Avis Budget Grup when available, and must bk thrugh Avaya s apprved travel agency r thrugh TREX r ther apprved agency s nline bking tl. Travelers must always accept the lwest price within the car size limit plicy amng these apprved suppliers. Car Size Travelers must bk an intermediate r smaller car except when: Fur r mre peple are traveling tgether, r A larger car is needed fr additinal luggage r equipment, r A larger car will avid additinal rental cars fr yur party, r Travel with external clients may require larger/higher car class Exceptins: Renting frm nn-apprved suppliers is allwed nly when apprved supplier cars are unavailable. When renting a car utside the US, r frm a nn-apprved supplier, yu must check yur rental agreement and ensure it cntains at least minimum liability requirements per applicable cuntry. Insurance: A. US Dmestic - Car rental agreements with Avis Budget Grup includes maximum insurance. Additinal insurance is nt authrized and will nt be reimbursed. Avis Budget Grup des nt include the Lst Damage Waiver (insurance) at nnparticipating licensee lcatins. Please refer t the insurance matrix listed n the Car Rentals page f the Travel Services website. When picking up a car at ne f these nnparticipating lcatins, yu must purchase the additinal insurance. Page 2 f 5

3 B. Internatinal - Insurance requirements may vary. Please refer t the Avaya Travel website under Car Rentals fr cuntry specific infrmatin by supplier. Renting frm Nn-Apprved Suppliers is nly allwable when apprved supplier cars are unavailable. When renting a car utside the US, r frm a nn-apprved supplier, yu must check yur rental agreement and ensure it cntains at least minimum liability requirements per applicable cuntry. We recmmend nt purchasing the cllisin damage waiver, hwever please be advised that yur lcal business unit will be respnsible fr any damage t the hired vehicle. The cst f this insurance is reimbursable. Please nte that CDW is prvided in Canada fr renters utilizing Canadian-issued American Express cards t pay fr the rental. Please visit the Avaya Travel website fr mre specific insurance infrmatin. Refueling/Tlls/Parking Fines: Travelers must refuel rental cars t avid paying premium charges related t selecting the "refueling" ptin. Avaya will reimburse travelers fr nrmal expenses incurred while perating a vehicle, e.g. highway tlls and parking lt fees. Hwever, traffic infractins such as parking r mving vilatins will nt be reimbursed. PERSONAL AUTOMOBILE: Effective January 1, 2015, use f a persnal aut is reimbursed at the rate f 57.5 cents per business mile driven in the U.S., while internatinal use f a persnal aut is reimbursed at the standard reimbursement rate by cuntry. This rate represents reimbursement fr the perating, fuel, insurance, maintenance and depreciatin csts fr an average vehicle. Mileage is nly reimbursed when travel exceeds fifty (50) miles ne way frm the wrk lcatin. If the trip des exceed fifty (50)miles, the first 50 miles shall be deducted frm the trip ttal. Tlls and parking fees are reimbursable. Tickets, fines and ther vehicular vilatins are NOT reimbursable. MEALS: Meals while traveling are reimbursable fr reasnable and custmary charges. Breakfast expenses are nt reimbursable if included in the htel rm rate. Lunch while traveling t an Avaya lcatin is nt reimbursable. Maximum daily limits are as fllws: NAR -- $50 per day, per individual EMEA -- 60/45 GDP per day, per individual APAC -- $50 per day, per individual (except $75 fr Japan, Hng Kng, and Australia) CALA -- $50 per day, per individual Nte: These meal limits are fr the regin in which the traveler incurs the expense. i.e., if yu are a US-based cntractr assigned t a business unit in the U.S. traveling t EMEA then while yu are in EMEA yur daily rate wuld be at the EMEA (Eur) r UK (GBP) rate. Avaya requires itemized receipts t be prvided fr all purchases ver $25.00 USD. Outside f the US, laws may require receipts fr all charges. Alchlic beverages are NOT reimbursable. MEALS FOR GROUPS/MEETINGS: Alchl at these meetings will nt be reimbursed EXCEPT fr alchl purchased fr custmers r prspective custmers, business partners r prspective business partners ONLY. Alchlic beverages fr Avaya cntractrs at these custmer meetings are nn-reimbursable. A list f attendees must be prvided with the expense reprt, as well as the business reasn fr the grup meal. In additin, itemized restaurant receipts are required alng with the expense reprt regardless f the amunt. Page 3 f 5

4 TELEPHONE: Persnal r supplier-wned cell phne r calling cards shuld be used fr all tll calls. Avaya will nt pay any extra htel surcharges. Avaya will nt reimburse fr any calls that are unrelated t the perfrmance f the Services. Travelers are prhibited frm using phnes in airplanes, trains and rental cars. Calls made frm Avaya wrkstatins by travelers which are unrelated t the perfrmance f the Services fr Avaya will nt be reimbursed by Avaya. Vehicle Handheld Device Use: It is Avaya s plicy t prhibit text messaging while driving cmpany vehicles r while driving n cmpany business. Text messaging includes but is nt limited t reading frm r entering data int any handheld r ther electrnic device, including fr the purpse f shrt message service texting, ing, instant messaging, vide cnferencing, btaining navigatinal infrmatin r engaging in any ther frm f electrnic data retrieval r electrnic data cmmunicatin while the vehicle is mving. Avaya als expects that individuals driving in Avaya cmpany vehicles r driving n Avaya cmpany business cmply with all applicable laws and regulatins regarding use f handheld devices while perating mtr vehicles. It is Avaya s plicy t prhibit talking n a cellular phne r similar device withut an apprved hands-free device, while driving a cmpany r persnal vehicle fr business. Unless prhibited by lcal law, vilatin f this plicy may result in disciplinary actin up t and including terminatin f emplyment r terminatin f cntractual relatinship. NON-REIMBURSABLE EXPENSES: Avaya will nly reimburse fr travel expenses that are incurred in the perfrmance f the Services and which benefit the interest f Avaya. Persnal expenses are nt reimbursable. Examples f nn-reimbursable expenses include, but are nt limited t: Business gifts Annual fees fr persnal credit cards r rewards prgrams Cmmuter r parking expenses fr regular daily trips t/frm wrk lcatin Cmpany Lg merchandise intended fr emplyee use Persnal hygiene prducts (shamp, razr blades, tthbrush, etc.) Barber and beautician services Persnal lng-distance calls made frm Htel rms Persnal entertainment r recreatin (in-rm mvies, mini-bar alchlic beverages, health club fees) Expenses fr clthing, umbrellas, briefcases, etc. Transprtatin r parking expenses t/frm hme ffice Child care/child educatinal expenses r schl expenses Hme maintenance, security Any VIP, Club, Passprt, Twer, Executive, Penthuse r similarly exclusive type f rm/suite which carries an additinal cst Stadium suites, skybxes r seasn tickets Supplemental travel insurance Charges fr upgrades fr air, car, htel, etc. Memberships in airline clubs Additinal flight insurance Wi-Fi n airplanes and trains Mvies, music, headphnes r ther entertainment n planes r trains r ther transprtatin GPS n all rental cars (unless Avaya Custmer Billable and required by Custmer) Lunch n nrmal wrkdays Relcatin expenses Page 4 f 5

5 Fines (parking, traffic vilatins) Glf/Cuntry Club initiatin/membership r annual fees Passprt renewals Expenses assciated with interim stpvers (incremental transprtatin csts, htel, meals, etc.) when the stpver is nt business-related Expenses nt supprted with a valid receipt (unless therwise prvided within the plicy) Expenses fr spuse/family member accmpanying traveler n a business trip Emergency rad service assistance csts. The service csts fr rental vehicles shall be absrbed by the vehicle rental agency Credit card interest csts, late fees r reinstatement fees due t delinquency fr late recnciliatin/submissin/apprval f expense reprts. Kennel fees fr pets Any ther items/events fr persnal use nt therwise listed herein Any items t be used fr internal Avaya purpses that are available thrugh the Cupa Apprved Supplier catalgs, including, but nt limited t: Business Bks Cmpany Lg merchandise intended fr prmtinal use Cmputer equipment, accessries & peripherals & Sftware Office Supplies Baggage csts, verweight luggage, and additinal quantity (except 1 bag allwed if travelling greater than 5 days) Airline fees assciated with pririty barding Telecmmuting r Virtual Office expenses refer t Expense Sectin IX fr mre details Airline change fees made fr persnal reasn Scial meals (Birthdays, Secretary s Day, Hlidays) Flwers Alchlic beverages will nt be reimbursed EXCEPT fr meals/meetings with custmers r prspective custmers, business partners r prspective business partners ONLY. Alchlic beverages fr Avaya cntractrs at these custmer meetings are nn-reimbursable REIMBURSEMENT FOR ACTUAL COSTS: All pre-authrized expenses fr reimbursement must be billed t Avaya at actual cst withut any markup in accrdance with the reimbursement prcess applicable in each cuntry. RECEIPTS: Original receipts are required fr all nn-us expenditures. Readable cpies f receipts are permitted fr US expenditures. All receipts ver $25 USD must be itemized. Itemized receipts means the detail f each item purchased is included. TRAVEL TIME: Travel shuld ccur n the traveler s wn time and Avaya shuld nt be billed an hurly rate r ther fees fr such time. AVAYA DISCOUNTS NOT TRANSFERRABLE: Avaya discunts are available t travelers when traveling fr Avaya business but are nt extended fr persnal use. CONTACT YOUR AVAYA REPRESENTATIVE: Please g t Avaya s intranet website at Services>Travel Services fr cmplete travel infrmatin. If yu d nt have access t the Avaya intranet, please cntact yur Avaya engagement/prject manager. Page 5 f 5