Title: Supplier Travel Guidelines

Transcription

1 Supplier Travel Guidelines Title: Supplier Travel Guidelines No.:PRO-TRAV-01 Distribution: All Suppliers Revision No.: 1.0 INDEX: Section Topic 1.0 Guideline Statement 2.0 Airline & Rail Travel 3.0 Lodging 4.0 Ground Transportation 5.0 Meals & Alcohol 6.0 Telephone Use 7.0 Expense Reporting 8.0 Non-Reimbursable Items 9.0 Key Travel Contacts & Log-in Information 1.0 GUIDELINE STATEMENT: The Company recommends that suppliers establish behaviors associated with travel expenditures that are consistent with best business practices. All business travel arrangements (e.g. air, hotel, ground transportation) to be reimbursed by Anthem, Inc. ( Anthem or the Company ) should be made through the Company s designated travel agency which is available 24 hours a day 7 days a week. Self-booked hotel arrangements to be reimbursed and not made through the Company s travel agency (e.g. conference, tradeshow and/or customer rates) should be provided to the travel agency for addition to the traveler s itinerary prior to the start of travel. Refer to Key Travel Contacts & Log-in Information for instructions on how to provide the travel agency with self-booked hotel details. Any airline ticket, car rental and hotel charges should be paid directly by traveler. Reasonable exceptions include: - Traveler is able to secure rates less than Anthem s negotiated pricing - Statement of Work (SOW) specifies that Company will pay for travel arrangements - SOW outlines defined expense reimbursement amounts and categories - Supplier may utilize supplier s travel service agency provided that the Company s negotiated hotels and car rental rates are obtained Company s travel service telephone number is: (888) FLIWELL or (888) ; all applicable discounts available to Company should be obtained. 2.0 AIRLINE & RAIL TRAVEL: (a) Guidelines: Travelers must purchase the lowest non-refundable fare available for Coach Class travel on the date(s) required. When making travel arrangements, the traveler needs to notify the Company s designated travel agency of any unused tickets from prior trips if not posted in the corporate online booking tool. Costs incurred for First Class, Preferred Seating, Early Boarding, Business Class domestic travel, First Class intercontinental travel, and Non-TSA Global Entry Program upgrades to bypass security will not be reimbursed by the Company. Fees for preferred coach seats will be reimbursed if all seats without an additional charge are unavailable. A 1

2 screen print of the seat map from the designated travel agency s booking tool is required for reimbursement. (b) Documentation: If a trip is canceled, the traveler must notify the Company s designated travel agency as soon as possible to ensure that appropriate action can be taken with regard to refundable and non-refundable airline/rail tickets. After hours, the traveler may call the 24-hour telephone number, (888) (c) Weekend Extensions: Many airlines offer fare savings if a business trip includes a Saturday night stay and/or extended travel for vacation/personal time at the beginning or end of a business trip. Expenses eligible for reimbursement as a result of a weekend layover and/or extended vacation/personal time are limited to the cost of Friday, Saturday and Sunday lodging (preferred hotels/rates must be used when available), meals and additional day(s) of car rental (preferred car suppliers/rates must be used when available) to the extent such total costs are less than 100% of the fare savings. Fare savings is defined as the lowest available non-refundable* fare using the departure and return dates/times for normal weekday travel less the lowest available nonrefundable* fare with a weekend layover as quoted by the Company s designated travel agency. The traveler must obtain the approval of the business owner/manager prior to booking travel involving a weekend layover. The traveler must prepare a schedule showing the fare savings, less the layover related expenses being reimbursed. After approval by the traveler s business owner/manager, the schedule must be included with the receipts submitted for reimbursement. *This savings calculation is based off of any airline; not just the airline you have selected to fly. (d) Baggage: When traveling on business, claims for lost or damaged luggage should be submitted directly to the carrier at the time of arrival. The Company will not reimburse travelers for the cost of lost luggage or its contents. Only the cost of the first checked bag is reimbursable for domestic travel. For long duration domestic travel of more than ten days, travelers are allowed two bags. Short duration (less than three weeks) international travelers are allowed two bags. When traveling for extended international assignments up to four bags will be allowed. Trips outside the United States of America (U.S.) of more than three weeks duration to a single location are considered extended international travel. Excess baggage fees for additional bags or overweight bags are not reimbursable. (e) TSA Pre /Global Entry: The cost of enrolling in the TSA Pre may be reimbursed for those traveling for Company business more than eight times per year. TSA Global Entry Program may be reimbursed for travelers traveling for company business internationally. 3.0 LODGING (a) Guidelines: The Company has arrangements with preferred hotels that must be used for all business trips to Anthem office locations. If booking online through the Company s travel agency preferred hotels are noted within the online booking tool with 5 stars and the label 1 st approved. Travelers booking the hotel on their own, outside of the Company s travel agency, should contact the travel agency at (888) to obtain a listing of Company approved hotels near Anthem office locations. When traveling to locations where the Company does not have an office location, or if traveling on business to another company, or an event/meeting/conference, 2

3 travelers may stay at a non-preferred hotel if it is a lower cost than the preferred hotels. Exceptions to the aforementioned lower cost guideline include seminars, conventions, or Company-sponsored events hosted by the sponsoring hotel. Travelers should make reservations through the Company s designated travel agency, or request that the hotel of lower cost be added to the travel itinerary by contacting the Company s designated travel agency. Refer to Key Travel Contacts & Log-in Information for instructions to provide the travel agency self-booked hotel details. (b) Documentation: When checking into your hotel, the room rate and dates should be verified. A receipt should be obtained and verified when checking out and paying the bill. The traveler is responsible for settling his/her account upon checkout. If there is a change or cancellation of plans affecting a guaranteed room reservation, the traveler is responsible for contacting the Company s designated travel agency or the hotel to avoid costly no show charges, which are nonreimbursable. If cancellation is made directly with the hotel, the traveler should retain the cancellation number for future reference. (c) Extended Stay: Lodging for long-term travel arrangements should be obtained by contacting Anthem s Corporate Travel Department. Refer to Key Travel Contacts & Log-in Information for contact information. Long-term travel is defined as a period of employment, away from home, to a single location, that represents at least 75% of workdays within a 30 day time period. In the US, this would be more than 21 days and would require the traveler to stay at a location that is the most cost effective. The travel location must be at least 50 miles farther from the traveler s residence than their normal work location. NOTE: It is common practice for hotels to load squatter rates. Just because a hotel has a negotiated rate for the Company it does not mean they are a company preferred hotel. Only hotels on file with the Company s travel agency are company preferred. Contact the travel agency at (888) to obtain a listing of Company approved hotels near Anthem office locations 4.0 GROUND TRANSPORTATION (a) Local transportation: Out-of-town travel may entail the use of taxis, buses, sedans, shared-ride vehicles, trains or other public transportation for travel to and from the airport or for movement around a metropolitan area. Travelers should choose the type of transportation that other similarly situated businesspersons would use. In situations when the Local Transportation has ticketing class options, the lowest class option must be selected. Reasonable transfer costs will be reimbursed. The business purpose for ground transportation must be documented in the traveler s expense report. (b) Rental Cars: Traveler s must obtain rental vehicles only from the Company s preferred car rental agencies because they automatically provide liability coverage (i.e., CDW, LDW, LIS, PAI, PEC, etc.) as well as Roadside Assistance (i.e., RAP, PERS, etc.). Where practical, travelers should travel in the same vehicle when multiple travelers are traveling to the same location. The type of vehicle rented should be the Company s standard negotiated vehicle (generally standard, mid-size, or full-size). Reservations must be made through the Company s travel agency unless travelers are able to secure a rate less than the Company s negotiated rate per day with unlimited miles and all liability 3

4 coverage. Contact the travel agency at (888) to obtain the Company s negotiated car rental rates for the dates the vehicle is needed. When a larger vehicle is required for multiple passengers or equipment, a minivan or pickup truck may be rented. Premium, luxury, convertible, sport utility vehicles (SUVs), and special car class rentals will not be reimbursed unless a 4x4/AWD Standard SUV is needed due to winter weather conditions. Travelers must include an explanation for a minivan, standard SUV, or pickup truck in the expense report, including names of additional passengers and/or equipment being transported. To help contain costs, it is recommended that the vehicle rental days in the Company designated travel agency match with the days the vehicle is used. Due to the excessive price per gallon of gasoline at car rental agencies, travelers must refill the gasoline tank before returning rented vehicles. Domestic business travelers are to decline all insurance options (i.e., CDW, LDW, LIS, PAI, PEC, etc.) as well roadside assistance when renting vehicles from the Company s preferred car rental agencies. International business travelers must purchase the minimum required auto liability and physical damage coverage. All required coverage s are eligible for reimbursement by the Company. (c) Personal Auto Usage: The use of a personal vehicle to travel on Company business to a location is reimbursable to the extent that total mileage for the day exceeds the total round trip mileage from the traveler s residence to their fixed office location. The payment is calculated using the most current mileage reimbursement rate allowed by the IRS. Personal mileage (e.g., normal commute mileage, including commute to fixed office location for weekend work, sightseeing, visiting relatives) incurred while on a business trip is not reimbursable. A rental car should be used in lieu of a personal vehicle when it is more cost advantageous under the circumstances. For this reason, mileage will not be reimbursed for personal vehicle travel in excess of 300 miles in a single day. This reimbursement limit does not apply to travelers who would be required to travel greater than 15 miles to the nearest preferred car rental agency. Documentation of the nearest preferred rental agency must be included with all mileage expense submissions in excess of 300 miles in a single day. (d) E-Z PASS TRANSPONDER: Travelers are eligible for reimbursement of the actual out of pocket expense for toll rates or an E-Z Pass toll road transponder. The use of a personal E-Z Pass transponder with a monthly subscription is not eligible for reimbursement. NOTE: Fines and penalties imposed for the violation of traffic laws will not be reimbursed 5.0 MEALS AND ALCOHOL (a) Meals: Travelers are eligible for reimbursement of the actual cost of their out-of-town meals. Meal costs should not exceed $60 per day, including tax, gratuities, mini bar, and alcohol. Although travelers are not precluded from minimal amounts greater than $60 per day, good judgment should be exercised as amounts unreasonably over the recommended amount can be deemed excessive by the traveler s business owner/manager with the excess not reimbursed. On the day of departure, breakfast is reimbursed if the traveler must leave home before 7:00 a.m. On the day of return, dinner is reimbursed if the traveler does not arrive home before 7:00 p.m. 4

5 (b) Alcoholic beverages: Travelers are eligible for reimbursement of the actual cost, provided such consumption is moderate. Itemized receipts must be submitted when alcoholic beverages are included with the meal. The cost of the alcoholic beverages must be accounted for separately in the expense report and are included in the meal spending limits. NOTE: When travel is related to a government contract the travelers are advised to review the contract limitations prior to traveling. Where government program guidelines differ from the provisions stated, the government guidelines should be the authoritative guidance.) 6.0 TELEPHONE USE (a) Personal mobile phone: The pro rata cost of business call(s) will be reimbursed at $0.05/minute up to a maximum reimbursement of $40/month. Travelers who hold corporate cellular phones provided by the Company are not eligible for reimbursement. Travelers with a corporate cell phone will not be reimbursed for calls from a hotel room unless there is poor cellular reception. Documentation must be included with the receipts submitted for reimbursement. (b) Calls from hotel telephone: The cost of business calls (when reasonable) while traveling out-oftown on business will be reimbursed. Personal calls are not reimbursable. 7.0 EXPENSE REPORTING (a) Travelers expenses for approved travel will be paid or reimbursed when properly documented by the traveler and accompanied by a receipt. Travel expenses deemed unreasonable relative to the circumstances may not be paid or reimbursed and may be the traveler s personal responsibility. (b) Receipts are required for all cash transactions that exceed $25 (both travel and non-travel). Itemized receipts are required for all credit card transactions for alcohol expenses with or without a meal and any travel expense exceeding $75. Credit card and bank statements are not acceptable forms of receipt. The receipt must support the expense for which reimbursement is being claimed. NOTE: Expense reports will be randomly audited for accuracy. Check with your employer to verify their requirements for expense reimbursement as they may have tighter requirements than the Company s. 5

6 8.0 NON-REIMBURSABLE ITEMS The following expenses are examples of items not reimbursed by the Company. This list is not intended to include every non-reimbursable expense: Gifts to travelers for special occasions such as sympathy, weddings, baby, birthday (including paper cards), holidays, and etc. Any gift of tobacco or firearms Cellular phones and mobile devices purchased outside of the Company s Purchasing Center. Accessories (e.g., batteries, chargers, headsets, equipment repairs) purchased outside of the Company s Purchasing Center are reimbursable when traveling on company business. Club membership dues, including airline clubs First class seating charges, preferred seating, early boarding and upgraded seating charges for airline flights. *Preferred seating is an allowable expense in the event it is the last seat on the plane. A screen shot of the seat map will be required. Airline change fees if the difference in flight departure times is less than four hours Dependent care and baby sitting Pet care, lawn care, or pool care Office supplies (printer cartridges, paper supplies, etc.) purchased outside of Company s Purchasing Center or approved Procurement processes Entertainment at adult clubs or at locations that exclude individuals because of race, gender, or other locations that have the potential to reflect negatively on the Company Excess, overweight and prepaid baggage fees Global Positioning Satellite (GPS) navigation hardware and software Hotel "no show" charges and late cancellation fees (without proper business justification) In-room and in-flight movies Loss of personal property (including clothing, luggage, briefcase, etc.) Meals with clients or other persons that have no direct business purpose Medical expenses, prescription drugs or any medications Parking fines, speeding tickets, and other such penalties or legal expenses incurred due to a Traveler s negligence while conducting Company business Personal use or personal care items including periodicals, books, toiletries and shoe shines Raffle ticket purchases Gasoline, insurance premiums, maintenance or repairs for the use of a personal automobile (mileage is reimbursed based on the most current rate allowed by the IRS) Political contributions and gifts Self-purchased flight insurance NOTE: Travelers should maintain receipts for expenses incurred for individual tax purposes. Travelers initiating upgrades in air travel, ground transportation, and/or accommodations that result in additional charges will be financially responsible for the additional expenses. The cost and process of upgrading to First Class are the sole responsibility of the traveler. 6

7 9.0 KEY TRAVEL CONTACTS & LOG-IN INFORMATION Tbiz Travel Ph: (888) Anthem Corporate Travel Department Security Operations Center Ph: (800) or (317) International SOS Corporate membership number: 11BCPS Request access to the online booking tool Log into TravelPoint Reservations online booking tool WITH access to Anthem network Log into TravelPoint Reservations online booking tool WITHOUT access to Anthem network Submit Self-Booked Hotel Details to Tbiz Travel 7