ATB Financial Travel & Entertainment Policy

Transcription

1 ATB Financial Travel & Entertainment Policy Table of Contents 1. Purpose Scope General Definitions Travellers Responsibilities Booking Travel Accountability & Approval Travel and Entertainment Expenses Foreign Travel Air Travel Fleet Vehicles Rental Vehicles Personal Vehicles Accommodation Lodging Insurance Other Expenses Travel with Family Members Non-reimbursable Expenses Reconciling Travel Expenses Purpose 2. Scope The ATB Financial Travel & Entertainment Policy (the Policy ) is designed to provide guidance and direction to ATB associates travelling for business purposes on behalf of ATB. The policy is to ensure that those travelling on behalf of ATB are provided safe and comfortable standards for transport, accommodation and meal expenses. It will also ensure effective stewardship of the company s resources and controllable costs including the productivity & life/work balance of our associates. The spirit of this policy is within the mission and goals of ATB Financial. It is designed to be fair and equitable to all stakeholders as well as simple to follow and efficient to use. This policy applies to all associates and contractors who charge travel expense to ATB Financial or any of its subsidiaries.

2 3. General Preference Note: In the event of a conflict between the provisions of this policy and the provisions of any collective bargaining agreement, or other employment contract, the applicable collective bargaining agreement or employment contract will govern in all cases with respect to those associates covered by that agreement. As travel is a controllable cost that ATB incurs, consideration must be afforded to telephone or video conferencing before making travel arrangements. ATB will support travel and associated expenses that increase our ability to achieve our business goals and objectives. The goal is to maximize our return on investment on funds expended on travel. The table below illustrates the level of preference, travel option and the three factors considered in traveling: Risk to personal safety Impact on environment Financial cost Travel Option 1. Use technology (conference calls, video conference, OCS video conference, etc.) Travel via Red Arrow on available routes (Edmonton, 2. Red Deer, Calgary and Ft. McMurray). Risk to Personal Safety Impact on the Environment Low Low Low Low Low/Medium Low Financial Cost 3. Use a corporate fleet car Medium Medium Medium 4. Use a rental car from a preferred partner Medium Medium Medium 5. Use a personal vehicle Medium Medium Medium 6. Fly with a preferred partner Low High High 4. Definitions Associate All employees of ATB Financial are referred to as associates Business Unit Executive Any business unit executive with a title of President, Executive Vice President, Sr. Vice President, Vice President or equivalent. Business Unit Leader Department Head of one of the Lines of Business Units or one of the Strategic Support Units. Entertainment - Entertainment and Public Relations programs are intended to promote good relations with new and existing customers and to enhance ATB's corporate image. Entertainment in recognition of ATB associates for personal achievement is also acceptable. 2

3 Out of Country Travel Any travel to a non-canadian destination. 5. Travellers Responsibilities Travellers should plan their travel as far in advance of the actual travel, as is reasonably possible to ensure the most cost effective and efficient travel means are secured. Changes to itineraries are discouraged as this may result in additional costs to the company. It is the associate s responsibility to ensure that their travel expenses are reasonable and required for the business activity that required the travel and are reported and submitted for approval in a timely and accurate manner per the operating guide. Associates shall use their ATB Expense MasterCard whenever possible. If an associate does not have an ATB Expense MasterCard, the Branch Manager, Business Unit Manager, or Business Unit Vice President must use their ATB Expense MasterCard. See internal document - ATB Expense MasterCard Process Operating Guide. Only the ATB Supply Chain Management team has the authorization to negotiate deals and rates with travel suppliers. If a particular need cannot be met with the preferred suppliers identified, contact the SCM team who will assist in making arrangements to meet the requirements. Please refer to internal ATB General Store on the intranet for the most current list of preferred suppliers. 6. Booking Travel ATB Financial has selected a designated Travel Management Company (TMC) to carry out all travel arrangements for ATB Financial. To ensure that we are able to maximize the benefits of a Travel Management Company (volume discounts at preferred vendors, ability to identify where our travellers are in case of emergencies, etc.) all business travel must be booked through the TMC. This includes air, bus, train, rental vehicles, and accommodation. On occasion, travel plans change; the TMC must be contacted to amend the original travel itineraries. Using the TMC will enable business travellers to connect with our preferred suppliers (airlines, vehicle rentals, hotels, etc.) and build a customized trip that meets the needs of both our associates and the company. This process must also be used when a spouse or other family member is travelling with the associate for business purposes and the associated costs are charged to ATB Financial. Associates who expect to travel more than twice a year should create a travel profile with the TMC. This profile contains all the information necessary to provide special and personal preferences as well as to ensure loyalty program membership numbers (such as frequent traveler numbers, etc) are accurately tracked. The profile also contains relevant associate information to expedite the 3

4 travel-booking process. The profile can be found at Travel Profile on the internal ATB intranet. Participation in travel loyalty programs, while allowed, must not influence the selection of the applicable travel component that could result in incremental cost to the company. Ensure that all arrangements are made in the traveller s legal name as it appears on qualifying travel documentation including passports, driver s license, frequent traveller programs etc. Under the new security protocols, airlines are becoming more restrictive for those who have different names on their documents - even in cases where someone s name is Robert on their passport but Bob on their ticket. Associates are responsible for keeping the TMC informed of changes in credit card numbers, delivery address, phone number, title, address, medical restrictions, emergency contact information, special meal requirements, and seat preferences. 7. Accountability & Approval All Business Unit Leaders are accountable and responsible for the implementation and adherence of this policy. All associates & their manager are responsible for ensuring that travel is approved and that all expenses incurred are reasonable and in compliance with the Policy. 8. Travel and Entertainment Expenses ATB will reimburse all reasonable and appropriate expenses incurred by an associate while travelling on company business. Associates shall use their ATB Expense MasterCard whenever possible. In the event of a group billing the most senior associate must take the charge for the expense. Please see ATB Expense MasterCard Process for more information on guidelines for using your ATB Expense MasterCard. If an associate does not have an ATB Expense MasterCard, the Branch Manager, Business Unit Manager, or Business Unit Vice President must use their ATB Expense MasterCard. If the associate cannot use their MasterCard or does not have access to a MasterCard, the associate should pay using an alternative method and submit all receipts for reimbursement. As a guideline, the daily-recommended amount an associate should personally spend on meals while travelling in Alberta is: Breakfast - $12 - $15 Lunch - $18 - $22 Dinner - $30 - $40 4

5 The cost of meals may be higher in other locations and adjustments to the above guidelines should be used accordingly. Meals are reimbursable when they meet the following criteria: While an associate is travelling on business When they are consumed while conducting a business meeting with an outside party or a customer. Incidental to an off site business meeting When included as part of an on-going work session When part of an employee award, recognition, or team building event. 9. Foreign Travel 10. Air Travel Before making travel arrangements for out of-country travel secure approval from their Business Unit Executive. Associates should contact their local Health Authority or personal medical professional to receive advice on health matters such as vaccines and other health related questions or concerns. Associate need to ensure their passport is valid before beginning travel outside of Canada. As this can be a long process, associates are encouraged to renew or apply for their passports months in advance of their planned travel. Air travel will be via the lowest logical fare. Booking air travel via the TMC will ensure that the most cost effective bookings are realized, including cancellations and changes to itineraries. Business class should only be considered in the following circumstances: Ticket does not cost more than the lowest economy ticket. (ie: Free upgrades) If the traveler chooses to upgrade, they will be responsible for the cost of the upgrade. Associate has certain physical disabilities. Economy class and alternate flights are unavailable. Frequent travellers may travel business class on flights longer than four hours, with advanced approval of Senior Business Unit Executive. Associates should be flexible in their arrival and departure times and should recognize that selecting other options may result in higher fares. ATB associates must not upgrade tickets at company expense or volunteer for denied boarding compensation when on company business if it in anyway will affect the ability of the associate to complete their required duties. Associates must notify the TMC when any airline ticket or portion of the ticket is unused. This will ensure that ATB receives the appropriate credit for these 5

6 tickets. In most cases, credit received for these tickets can be used for future travel. ATB will reimburse reasonable expenses related to forced layovers caused by scheduling not covered by the carrier. 11. Fleet Vehicles ATB provides fleet vehicles on a first come, first served basis. Associates are encouraged to car pool in a fleet vehicle wherever possible. A rental vehicle should be booked via the TMC if an ATB fleet vehicle is not available. Associates with a car allowance must not use ATB fleet vehicles or rental vehicles unless they travelled by air and a vehicle is necessary. Associates are not to use fleet vehicles to travel to the airport when flying to another destination. Associates will need to produce their valid Class 5 (or higher) driver s licence when they pick up a fleet vehicle. 12. Rental Vehicles All rental vehicles are to be booked through the TMC. Rental vehicles should be used when it is less expensive and / or more practical than using taxis, airport shuttles, personal vehicles, etc. The standard rental unit is a mid-sized vehicle. Associates are encouraged to car pool wherever possible. The rental vehicle must be returned on time to avoid additional charges with a full tank of fuel. Never pre-purchase a fill-up from the rental agency. Use ATB Expense MasterCard when paying for the rental vehicle and waive additional collision insurance, as ATB Expense MasterCard provides this coverage. Associates must return the rental vehicle to the same city they rented it. In case of an accident, immediately contact: Local authorities as required The vehicle rental company The TMC Business Unit Executive if the accident involves bodily injury, significant third party damage or death. Contact the TMC to change or cancel your rental. 13. Personal Vehicles Always consider using an ATB fleet vehicle first, if available, or a rental vehicle. Personal vehicles, with noted exceptions, should be the last option for ATB associates. Associates are encouraged to car pool wherever possible. It is more cost effective to use a fleet car or rental car when driving between Edmonton and Calgary. 6

7 Associates are reimbursed per kilometre driven. The rate is calculated based on actual costs analysis and by the applicable Canada Revenue Agency directives. This rate will be reviewed annually and adjusted accordingly by the SCM team. Managers must assess which associate can use their personal vehicle for agency inspections, customer visitations, customer entertainment, ATB sales meetings or other business purposes. Associates using their personal vehicle for business should contact their insurance provider to ensure they have the required business insurance for their protection and for the protection of their passengers. In the event of an accident, associates are responsible for paying the deductible portion of their insurance. Personal travel is not reimbursable. Personal travel includes travel between an associate s residence and work location. An associate can claim mileage incurred for business purposes less any regular commuting distance, when working from an ATB office. 14. Accommodation 15. Lodging All hotels are to be booked through the TMC. Special, negotiated rates are based on commitments to these suppliers. To ensure that ATB obtains the lowest cost available, the travellers should make these hotels their choice of stay unless there is no availability. Travellers are encouraged to stay at a hotel that is in close proximity to the location where the associate will be conducting business in order to minimize additional transportation costs. Exceptions are allowed when the needs of the associate cannot be met. (e.g.: attending a conference at a hotel not on the list.) If there is no availability at the preferred hotel, the TMC will endeavour to book at a comparable hotel that meets the needs of the traveller. ATB Expense MasterCard coverage guarantees all rooms for late arrival. Accommodations must be cancelled within each property s specified deadline by contacting the TMC. Every hotel has a different cancellation policy. Please check your TMC issued itinerary for details. ATB business travellers staying with family or friends while on business are entitled to reimbursement, with a receipt, for actual and reasonable expenses Associated with this stay, such as dinner with the host, a small present as a token of thanks, etc. 7

8 16. Insurance Reimbursement must not exceed the cost of staying in a hotel from the preferred list. Fleet Vehicles All fleet vehicles are: o Assigned a vehicle unit number o Insured under a blanket policy ATB insurance on fleet vehicles does not provide coverage for non-atb passengers, except for: o Spouse or family member accompanying an associate for a specific business purpose Example: Non-ATB associate volunteering at an ATB-organized event o Vendors, contractors or customers going with associate to a business or marketing event location o Transport of passengers not on ATB business Example: A spouse accompanying an associate to attend an event where associate is acting in an official ATB capacity. CEO approval is required. Rental Vehicles ATB s insurance coverage provides full coverage for rental vehicles in Canada and the USA. No additional insurance is to be purchased from the car rental company. o o o o ATB's insurance only provides coverage for units rented in the name of ATB Financial and used for ATB company business and rented for less then 30 days. There is no coverage for units rented in any other name, including the name of an employee, whether used for ATB business or not. There is no coverage for units rented in an ATB company name but is not used for company-related business. If renting a Vehicle outside of Canada and USA, the additional insurance provided by the rental agency will need to be purchased. 17. Other Expenses ATB will reimburse a reasonable amount for gratuities. The following is a guideline for tipping: Meals 15% Taxis 10% 8

9 Porters & Bell Hops - $1.00 per bag Maids - $2.00 per day Generally, hosting or entertainment should be in the form of meals. The most senior manager attending must pay for the expense. All entertaining expenses need to be accompanied with receipts stating details of the individual(s) entertained. All other forms of entertainment that exceed $300 per occasion must have prior approval from the Business Unit Leader. Associates who are required to be away from home for more than one week will be reimbursed for reasonable laundry expenses. Associates may claim telephone calls home to a maximum of 60 minutes per week. Associates with ATB issued cell phones or Blackberries are encouraged to use these devises for their calls home, as calls using hotel room phones are typically more expensive. 18. Travel with Family Members There are no restrictions on travelling with family members as long as there is no additional cost to ATB Financial and that all business objectives of the trip are met. Associates may combine business and personal travel, but will only be reimbursed for the portion of the trip that is for business purposes. When a family member is required to travel with the associate due to the nature of the business requirement, the expenses of the accompanying family member will be covered by ATB providing prior approval has been given. 19. Non-reimbursable Expenses ATB Financial will not cover the following expenses: Any additional insurance premiums required for the use of a personal vehicle on ATB business. Miscellaneous personal expenses, such as hotel movies, fitness centres, health spas, haircuts, mini bar, etc. Traffic and parking tickets Items seized by airport security. It is the traveller s responsibility to ensure that they are aware of what restrictions exist for items in carry-on or checked luggage. If unsure of the restriction please contact the TMC prior to departure. Additional personal travel insurance coverage obtained by associates will not be covered as travel insurance is provided by ATB for all associates while travelling on company business when travel is booked through the TMC. 9

10 Childcare, pet care or house sitting expenses incurred as a result of business travel 20. Reconciling Travel Expenses All expenses are to be reported in an accurate and timely manner. Copies of receipts for all expenses relating to entertainment must state the name(s) of the person(s) entertained, reason for the expense, and the potential or actual business relationship with ATB. When entertaining associates as recognition, ensure that you include details on receipt. When attending an event to represent ATB, details will need to be provided. 10