TS Channels and Alliances. Travel & Expense Reimbursement Policy. for. U.S. Based Partners

Transcription

1 TS C&A Policy Number 4, Rev 12, April 2006 TS Channels and Alliances Travel & Expense Reimbursement Policy for U.S. Based Partners 1

2 EMC Corporation has developed this document to clearly define it s travel and expense policy for US based services partners. The TS Channels and Alliances Travel and Expense policy for US Based Partners is intended to provide guidance to EMC s services partners on the following matters: Obtaining travel authorization Scheduling travel and lodging Managing and requesting reimbursement of appropriate business expenses Travel Authorization Obtaining Travel Authorization Estimated expenses should be discussed in advance and documented in the applicable Statement of Work or Letter of Engagement. During the course of an engagement, partners must obtain authorization from the applicable EMC TS Operations Manager prior to incurring travel costs greater than $100. Travel costs include: air, train, hotel, car rental, and/or ground transportation. Failure to obtain such approval may result in the delay or rejection of reimbursement of related cost and expenses. Travel and Lodging Arrangements Partners are welcome to use the EMC designated travel agency. All US based travel and lodging is booked through AMEX Canadian based partners should call AMEX Canada at When possible, all EMC approved travel and lodging should be booked 14 days in advance. Exceptions are to be approved by the applicable EMC TS Regional Operations Manager or Project Manager. When contacting AMEX, you will need to provide the following information: 1. Status you must identify yourself as an EMC contractor or consultant 2. Cost Center # you will need to supply a valid EMC Cost Center #. That number can be obtained from the applicable TS Operations Manager or Project Manager. 3. Manager s Name you will need to provide the name of the applicable TS Operations Manager or Project Manager from whom you obtained the Cost Center #. 4. Credit Card # - you will need to provide a valid credit card number. All arrangements will be billed to that credit card number. Air Travel Domestic Domestic air travel is defined as travel to/from all 50 United States. Air reservations should be made with as much advanced notice as possible to take advantage of available discounted airfares. Partners are expected to book the lowest reasonable airfare. In an effort to book the lowest reasonable fair, the following guidelines should be observed: Direct flights should NOT be booked if a less expensive connecting flight is available. Connecting flights that increase one way total travel time by more than two hours are NOT All domestic travel should be done in coach class. Departure and arrival times should be scheduled to minimize the cost of the fair. Departure and arrival times more than 2 hours before or after the requested time are NOT International International Travel shall be defined as travel between Geographic Regions. The Geographic Regions are North America, Latin America, EMEA, and APJ. If international travel is required, air reservations should be 2

3 made with as much advanced notice as possible to take advantage of available discounted airfares. Partners are expected to book the lowest reasonable airfare. In an effort to book the lowest reasonable fair, the following guidelines should be observed: Direct flights should NOT be booked if a less expensive connecting flight is available. Connecting flights that increase one way total travel time by more than two hours are NOT All international travel of less than 8 continuous flying hours between destinations should be done in coach class. If continuous flying time between destinations will exceed 8 hours, then premium economy class fair may be purchased. If premium economy class is not available, then business class fair may be purchased. Departure and arrival times should be scheduled to minimize the cost of the fair. Departure and arrival times more than 2 hours before or after the requested time are NOT Other Transportation Car Rental Partners are encouraged to utilize AMEX for making rental car reservations. Rental cars may be used when other means of transportation are unavailable or impractical for business reasons, or when other means of travel cost at least as much as the rental car. Whenever practical, Partner s with the same itinerary should share a vehicle. Partners are responsible for paying for the cost of the car rental and will then be reimbursed. Rental Car Categories Rental cars should be of intermediate size (ICAR) or smaller. When three (3) or more persons are traveling together, full size is appropriate. No luxury cars are permitted. Refueling Guidelines Partners should always take the fueling option when renting a car from National. National Car Rental matches the local gas station average price and this convenience means the traveler does not need to refuel before returning the car. However, AVIS does not offer this same feature. Therefore, when renting an AVIS car, and if the traveler is going to drive more than 150 miles with the rental car, take the fueling option offered at the rental car counter. For all other rentals, please refuse this option and refuel prior to returning the rental car to the airport. Rail Wherever rail travel is fast and efficient, such as in Europe and Japan, travelers are encouraged to use it. Business class rail is authorized within the United States. Personal Car Usage Guidelines For business trips involving fewer than 200 miles, travelers shall use their own car or a company vehicle. Currently, EMC Corporation reimburses mileage at the US Federal Government allowed rate plus parking and toll costs. Gasoline is included in mileage charges (mileage = gasoline plus wear/tear to automobile) therefore it will not be reimbursed. Lodging Partners are encouraged to utilize AMEX for making lodging reservations. If AMEX is not utilized, partners should reserve a single room with private bath in a moderate priced hotel, or the equivalent. The Partner is responsible for paying for the cost of lodging and will then be reimbursed. 3

4 Meals and Entertainment Partners required to travel for EMC business shall be reimbursed for personal meals paid during their travel. For domestic destinations, a maximum of fifty dollars ($50.00) per day for personal meals should be the guideline; some international destinations may require the daily expense for personal meals to exceed $ Detailed/itemized receipts are required for all meals, regardless of value. Detailed receipts are required so expenses can be (where applicable) passed on to the client. Entertainment expenses will not be reimbursed while on a business trip. Other Expenses Partners that are traveling on corporate business will be reimbursed for all reasonable expenses. The following is a sample of what would generally be considered reasonable. Extenuating circumstances should be noted on the invoice report and will be considered. Reimbursable Expenses Airline tickets Hotel room Car rental and/or ground transportation Parking, mileage (mileage charge includes wear/tear and gasoline), tolls (business use only); excludes local engagements in which parking and mileage expenses are not reimbursable Currency conversion Visa fees for international travel Reasonable laundry / dry cleaning / pressing services during a hotel stay of more than 5 days Non Reimbursable Expenses Parking or traffic fines Toiletries Luggage and briefcases Baby sitting fees/kennel fees Magazines, books, newspapers Additional travel insurance, personal or property "No Show" charges for hotel or car service Hotel frequent guest membership fees In room movies All spouse/partner travel expense Air-phone charges Personal telephone calls Internet charges FAST LANE/EZ Pass transponder charges PDAs (Palm Pilots) Monthly or flat rate cellular phone charge Pagers 4

5 Interest/delinquency charges accrued on credit card statements Internet, DSL and satellite charges EMC will not authorize or approve payment of mileage, tolls, and parking expenses for local partner practitioners who are commuting to and from EMC office or customer sites. Commuting expenses not paid by EMC include mileage reimbursement, tolls and parking fees. Tipping Guidelines Any tips considered excessive will not be reimbursed. As a general rule, travelers should not tip more than they would on a personal trip. Long Term Assignments Long term assignments which require stays for non-working days will be negotiated at the time of agreement. In general, reimbursement for non-working days will not be allowed unless EMC management pre-approves the expenses in writing prior to the engagement. documentation is acceptable and must accompany the invoices to EMC. Expense guidelines stated in this policy apply. Receipts It is the policy of EMC to reimburse travelers for the expense of travel including the cost of transportation, meals, and lodging, provided such expenses are incurred in the course of conducting EMC business and appropriate receipts and documentation of such expenses are submitted with a request for reimbursement. Original receipts, not credit card statements, are required as follows: Parking & Tolls Receipts are required for all claims exceeding $15. Limo / Taxi Receipts are required for all claims exceeding $15. Gas Auto Rental Rail Airfare/ Other Lodging Meals Receipts are required. Receipts are required. Electronic Ticket Receipt (ETR) and proof of purchase. Electronic Ticket Receipt (ETR) showing ticket number and cost of ticket is required for all electronic tickets issued. All other airline tickets, passenger receipt is required. Copy of the detailed summary of the lodging bill is required. Detailed/Itemized meal receipts are required, regardless of value. Meal receipts submitted should name the establishment, its location and include the type of service provided. (Note: Credit card receipts are not acceptable receipts; nor are credit card statements, receipt stubs, notations on the back of business cards etc ). Telephone / Fax / Cellular Phone Receipts are required. Appropriate documentation would include a hotel bill or an itemized home/cellular telephone bill. (Note: Personal calls are not reimbursable except for arrival/safe home phone call). Miscellaneous All miscellaneous claims require a receipt and detailed explanation. 5

6 Submissions Upon completion of travel, the traveler must submit an invoice for all related travel expenses, attaching necessary receipts, and submitting it for approval within two week of incurring the expense. Reimbursement requests submitted more than 90 days after incurring the expense will be rejected. 6