CORPORATE TRAVEL POLICY Revised 2/27/15

Transcription

1 CORPORATE TRAVEL POLICY Revised 2/27/15 Spectra Logic has always taken a conservative approach to corporate travel and entertainment. With travel costs on the rise and pressure to be a lean competitor, it is up to each Manager & the Associate to determine that the travel is genuinely needed and appropriate for business. This policy statement does not cover every situation; rather it provides basic guidelines for your use when travelling for corporate business. Spectra Logic has special preferential rates with certain airlines, hotels and rental car companies. These vendors provide revenue sharing, discounted rates and other negotiated values, which may not be immediately evident to the traveler. Many of our contracts have rebates on the back end, based on volume. This can be in the form of a rebate check back to Spectra Logic or lower negotiated future rates. Travelers are required to incorporate the use of these vendors in their choice of travel arrangements when applicable. If they are not available or applicable, then book the lowest logical choice. Travelers will be advised of these companies by our dedicated travel agency. Please be advised that these vendors are subject to change. All travel arrangements must be made through our dedicated agent/agency. This includes emergency travel at night, weekends or on holidays. Please refer to page 10 for the agency information. Reservations made directly with the airline and/or online internet sites other than the agency will not be reimbursed. (This includes hotel reservations and rental cars.) If you make a change directly with an airline, hotel or car company, please notify the dedicated agent/agency of all changes via . The Company assumes no obligation to reimburse Associates for expenses that are not in compliance with these guidelines. Travel Authorization Spectra Logic will reimburse reasonable and necessary Associate travel expenses incurred for authorized business purposes only. Authorized Company business purposes include, but are not limited to: sales trips client support sales meetings seminars trade shows

2 The control of travel expenses is primarily the responsibility of the Associate and the Department Manager. Once a manager approves travel, the Associate will book the reservation with our dedicated agency s online booking system or contacting them via phone or . The online booking system and our dedicated team of agents are restricted by Spectra Logic s travel policy. Associates must obtain approval from their direct manager before a ticket can be purchased. Any ticket over $1000 must also have their department head Director or VP approval. If the ticket is over $2000, the CFO must also approve. Travel Reservations All air travel, lodging, car rental and rail travel reservations must be made through the dedicated agencies online booking system when possible. The agency will be managed closely by the Spectra Logic Travel Supervisor and is required to give our travelers the same level of service as if the agents were internal to Spectra. Our dedicated agency will double check internet fares/specials prior to ticketing and prior to departure. If you would like a website such as Priceline.com to be used for hotels, the agents will do this on your behalf. Please be aware of the heavy penalties associated with these prepaid, non-refundable hotel and car websites. Associates should be aware that if air travel is not booked through the dedicated agency, the company will not assist in changing itineraries and the associate will find themselves responsible for change fees. Associates are required to make reservations at least 21 days in advance, whenever possible, to ensure lowest possible rates. Deviation from this policy requires the manager s approval, except in the case of an emergency. Booking Process Online Booking: Go to Enter your entire address and your password given to you from finance. If you do not have your password, you can click on Forgot your password? and follow the steps to have it reset. Please make sure to review the Profile tab to ensure we have your name as it appears on your ID for travel and all of your preferences. The online system will search for the lowest airfares and preferred itinerary within the travel policy restrictions. It will be programmed to give you the best price at the times requested, then it will also search 6 hours +/- to determine if there is a lower fare. It is preferred that the Associate books the hotel and car rental online when booking airfare. All tickets will be inspected by the agency to insure that they comply with Spectra Logic s travel policy before ticketing. The agency will also recommend alternative flight options if less expensive arrangements can be made. Ticketed itineraries booked with the online process cannot be changed by the associate. All changes must be made through the agency directly. If the ticket pricing is outside of the travel policy, the Manager and Travel Supervisor will be informed via , asking for approval. All bookings must be either ticketed or taken off hold by the end of the business day. Prices are not guaranteed until ticketed.

3 Dedicated Agent Assisted Booking: The Associate can contact our dedicated agency via e- mail or by phone with their request. The agent will review and hold these requests according to Spectra s policy. The agent will an itinerary back to the Associate for final approval. The Associate will approve, or make changes if necessary then their Manager for approval. Once they have approval, they will forward that to the agency to authorize the ticket. Service Fees: Service fees will be assessed to each ticket booked on line or through our dedicated agency. When booking online, the cost is $14.00 per transaction. If you need to work with one of our dedicated agents, the cost will be $30.00 for tickets issued. The service fees are set to cover the agency s costs along with the many services provided. Some of these services are: reports generated that assist Spectra with their budget planning and travel expense monitoring, the use of the agency s buying power to obtain discounts, management of unused tickets, assisting with no shows or cancellations and obtaining refunds, assistance with travel arrangements, travel agent services such as reviewing tickets to verify best prices, assisting with lost luggage, and their overall knowledge of the travel industry. Air Policy Our preferred corporate carriers are United, Frontier and Southwest. All air travel must be booked within the following guidelines: The lowest available coach fare must be booked on all domestic and international flights. It is acceptable to go over the lowest available coach fare up to $100 for reasonable circumstances. Example of when it would be acceptable: Traveling on a non-stop flight vs. connecting flight OR to obtain a fight time that fits meeting schedules. Example of when it is NOT acceptable: To select a more expensive fight just to obtain frequent flyer miles or preferred airline. Airfares vary substantially. Associates are expected to accept the lowest cost itinerary and book at least 21 days in advance when possible. The company recognizes that there is a tradeoff between cost and time. Associates will be expected to take an itinerary that is two hours or more over the optimal if the cost saved is more than $100. If the low cost itinerary requires the employee to remain away from home on a weekend or holiday, they should discuss with their department manager the possibility of compensation days. Associates are required to take connecting flights (within reason) if this reduces the fare. Associates will be required to fly in or out of an alternative airport if the savings is substantially greater than the cost of mileage (IE: Chicago s O Hare vs. Midway). Driving time should be taken into consideration as a tradeoff to cost savings. Associates may upgrade at their own expense, or when the ticket cost does NOT exceed the lowest logical airfare/authorized class of service. IE: You may not ask to have an upgradable coach ticket issued when there are lower, non-upgradable coach fares available. Your itinerary/receipt for travel must be attached to your expense report. Unused tickets must be used within their timeframe in order to eliminate loss of benefit. Our dedicated agency has a list of these tickets and will use them as appropriate and with your approval to keep travel costs to a minimum. Associates are expected to finalize the ticketing by the end of the business day in order to avoid fare increases. Spectra Logic will not reimburse for costs incurred for fast lane security passes and programs.

4 The number of company personnel traveling on the same flight should not exceed three of any of the following: Vice President, or Director. The CEO and CFO should avoid traveling together when possible. AIR TRAVEL PAYMENT PROCEDURES The Associate s credit card will be used to pay for all air travel booked through our dedicated agency and they will be reimbursed through monthly expense reports. GROUP TRAVEL Any department planning on having 5 or more Associates travel together for participation in a meeting or trade show should have one representative work directly with our dedicated agency. They will research group discounts and ensure that the company receives the lowest available group fare. Keep in mind for group functions and group trips that our dedicated agency also provides meeting planning services that can coordinate flights, hotels, rental cars, venues, etc. PERSONAL AIR TRAVEL Air travel for personal reasons may be booked through our dedicated agency However, all personal travel MUST be placed on a personal credit card, not the company credit card. The transaction fee of $30 for each travel booking will be passed along to the Associate for personal travel. Personal/vacation travel may be combined with business travel provided there is no additional cost to the company. If additional costs are incurred as a result of personal/vacation travel, the Associate will be charged back for additional expenses. Spectra Logic will pay the initial cost of a combined business/personal trip at the time of the booking with the expectation of being reimbursed for the personal portion of the trip within two weeks of the booking. If reimbursement is not received within two weeks of the booking, Spectra Logic may deduct the personal portion from the Associate s paycheck. SPOUSE/COMPANION TRAVEL The company will not reimburse travel and entertainment expenses incurred by a spouse or other individual accompanying an Associate on business unless there is a bona fide business purpose, or by prior department management approval, or unless the expense incurred would otherwise be reimbursable (IE: lodging). FREQUENT TRAVELER BENEFITS Associates are allowed to accrue frequent traveler points for their own use. However, an Associate MUST ALWAYS book the lowest available fare regardless of memberships and frequent traveler benefits. LAPTOPS For domestic travel, under no circumstances should a laptop be checked into baggage. For international flights, this may be subject to airline restrictions. CAR RENTAL POLICY Associates should rent a car from the airport to their destination when the rental car total will be less expensive than other ground transportation (IE: taxis, shuttles) totals. When renting a car, Associates are required to reserve compact cars. However, there are times when upgrading to the next class of car may be necessary, such as:

5 There are two or more people using the same car and additional space is needed There are no economy class cars available The Associate can upgrade at no additional cost to the company Associate is transporting excess baggage such as booth displays Extreme Weather If a car rental is necessary it must be booked through our dedicated agency. Most associates have access to a Smart Phone with GPS therefore the GPS daily service fee with the car companies should be declined. PREFERRED RENTAL CAR COMPANY Our preferred car vendors are National & Budget. If other car companies must be used, please follow the same car policy outlined in this document. RENTAL CAR CLUB MEMBERSHIPS Associates should fill out a preferred membership application with one or all of our preferred vendors and update their on line profile with our dedicated agency. NATIONAL BUDGET CAR RENTAL INSURANCE Car rental insurance should be declined through any car rental company in the US, Canada or Puerto Rico, as Spectra Logic s corporate insurance policy will cover all travelers. Spectra Logic employees are required to carry Spectra Logic s Evidence of Insurance form with them at all times while traveling. This form is located on Spectranet under travel. International travelers should purchase ALL Legally required minimum coverage including liability & property damage to the rented vehicle. CAR RENTAL GASOLINE REFILLS Do not accept the pre-payment on gasoline when picking up your rental car. Instead, please fill your rental car prior to returning it. Turn in your gas receipt for reimbursement. It is the responsibility of the employee to make every reasonable attempt to fill the car prior to returning it to the rental company. As a general rule, employees will not be reimbursed for gas billed from the rental company, and the corresponding amount will be deducted from the traveler s expense reimbursement check. Occasionally, there are extenuating circumstances that prevent an employee from filling the rental car with gas prior to return. CAR RENTAL PAYMENT PROCEDURES All car rentals will be billed directly to the associate and reimbursed through expense reports. FUEL will NOT be reimbursed that is purchased at the rental agency s pumps. Rental and gas receipts MUST be turned in to receive reimbursement. CAR PICK-UP When picking up a rental car, Associates should ALWAYS inspect the car for any damage. If damage is found, the Associate should note the damage on the contract before the vehicle is accepted.

6 CAR RENTAL ACCIDENTS/VIOLATIONS Should an Associate be in an accident while renting a car, they should contact the car rental company (see contract for directions), the local authorities, the Travel Supervisor and General Counsel at Spectra Logic. If an Associate receives a parking ticket or moving violation while in a rental car, it is his/her sole responsibility to pay the fines. If there are extenuating circumstances, please speak to your ELT member for resolution. TOLLS More and more states are using tolls and each city you travel to will have a different way of charging for those tolls. If you are flying to a city you have not been to, please remember to ask the rental car counter how they process tolls and what you need to do. If you have the option to rent a transponder box from the car company, this is an approved expense. If they do not offer these boxes, please have cash available to pay for your tolls as many booths do not take credit cards. The state and the car company can impose heavy fines for non-payment of tolls so please ask before leaving the car lot. PERSONAL CAR USAGE Associates are expected to use their personal car for local business purposes. This includes: When transporting company goods for delivery When entertaining clients When running errands for the company When it is necessary for an Associate to use their personal car for company business, they will be reimbursed. The amount is intended to cover gas, wear and tear, and insurance. Mileage must be recorded on an Expense Report form in Concur. Please refer to Concur for the latest rates and policy. HOTEL POLICY Associates are required to stay in lodging that is reasonable for the metropolitan area or city in which they are staying. Hotels should be booked using our dedicated agency. If you will be staying at a location for 7 days or longer, please speak to the Travel Supervisor or an agent so they can negotiate a long term stay rate. Associates should make reasonable attempts to meet these guidelines unless the lodging appears unsafe, or the department manager s prior approval has been obtained. In some cases, Spectra Logic will have company-negotiated rates at hotels. If there is a negotiated rate in the city where the Associate is traveling to, they MUST book these hotels. All rooms will be guaranteed for late arrival at the time of booking. Hotel Guidelines United States: All company authorized accommodations must meet with industry accepted business travel standards with reference to comfort, convenience and cost. Holiday Inn, Hampton Inn, Fairfield Inn, type overnight accommodations have been set as an acceptable standard for all company employees. Preferred Hotels in Boulder: The Hampton Inn & Suites Boulder North - Boulder Holiday Inn Express - Boulder

7 Millennium Harvest House - Boulder Homewood Suites Boulder All Other International Destinations: For all international hotels, we expect you to secure the lowest logical business class hotel in the appropriate area. HOTEL PAYMENT PROCEDURES At the time of booking, hotels will be guaranteed to the Associate s credit card. Associates will then pay for the hotel costs on their personal/corporate issued credit card, and be reimbursed with receipts. Please secure hotel reservations that have a cancel policy. (Normally by 6pm on day of arrival or 24 hours ahead of time) Some room night specials require payment up front in full and are non-cancelable. Because corporate travel changes frequently, avoid these types of pre-paid rooms unless you cannot avoid them. IE: If you are attending The NAB show. Most of these reservations will require payment in full up front. HOTEL CANCELLATIONS It is the Associate s responsibility to inform the dedicated agency or hotel of any changes or cancellations to their reservation when it has been guaranteed for late arrival. It is also the Associate s responsibility to contact our dedicated agency with cancellation requests. If the Associate fails to do so, they will incur any charges personally. The approving manager may modify this policy and authorize the reimbursement of cancellation charges that were incurred due to circumstances outside the associate s control or which resulted in a lower overall cost to the company. HOTEL UPGRADES & FREQUENT GUEST PROGRAMS Associates may accept room upgrades to suites or executive floor rooms when the upgrade is at no additional expense to the company. The approving manager must pre-approve exceptions. Many hotels have frequent guest programs that reward guests with free accommodations in exchange for a given number of paid room nights at the hotel. Associates may retain awards, for personal use, from such programs. However, participation in these programs must not influence hotel selection, which would result in incremental cost to the company. In addition, the Associate is solely responsible for paying all membership fees associated with these programs. LONG-TERM HOTEL STAYS Associates staying a week or longer in one location should contact our Travel Supervisor or dedicated agency so that they can look into long-term stay discounts and leased hotel rooms. TRAVEL EXPENSE GUIDELINES MEALS & ENTERTAINMENT Please refer to the Corporate Expense Reimbursement Policy for guidelines on meal reimbursement. Control Authority The establishment of the travel and entertainment policy and the responsibility for the implementation of appropriate control procedures to ensure compliance with the policy resides with the BLT Department Manager. Initial interpretation of the policy resides with the BLT Department Manager while final interpretation resides with The CFO.

8 The Spectra Logic Travel Policy was created to not only help the company control costs, but to consolidate all of our travel into one large pool for negotiating better and stronger contracts for those of you who spend so much time on the road. The goal is to create a travel program that is user friendly and reliable so you don t have to spend your valuable time double checking costs, reconfirming flights or any other details. We are here to do that for you. I welcome any and all feedback. Give us the opportunity and chance to correct any issues. We keep an up to date city list of the positive and negative things to look for or avoid. If you visit a customer that has lower negotiated hotel rates offered, please let me know so we can secure those rates on your behalf. Thank you! Stephanie Ramsay , 1241 or stephanier@spectralogic.com SPECTRA LOGIC S DEDICATED TRAVEL TEAM All calls are answered by your designated travel team. If your team members are not available, you may leave a voic or press 0 and the receptionist will re-direct your call. Your corporate travel management team: Shellee Christiansen, Travel Agent Kate McCarthy, Travel Agent Tracey Burraston, Travel Agent our team: onlinesupport@be-dynamic.net Agency Information: For questions regarding travel reservations or changes to an itinerary, contact Dynamic at (720) or (888) Hours: 7:00 AM to 5:30 PM Mountain, Monday - Friday Emergency After Hours Service: , advise code: 11OY For questions regarding online bookings, please contact Dynamic's Online Travel Support Center: Hours: 7:00 AM - 5:30 PM Mountain, Monday - Friday: Online Support: OnlineSupport@be-dynamic.net