DRAFT
Corporate Travel Policy
April 12, 2016
DRAFT
Table of Contents
Statement of Purpose 4
Responsibilities 4
Innovasian Travel Policies 4
Responsibilities and Enforcement 5
Reservation Procedures 5
Air Travel 5
Lodging 5
Car Rental Policy and Guidelines 6
Meals and Entertainment 8
Award Programs 8
Spouse/Guest/Personal Travel Combined with Business 9
Telecommunications 9
Parking 9
Other Reimbursable Expenses 9
Miscellaneous Travel Expenses 9
Expense Reporting and Reimbursement 9
Lost or Missing Receipts 10
Reimbursement 10
Non-Reimbursable Expenses 10
Exceptions 11
DRAFT
Statement of Purpose
Employees may occasionally be required to travel on company business in conjunction with their normal job assignment or in order to fulfill a company need. It is Innovasian Cuisine Enterprises, Inc. (ICE) policy to reimburse ordinary, necessary and reasonable travel expenses when directly connected with or pertaining to the transaction of ICE business. This document establishes policies governing travel procedures and the reimbursement of travel expenses incurred during company business. The following Policy and guidelines are intended to support maximum cost control for ICE, while maintaining a high level of quality in services and accommodations for our travelers.
This Policy governs all ICE employees who travel on company business. Specific business groups may, at their discretion, impose greater control than required by this Policy, but never less.
If an employee violates these travel policies and any corresponding procedures, they may be subject to disciplinary action including termination, as deemed necessary and appropriate by ICE.
ICE’s Travel reimbursement procedures comply with the IRS and other regulators on matters relating to tax obligations.
Responsibilities
It is the responsibility of all ICE employees who travel for business to read and comply with the travel procedures and expense reimbursement procedures. This document is saved on the O:\ drive under ICE Process, Procedures and Practices (O:\ICE Process, Procedures and Practices).
All travel must be done in accordance with this policy to qualify for reimbursement. Those traveling on ICE business are asked to exercise prudent business judgment regarding expenses covered by this policy. When submitting expense reports to claim reimbursement, employees are expected to neither gain nor lose financially.
Innovasian Travel Policies
Each individual traveling for ICE business is expected to fill out an Expense Form which is located on the O:\ drive (O:\ICE-FORMS\Expense\Employee Expense Form.xlsx) in order to be reimbursed. For employees using corporate American Express cards, receipts are required for all expenses exceeding $10. Employees using personal cards are required to provide receipts for all expenses incurred (excluding incidental charges such as cash tipping). For all travelers, completed expense reports must be submitted within 45 days of the conclusion of travel.
All ICE employees who are required to travel or need to charge business expenses must use the designated corporate card whenever possible. If an employee does not have a company card, a personal credit card may be used for travel and entertainment expenses. Travel expenses should not be billed directly to ICE unless absolutely necessary.
Corporate credit cards are to be used for ICE business only and all cardholders are required to read and sign the Company Credit Card Terms policy document. Personal use of the corporate credit card is strictly prohibited and violations are subject to disciplinary action.
Responsibilities and Enforcement
An organized and clear process for submitting expenses is crucial to ensure that all expenses are reimbursed in a timely manner. The Accounting Department is responsible for ensuring that any expenses reimbursed or paid for by the company are in compliance with this Corporate Travel Policy. When submitting a Travel Expense Form, any deviations from the policies detailed within this document must be explained on the expense report and expenses that are not in compliance with this policy require written approval from your direct manager.
The Accounting Department and ICE management are responsible for ensuring that this Corporate Travel Policy is available to all travelers, travel arrangers, accounts payable staff, and newly hired employees expected to travel.
Maintenance and updating of the Corporate Travel Policy is the responsibility of the VP of Finance and Operations and will include collaboration with the Board of Directors and Executive Management. Any questions or concerns regarding this travel policy should be addressed to one of these individuals.
Reservation Procedures
To the fullest extent possible, It is required that reservations be made through the Innovasian online booking tool accessible at https://us.travelctm.com/innovasian. This will help to simplify travel arrangements, allow booking expenses to be billed to ICE’s account and allow for assistance should issues arise during the course of travel.
Air Travel
All individuals traveling on ICE business must travel in coach class unless using a free upgrade or have prior written approval from their direct manager. The choice of transportation should be based on the most efficient use of an employee’s time and least cost to ICE. If an employee reserves a flight for more than $200 higher than the lowest available airfare, an exception message is generated which requires an explanation from a pre-determined exception list. No disciplinary action will result from reserving this flight exception. Baggage fees will be reimbursed.
Lodging
Reservations for overnight accommodations will be made at moderately priced hotels, for which the COMPANY has negotiated preferred rates. If a preferred property is sold out, employees must select a moderately priced hotel within reasonable proximity to the travel destination that meets safety and business needs. ICE does not have access to the reserved room blocks for conferences, conventions, and seminars. Employees should book their own conference hotel room as part of the conference registration process. Hotel reservations must be made through the online booking tool; only standard sized rooms should be reserved.
ICE has established a “neighbor” rate at the Courtyard Seattle Sea-Tac. You may either book online using the promotional code below or call the hotel directly.
Marriott.com/seawv
Enter dates of stay
Click on Special Rates
Click on Corporate/Promotional Code
Enter this 3 letter code :A3P
Courtyard Seattle Sea-Tac
16038 West Valley Hwy.
Tukwila, WA 98188
Phone:(425) 255-0300
2016 seasonal rates – these rates do not have last room availability:
January 1 – April 30 (2016) - $134 (non-peak rates)
May 1 – October 31 (2016) - $189 (peak season rates)
November 1 – December 31 (2016) - $134 (non-peak rates)
It is the employee’s responsibility to call the hotel direct when canceling hotel reservations to prevent no-show charges and for recording the cancellation number in case of billing disputes. No-show charges are only reimbursed with an explanation for the untimely cancellation.
An allowance will not be paid if the traveler chooses to make personal accommodations with relatives/friends, etc.
Employees should seek weekly rates or extended stay properties when stays are expected to last a week or longer.
Car Rental Policy and Guidelines
ICE has entered into a Corporate Services Agreement with its preferred car rental company Enterprise Rent-a-Car and National Car Rental to provide short-term rental vehicles to our employees. Employees should use either one of these contracted providers when renting a vehicle for company business. All car rental reservations should be made through the online booking tool.
The use of a rental vehicle is justified only when it is more economical than local ground transportation, taking safety and travel time into consideration.
Travelers may rent a vehicle AT their destination when:
· It is less expensive than other transportation modes such as taxis, airport limousines and airport shuttles.
· Entertaining clients.
Travelers should consider vehicle rental TO their destination when:
· Driving is more cost-effective than airline or rail travel.
· Required to transport large or bulky materials.
Employees traveling alone or in a group of up to three (3) employees should rent a mid-size/intermediate car unless extenuating circumstances (e.g., medical, physical, weather, etc.) dictate otherwise. A full size vehicle is permitted if traveler is required to transport equipment, it is needed for field work, or more than three (3) employees travel together in a single vehicle.
Travelers may accept car rental upgrades only if there is no additional cost to the Company or if necessary due to travel requirements (ie, weather, etc.).
When picking up a rental car, travelers will inspect the car and note any existing damage on the contract before the vehicle is accepted.
Costs associated with car accessories such as a GPS system are reimbursable if justified. The traveler should document the reason why such accessories are necessary.
ICE has insurance coverage for vehicles rented with the company AMEX card for employees on Company business in their country of origin (U.S.A. or Canada). The traveler should decline all optional insurance premiums, including Collision Damage Waiver/Loss Damage Waiver, as these premiums are not a reimbursable expense. This coverage is included in the negotiated rates with the Company’s preferred suppliers. Travelers will not be liable for damage of rental car/personal injury when on business-related travel. The exception to this policy is when the trip includes travel between multiple countries.
Travelers are responsible for cancelling rental car reservations by using the same method as their booking procedure (i.e. online or contacting the rental car agency directly). If the car rental is cancelled using the online option, please forward the cancellation email to the accounting department to ensure your card is not charged. This cancellation will be kept on file for 30 days. If the car rental agency is contacted directly, the traveler must request and record the cancellation number in case of billing disputes. (It is also suggested that the traveler note the name of the person they talked with as well as the date and time).
All rental cars should be returned to the city of origin unless a one-way rental has been approved prior to travel. Approval should be made by whoever would normally approve the employee’s expense report and/or time sheet. The vehicle must be returned in the condition received and at the specified time to avoid charges for damages or additional hours.
If possible, the rental vehicle should be returned with a full tank of gas to avoid refuelling fees and high gasoline prices charged by the car rental company.
Fuel charges are reimbursable.
Should an accident occur while driving a rental car, travelers must immediately contact:
· Local authorities, as required.
· Accounting Manager – Corporate office.
· The rental car company.
The traveler is required to obtain and keep a copy of the accident report. ICE’s insurance company and the car rental agency require a written accident report and police report. In addition, the insurance company requires the final rental invoice, which includes the costs related to the accident. It is the traveler’s responsibility to obtain these reports.
Necessary parking and toll charges are reimbursable. Receipts must be provided for parking detailing location and duration.
Traffic and parking violations while operating a rental vehicle or a personal vehicle for business purposes are not reimbursable.
All employees are eligible to enroll in National’s Emerald Club frequent renter program.
Employees are able to use Enterprise Rent-a-Car or National Car Rental for non-business travel and will receive the same corporate rates and terms. Non-business rentals will be paid for personally by the employee. Employees should check with their own auto insurance company to ensure they have coverage for vehicle rentals and, if not, should pay for insurance coverage with the rental.
There may be occasions when an employee rents a vehicle for travel that includes both business and personal use. In these situations the employee should document which days are for business use and which days are for personal use in the “Billing Reference” section of the reservation tool.
We recognize that there may be times when it is not possible to use Enterprise/National for your car rental needs. If you must utilize the services of another car rental agency, the above guidelines will apply.
Travelers may utilize personal cars for ICE business travel if it is less expensive than renting a car, taking a taxi, or using alternate transportation. The use of personal cars for business will be reimbursed at a rate of $0.50/mile. This mileage allowance covers all auto costs (e.g. gasoline, repairs, insurance, etc.) other than parking and tolls. When being reimbursed for mileage, the cost of refueling is included and not separately reimbursed.
Taxis and Other Local Transportation: The cost of taxis to and from places of business, hotels, airports or railroad stations in connection with business activities is reimbursable. Use of taxis is discouraged when more economical services (i.e.: airport shuttles, hotel vans, etc.) are available. Travelers are encouraged to utilize public transportation whenever feasible.
Meals and Entertainment
Personal Meal expenses are incurred by those traveling on ICE business when dining alone. Personal meals must be itemized by meal.
Business Meal Expenses: ICE expects to pay for meals associated with business activities. This typically involves customers or other business contacts. Meals among Company employees qualify only when conducted for a valid business reason; i.e. working lunches, local seminars, on-site meals or business meetings.
Employees are expected to use discretion when entertaining. The visitor or customer should be comfortably entertained; however, it should not be excessive. The entertainment must meet the following criteria, based on IRS regulations and local tax laws, to be reimbursed:
· During the entertainment, the employee(s) must actively engage in business negotiations, discussions or business transactions from which ICE will derive income or other specific business benefit.
· The entertainment must directly precede or be followed by a substantial business discussion, such as a business meeting taking place at a convention center.
· The entertainment must take place in a proper business setting.
The following information must be documented:
· The nature of the entertainment.
· The names and locations of the places of entertainment.
· The names (first and last), titles and business relationships (the company or affiliation) of the person(s) entertained.
· The business purpose of the entertainment.
Award Programs
Individuals traveling for ICE may retain award points and utilize the rewards for personal purposes. However, participation in these programs may not result in any incremental cost to the ICE related to transportation or lodging. Participation in award point programs may result in additional Internal Revenue Service (IRS) reporting requirements. It is the responsibility of the individual traveler to maintain required documentation for tax purposes.