* We are currently updating the VLT policies and processes to facilitate compliance, cost effectiveness and consistency, in the meanwhile please reach out to your local GPM personnel for any questions and clarifications, we are actively working to get the updated version deployed by end of Q2/ Early Q3.
Policy:
Sapient travelers are encouraged to use corporate housing services for accommodations of 14+ nights or longer. In some locations where Sapient has long-term corporate apartments, travelers may be booked in open corporate apartments for a shorter terms of stay based on availability.
Program:
Sapient has established a Global Housing Program with Oakwood ExecuStay as our primary provider.
Leases:
Centrally managed by Oakwood ExecuStaythrough a Master Lease agreements.
Apartment Sharing
• In an effort to minimize housing costs and still provide a high level of service and comfort to our Associates, the Oakwood Account Manager will utilize full size 2 bedrooms, 2 bath apartments and have 2 Associates share whenever possible.
• Oakwood will be responsible for assigning roommates based criteria such as gender.
• 1 bedroom apartments will only be utilized when there are no 2 bedroom units available at the time of the booking (in which case the Associate may be moved to a 2 bedroom with a roommate at a later date) or when the Expense Approver has approved a 1 bedroom apartment.
• If traveling with Spouse or Family, traveler has to put his/her family into the same room, unless the Expense Approval has approved a 1 bedroom separate apartment for the same. Max Occupancy under law is 2 adults per 1 bedroom and 4 adults per 2 bedroom. ** Any questions concerning Occupancy please contact Oakwood for further information**
Incidentals
• Each Sapient Associate must provide a corporate AMEX card or another credit card against which any incidentals (long distance telephone charges, replacing lost or stolen keys/garage door openers, etc) may be charged.
• If a credit card is not provided by the Sapient Associate for incidentals, the PID approver will be notified.
• If PID approver is unable to help secure the guest’s credit card any damages will be billed back to the Sapient Associate’s PID#.
Reservation Approvals
• When an apartment is requested (reserved), a notification e-mail containing reservation details (PID, tenant name, apartment rate, apartment location, etc.) is sent to the appropriate Sapient PID Expense Approver;
• If the Expense Approver does not reply with approval or expressing concerns within 24 hours, Oakwood will proceed with the apartment reservation;
• Email request for approval will be sent by Oakwood to PID expense approvers and is required to verify requests for apartment extensions or for apartment requests falling outside of standards (E.g. One bedroom apartments for individuals, etc.).
Charges:
Sapient pays valid Oakwood expenses monthly via an established central AMEX charge account.
Expense Management
• Prior to processing monthly corporate apartment expenditures to the central charge account,Oakwood distributes a “pre-billing notification” e-mail to the appropriate PID Expense Approver for review and approval;
• Expense approvers can request PID changes, charges to be allocated across PIDs, require clarification or question rates inconsistent with initial reservation confirmation or Sapient negotiated rates;
• If there is no follow up on from expense approvers within 72 hours, charges will be applied as indicated in the “pre-billing” e-mail notification.
Billing Cycle
• Monthly charges are processed within three business days of the first of each month for the month following. Charges processed will be uploaded and visible in Oracle by the last week of the same month.
Damages:
Oakwood will provide an accommodation checklist with apartment inventory at the time a guest check in. The Sapient guest should notify Oakwood of any deficiencies including damage or missing inventory at the time of check in. At the time of checkout, Oakwood will review the apartment and inventory for any lost or damaged items. The Sapient guest will be responsible for any and all missing items and / or damages resulting from misuse of appliances, etc.
Housing Extensions:
• Should the Sapient Associate need to extend their corporate housing stay, they are to contact Oakwood to request a term extension.
• All extensions must be communicated via email to the appropriate regional emails listed above.
• Requests for extensions will be forwarded to Expense Approver.
• Unless the Expense Approver contacts Oakwood within 24 business hours to deny the extension request, the housing extension will be deemed approved.
• Oakwood cannot guarantee the availability of any unit past the departure date listed on the initial Reservation Confirmation.
• If the current apartment is not available for extension, Oakwood will make every effort to provide the Sapient Associate with a similar apartment nearby.
Departures:
In all instances a written 30 day notice to vacate is required and should be sent to the appropriate regional email listed above.
Early Vacancy
• Should the Authorized Sapient Associate need to depart prior to the date specified on the Reservation Confirmation they must give written notice to vacate via email to the appropriate regional email listed above.
• A 30-day notice to vacate is standard.
• Should a Sapient Associate vacate a unit before the specified departure date, Sapient shall have the option to put another Authorized Sapient Associate in the unit to fulfill the term of the lease, at no additional cost above the contracted rate of the apartment.
• Should Sapient choose to exercise this option, Oakwood must be made aware of any guest changes and be given a sufficient amount of time in order to make the apartment ready for the new guest.
Cancellations:
Should the Sapient Associate cancel their reservation less than 5 business days prior to their move in date, Sapient shall pay the following cancellation fees to Oakwood for each apartment:
• Reservations up to 29 nights will incur a charge of 3 nights rent.
• Reservations of 30 nights or more will incur a charge of 5 nights rent.
• This cancellation policy pertains to single reservations only.
Program Opt Out:
The corporate apartment program allows Sapient to most effectively manage corporate apartment spend and it’s rebilling to clients, when applicable. Because the program has reduced average costs in this category by over 20% and eliminated the high volume of misallocations and unbillable client charges, we strongly recommend you use the program. If you choose to book outside of Sapient’s corporate housing program with Oakwood, there are a number of steps you will be required to take to ensure the accurate tracking and allocation of these costs:
Before Booking:
• Obtain a written housing quote through Oakwood ExecuStay
• Obtain a written quote from the alternative provider in the same city that includes all of the following associated costs:
oApartment Rent
o Down Payment / Security Deposit
o Furniture Rental
o Utilities (gas, oil, electricity, local phone service, cable)
o High Speed Internet Service
o Bi-monthly housekeeping (this is required to mitigate damage claims upon check out)
• If alternative provider’s quote reflects cost savings of greater than 20% you should notify Oakwood ExecuStay so that they can match or beat the rate. If they are not able to, they will confirm and you may proceed using the alternative provider.
If you opt out of Sapient’s corporate housing program, you will be responsible for:
•Having lease terms reviewed and approved by Sapient’s legal team
•Facilitating and managing the supplier payment process (P2P process)
- Getting supplier added into Oracle if they are a new supplier
- Acquiring Access to iProcurement (new users)
- Submitting a PO requisition for monthly rent payment. The requisition must include a copy of theOakwood quotes, competitive lease terms and confirmation from Oakwoodthat they can not meet or honor the quoted competitive rate.
- Arranging utilities, furniture rental, cable, internet service and housekeeping service as necessary.
- Submitting monthly expense reimbursement for housing extras
- Reviewing and approving all associated monthly invoices.