Travel Policy
Willis
Travel Policy
Version Date / Updated By
28.09.2012 / D Short / S Tutton
16.01.2013 / D Short / S Tutton
17.07.2013 / L Tweed / S Myers
23.10.2013 / J Smith
Travel Policy
ContentsCtrl + click on each heading to go to the relevant section
- Policy Overview
- General Guidelines
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- Travel for Personal Gain
- Pre-authorisation Requirements
- Willis’ Travel Agencies
- Insurance Coverage
- Emergencies
- Passports, Visas and Medical Preparations
- Air and Rail Travel
- General Principles for cost-effective and convenient travel
- Class of Service
- Use of preferred and non-preferred Carriers
- Planning your trip
- Travelling with Clients
- Risk Management: Group Travel Restrictions
- Home Leave Airfares
- Policy Exceptions
- Ground Transportation
- Rental Cars
- Rental Car Insurance
- Personal Cars
- Accidents
- Taxis, Private Car Service, Limousines
- After hours transportation
- Parking and Tolls
- Non-Willis Associate Travel Expenses
- Personal Travel
- Lodging
- Willis House
- Hotel bookings in cities with Willis preferred hotels
- Hotel bookings in cities without Willis preferred hotels
- Reimbursement in lieu of lodging
- Gratuities
- Meals
- Personal Meals
- Meals with Visiting Associates
- Non-Reimbursable Expenses
- Policy Overview
Policy: / Travel / Last Updated: / 23rd October 2013
Policy Owner: / Deborah Short, Global Travel Manager, Group Procurement / Policy Owner
Contact Details: /
+44 1473 222899
Spend Definition: / ‘Travel’ is defined as any mode of transport taken during the course of conducting Willis business and any lodging required for periods of travel greater than one day.
Policy Principles:
Willis Associates are urged to investigate alternatives to travel such as conducting audio meetings or video conferences.
Willis provides videoconference equipment in the core offices of London, Ipswich, Nashville, New York, Mumbai and Bermuda as well as in other locations. To see where Video conferencing is available and to book these facilities please visit Willis Video Conferencing.
The purpose of this Travel policy is to provide Associates with a reference guide to the types of expenditure that may be incurred during the course of travel.
Associates should use Willis preferred vendors and book their travel through the online booking tool where available or through your local travel agency.
Key Thresholds:
The thresholds are defined within each category. Where an individual Business Unit’s rules are more restrictive, these take precedence over this travel policy.
As a general principle, travel should be pre-approved by the Business Unit RFO/FD.
How to order these services or products:
All travel should be requisitioned through the preferred travel agency or preferred online booking tool. For guidance please contact the policy owner.
- General Guidelines
A. Travel for Personal Gain
Willis Associates may not make or modify travel arrangements for personal gain. For example, Willis Associates must not downgrade a class of service in order to use the savings for personal use or incur higher travel cost to facilitate an upgrade.
- Pre-Authorisation Requirements
For travel to “Medium/High/Extreme Risk Countries”, pre-approval is required from the Group Head of Security & Business Continuity.
- Willis' Travel Agencies
- Insurance Coverage
The Group provides basic travel accident insurance for Willis Associates who are employed in certain countries while travelling on Group business.
Purchase of additional coverage of any type of insurance, excluding legally required and authorized insurance for car rentals, must be at the Willis Associate’s own expense and will not be reimbursable. Refer to the section below on Ground Transportation / Operating Requirements / Rental Car Insurance for specifications on authorized insurance for car rentals.
- Emergencies
For emergency travel requirements outside of normal business hours please contact Willis preferred Travel Agencies on your travel itinerary or emergency travel card.
In the event of Medical Emergencies or Serious Incidents, make sure you carry the Willis Incident card that directs you to call these numbers:
US Associates: 1 800 213 0132
UK Associates: 0800 744 64876
India: 000 800 1003873
Rest of World:1-770-481-2410
Travellers should use good judgment to take whatever steps are deemed necessary to treat any illness or medical emergency. Where emergency medical help lines are available, these should be contacted for advice as soon as possible.
Payment for the medical services and prescriptions will be the responsibility of the traveller at the time the services are rendered. The Corporate card can be used in an emergency.
- Passports, Visas and Medical Preparations
The time required for administering passport and visa applications through government and embassy systems can vary from country to country.You are strongly advised to prepare such applications well in advance as far as possible.
Willis Associates are expected to have six months validity in their passports prior to travel.
Please visit the Travel@Willis website to obtain information on visas and passports, please be aware that certain countries require you to obtain a Business visa.
If you are travelling overseas it is extremely important that youcheck with your doctor or health provider well in advance and, ideally, up to six weeks prior to travel regarding any inoculations. Further information on medical preparation for overseas travel is also available on the foreign office web sites of most governments around the world.
Occupational Health - UK Associates only
Please read the Occupational Health Travel Policy and complete the Risk Assessment form before embarking on any travel.
Please also click here for useful health information for people travelling abroad from the UK:
- Air and Rail Travel
- General Principles
ALL air travel must be booked with a Preferred Airline at the lowest available fare unless the cost of a non-preferred is as per section C.‘Use of Preferred and Non-Preferred Carriers’.
Piloting of aircraft by Willis Associates is not permitted on Group business
- Class of Service
Air Travel
Trip Duration < 10 hrs / Coach / Economy or an equivalent class of service must be used on all flights.
This does not include Premium Economy.
Trip Duration > 10 hrs / Premium Economy is permitted.
If Premium Economy is not available then Business Class is permitted, unless more stringent Business Unit rules apply.
Unapproved classes of service, modifications or upgrades are non-reimbursable expenses. / Willis Associates will be required to pay the difference between the lowest available fare at the time of booking and the actual fare used if they are not complying with this policy.
Rail Travel
Trip Duration < 4 hrs / Coach or Second Class
Trip Duration > 4 hrs / First Class unless your Business Unit has a more restrictive policy.
Eurostar / Business Class is permitted subject to pre-approval from the Business Unit’s RFO/FD.
- Use of Preferred and Non-Preferred Carriers
Preferred Carriers / Should be used where they exist unless rules apply under Non-Preferred Carriers.
Associates may choose between preferred carriers on the same route if the fare difference between the two carriers is no more than $100/£75.
Non-Preferred Carriers / May be used, provided the booking is made via the Willis Travel Agent and complies with the following:
• For domestic travel the non-preferred carrierflight cost is at least $125/£100 or equivalent currency less than the lowest preferred carrier flight costs
• For international or intra-regional travel the non-preferred carrierflight cost is at least $150/£100 or equivalent currency less than the lowest preferred carrier flight costs
OR
• For all flights and countries, the non-preferred carrier saves the traveller more than 2 hours domestically or 4 hours internationally (including connection wait times) and does not increase the airfare costs by more than $100/£75.
No preferred airline deal exists / Associates should take the lowest logical airfare in the permitted class of travel. Indirect flights with a short stop must be considered.
- Planning Your Trip
Advance Bookings / Where possible, booking should take place at least 14 days in advance.
For trips less than 14 days pre-approval from the Business Unit Approver will be required.
- Travelling with Clients (Airfares)
Willis Travel Policy applies.
- Risk Management – Group Travel Restrictions
Willis Associates should use good judgement when deciding to travel as a group. Consideration must be given to the risks not only of those travelling but also to Willis’ business continuity in the event of an accident.
No more than: / • Four Willis Associates in total on the same flight
• Three Willis Associates from the same Business Unit or Corporate Department on the same flight
• Three Willis Partners Group Members or Board Members on the same flight
All exceptions require a justification and pre-approval by the Business Unit’s Approver and:
In the US / US Risk Manager
All Other Countries / Group Head of Security & Business Continuity
- Home Leave Airfares (For Ex-Pats)
All home leave bookings (for ex-pats) must be made via Willis’ Travel Agencies. Pre-approval must be obtained from the Group Human Resources Director.
- Exceptions to the Air Travel Policy
At times, special circumstances arise that may warrant exceptions such as upgrade in service class. In this case approval of the exception is required from the Business Unit’s Approver prior to incurring the expense. The travel agent will track and document the exceptions in a monthly management report.
- Ground Transportation
- Rental Cars - General
All business-related car rental reservations must be made through Willis' Travel Agencies using the Preferred Vendors and paid on individual corporate card.
Size limits / Only mid-size / Group C / or smaller class of vehicles are permitted.
Preferred Car Rental Companies / Willis Associates must use Willis preferred vendor.
Non-Preferred Car Rental Companies / May only be used in those rare circumstances where no cars are available from Willis preferred vendor or there is no Willis preferred vendor at the location.
- Rental Car Insurance
- Personal Cars
A Willis Associate who uses his/her vehicle for occasional business travel will be reimbursed on a per-mile basis in accordance with local legislation and policy. Willis Associates who drive their vehicle for business travel must be appropriately insured and must comply with all applicable vehicle codes and laws in the jurisdiction in which the vehicle will be operated. Guidance for reimbursements relating to personal cars can be found here.
- Accidents
All accidents involving a personal car used on business must be reported as follows:
In the US / US Risk Manager– click here
In the UK / Group Risk Manager– click here
All Other Countries / Local Senior Management
- Taxis / Private Car Service / Limousines
Use of local taxis or Willis preferred private car service is appropriate for business reasons where health and safety is a concern. Associates who have a business requirement for a taxi should use their corporate charge card where available. Transfers to/from airports should be via public transportation or air shuttle services wherever possible.
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- After Hours Transportation
Associates who are required to work extended hours or weekends and are arriving at the office before 06.00hrs or leaving the office later than 21.00hrs, may use Willis' preferred car service companies or a taxi to travel to or from the office with the approval of their Business Unit's RFO/FD.
- Parking and Tolls
Parking, tolls and other incidental expenses required during business travel will be reimbursed when deemed reasonable by the traveller's approving manager. Short term airport parking is not permitted.
- Exceptions to the Ground Transportation Policy
At times, special circumstances arise that may warrant exceptions such as a upgrade in vehicle class. In this case approval of the exception is required from the Business Unit’s Approver prior to incurring the expense.
- Non-Willis Associate Travel Expenses
Examples include: Client, Family Member or Interviewee
Funding of travel expenses for a Non-Willis Associate should only be considered in exceptional circumstances. Such funding requires written pre-approval by the Business Unit's RFO/FD and in the case of a client, also by Group Compliance. Willis' Travel Agencies must have a copy of this pre-approval prior to confirming and booking any Non-Willis Associate travel. A copy of the pre-approval must also be submitted with the Willis Associate's Expense Report.
- Personal Travel
When a Willis Associate plans to combine personal travel with a business trip, the personal travel must be accomplished without additional cost to the Group.
Willis Associates are expected to avoid combining personal travel costs with the Group's business costs. Should this occur (for example on airline tickets or hotel billing), all personal costs during, preceding, or following authorised business travel must be clearly identified on the Expense Report and supporting documents, and be excluded from the amount for which reimbursement is requested.
- Lodging
ALLhotel bookings must be booked through the Willis preferred Travel Agencies or online booking tool.
- Willis House
- Hotel Bookings in cities with Willis Rates (Preferred Hotels) and/or city limits:
In certain circumstances preferred hotels may not be available at the agreed rates. When this occurs, the traveller may choose another hotel of comparable quality standards. The cost should not exceed that of the most expensive preferred hotel in the city. In most frequently visited cities (i.e. London, New York, Chicago and Nashville) maximum city limits for hotel rates have been defined.
If preferred hotels are full or where the cost exceeds the city limit, approval must be given from the Business Unit’s RFO/FD or defined delegate prior to booking.
- Hotel bookings in cities without Preferred Hotels:
- Reimbursement in lieu of lodging
Willis Associates who stay with friends or relatives in lieu of a hotel may give a gift to their host/hostess. Gifts must be purchased using the Corporate Charge card and an original receipt for the gift must be included with the Expense Report.
The maximum amount of a gift is $75/£50 per night, up to a maximum of $200/£150 for the entire stay.
Cash gifts are not allowed.
- Reimbursement in lieu of lodging
- Gratuities
Except for preferred vendors who already include tips and gratuities in their preferred Willis pricing, tips and gratuities will be reimbursed as follows:
Meals / Not to exceed 10% (unless venue adds additional surcharges into the bill)
Taxis / Not to exceed 15%
- Meals
- Personal Meals
The cost of reasonably priced meals, snacks and beverages while traveling on business is reimbursable.
Maximum allowable amounts:
North and South America / $50 per day (or local converted equivalent)
All Other Countries / £50 per day (or local converted equivalent)
Minibar Expenses / Included in the above daily limit
Please refer to Entertainment Policyfor full guidelines and reimbursement.
- Meals with Visiting Associates
Maximum allowable amount per Willis Associate, per event is $35/£35 (including all beverages).
Please refer to the Entertainment Policy for full guidelines and reimbursement.
13. Non-Reimbursable Expenses
Before travel please familiarise yourself with non-reimbursable expenses which can be found here.
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