Travel & Expense Guide to Frequently Asked Questions

Transcription

1 Travel & Expense Guide to Frequently Asked Questions It is the policy of Matthews International Corporation to reimburse employees for reasonable and necessary expenses incurred for APPROVED travel. These simple guidelines will assist in travel safety measures, allow you to make educated choices regarding travel compliance, and provide the Travel Services team necessary information when technical assistance is needed. Please familiarize yourself with the Support Information listed on the final pages of this document. Have you read the complete Travel Policy? The complete Travel Policy should have been provided to you during onboarding, and can also be found at travel.matthewsintl.com, under the Travel Policy tab. The following FAQ information relates directly with your day to day business travel and should be considered the norm, with moving outside of parameters as the exception. Exceptions may occur due to time constraint or availability of a specific flight or hotel needed, (e.g., a convention or meeting,) and will need to be documented accordingly. Use your Company issued credit card for all travel expenses with the exceptions only: Your Corporate card has been compromised or an establishment cannot process your card, (e.g., small restaurants.) Requesting reimbursement for personal card usage for air /car/hotel/meals or for any other reason than above, is not acceptable. Cash/Personal card usage will not be reimbursed outside of the parameters above, unless the applicable Corporate Controller specifically approves the exception. Using the card will simplify the travel reconciliation process by integrating expenses directly into the Concur Expense system. Incurred expenses need to be processed within 30 days from the transaction date in the expense online booking tool, Concur. Both user and supervisor are daily notified through when expenses are flagged as overdue, until the expense has been submitted. Continued failure to comply with timely reporting may result in suspension of Corporate Credit Card privileges. (See Travel Policy, Appendix D for full expense reporting details.) All legitimate travel expenses that are incurred on the card and properly documented, will be directly paid by the company. Card Holder Responsibilities All Corporate Credit Card holders must comply with Matthews Travel & Expense Business Policy. Original receipts are to be retained for proof of purchases over $ This may require going back to the vendor used to obtain a receipt. Missing receipts over $25.00 will appear on an audit trail as they require a signed affidavit, so it is best to use the Concur Expense App for immediate capture of receipt data. Comply with registering issued Corporate Card online in designated Portal and setting a pin. (travel.matthewsintl.com, Resources Guides-5/3 Portal Instructions) Report the loss of a card and any suspect of fraudulent activity immediately. Verification will be required to process as follows: Last four digits of employee ID, Street Address and Zip Code. Keep this number stored in your phone. (T & E )

2 Supervisor Responsibilities Review direct report employee submitted expenses within 3 business days of receiving submission. Work with the cardholder in a timely manner to obtain any missing receipts or documentation needed to reconcile card transactions. Address Concur 30-day traveler submission from transaction date, policy. This includes both T & E and Procurement card usage. Booking Your Travel All travel arrangements should be booked through the company provided online booking tool, EGENCIA. This site can be reached through the Travel Center under, travel.matthewsint.com/ BOOK TRAVEL and selecting the appropriate based locality or through Egencia.com. It is important to keep your Travel Profile up to date, so loyalty points can be awarded when applicable, and for booking receipts to flow through the system accurately. Bookings made outside of the system, (i.e., vendor direct), do not provide information regarding your safety, emergency notifications, and information that is necessary for reporting purposes. Egencia will indicate the preferred vendors in the airline matrix with a or logo. Receipts for Air and Hotel bookings that are paid at the time of booking, can be retrieved from your Egencia Home page under TRIPS. If you forget to obtain a receipt for a Pay at Hotel booking or any other establishment, it is the travelers responsibility to go back to the vendor to obtain the appropriate documentation. Air Travel Air travel should be booked as far in advance as reasonably possible to take advantage of the 14-day & 21-day purchase prices. Fiscal 2018 roundtrip Target Domestic Ticket Price when booking is, $ or less. (includes tax assessment) Coach Class of Service is to be booked for normal travel under a 6-hour duration per single leg. Premium Economy should be considered as an alternative to Business Class travel if the expense for Business Class is excessive. (Over 6-hour duration of a single leg.) Selection of flights should be chosen based on the lowest fare option that is needed to accommodate your travel schedule, not based on airline preference. Aircraft Wi-Fi Service will be reimbursed if necessary for business purposes, per flight only. Monthly auto renew service programs will not be reimbursed. Airline club membership reimbursement requires MELT member approval. Company will reimburse first checked bag. Additional baggage will not be covered unless it is for business needs. (e.g., audio visual equipment, conference materials, etc.,) and should be documented as such when completing the applicable expense report. Egencia will research potential itineraries for your travel at no cost. Calls to the Egencia Service Center do NOT incur a fee unless travel is booked through the desk. Travelers are encouraged to use the Service Desk for complicated and International travel itineraries.

3 Hotel/Lodging It is the Company s policy that actual, reasonable costs will be allowed for lodging expense. Hotels in the mid-price range, of reasonable comfort such as: Hilton Garden Inn, Courtyard or Springhill Suites by Marriott, Hyatt Place, and Holiday Inn properties. When booking a hotel, the target Domestic nightly room rate (pre-tax assessment) is $ or less. Please use this parameter when booking with the understanding there may be exceptions due to locality or availability. It is the responsibility of the traveler to be aware of room cancellation policies and to cancel unneeded rooms. A record of the cancellation number should be retained in case of billing disputes. Room upgrades, room entertainment, mini-bar purchases, etc., are not reimbursable. Preference to is to not charge meals to your room, but rather use your Corporate Card to allow for appropriate documentation. Egencia will indicate the preferred vendors in the matrix with a logo. When searching for hotels within Egencia that ARE NOT to be pre-paid, pick Pay at Hotel option. Hotels within compliance pricing that are also eligible for loyalty points can be obtained by selecting: at the top of the Egencia hotel booking search area. while in the Amenities tab Rental Vehicles In the United States, if a vehicle rental is necessary, business travelers should take advantage of the Company s preferred vendor relationship with Avis/Budget Group. Enterprise is the alternate provider if the Avis/Budget Group is not available. Business travelers must rent a vehicle that is size appropriate for the business purpose. Mid-size or smaller vehicles are the preferred choice of rental when 1-3 persons are traveling. Luxury or sport utility vehicles are not permitted. Employees should use a rental car when a trip exceeds 250 miles per day, in lieu of personal vehicle expense. Where taxi, Lyft/Uber or ride-share is less costly than parking fees (e.g., downtown Chicago,) travelers should consider a taxi or public transit in lieu of car rental. In the United States and Canada all insurance coverages should be declined as Matthews maintains corporate insurance for rental cars. In Mexico, insurance coverages should be added. Travelers should refill the gas tank prior to returning the vehicle to avoid inflated charges Fines imposed while renting a vehicle are non-reimbursable expenses. Ancillary service fees such as GPS, upgrades and no-show fees will not be reimbursed. If an employee is involved in an accident while traveling for Company business, he/she should follow these steps: 1. Determine if there are any injuries; 2. Call for medical assistance, if required; 3. Call the police to determine if any traffic violations occurred; 4. Complete a police accident report, if required;

4 Rental Vehicle (cont.) 5. Survey the damage to the vehicle and the other vehicle(s) or object(s); 6. Photograph the entire exterior of the traveler s vehicle and other vehicle(s) or object(s) if a camera (including smartphone camera) is available; 7. Secure the names, addresses and telephone numbers of any witnesses; 8. Secure the name, address, telephone number, driver s license number and insurance carrier of all individuals involved in the accident; 9. Immediately after the accident, notify the insurance agency with which the vehicle is insured; a. Rental car call the rental car agency b. Rental car outside US and Canada call rental car agency c. Personal car call your personal insurance agency 10. Immediately after the accident, contact your immediate supervisor. In addition. If the accident occurs in the United States or Canada, the employee should also contact Travel Services. Personal Vehicle (for business use) Rail Expenses incurred by an employee for use of a personal vehicle while conducting Company business are reimbursable at the standard mileage rates applicable in each jurisdiction, unless otherwise specified in a separate agreement. Funeral Home Product employees: Please see full Travel Policy for Funeral Home Product mileage information. Gasoline purchased for a personal vehicle is not reimbursable. Fines imposed relating to the violation of traffic or parking laws when driving a personal vehicle for business purposes are not reimbursable expenses under any circumstance. Parking and tolls incurred while traveling between the employee s home and the normal place of work are commuting costs and are not reimbursable. It is the responsibility of the employee to maintain proper insurance for collision/ liability coverage, title/registration, and a valid driver s license while using a personal vehicle for Company business. Coach class is the preferred category of service, unless overnight travel is involved. Only the original rail ticket serves as a receipt. Taxicabs/Limousine/Bus Services/Public Transportation Taxi, Lyft, Uber, airport bus, limousine, or public transportation (i.e., rail, subway/bus, or shuttle services) where appropriate, will be reimbursed when properly documented with original receipt. Parking and Tolls Out-of-pocket expenses for use of bridges, roads, and parking facilities incurred by the employee while conducting Company business are reimbursable. Tolls paid while traveling between the employee s home and normal place of work are commuting costs and not reimbursable.

5 Employee Travel Meals The Company will pay for the reasonable and appropriate cost of meals while traveling on Company business. Examples of locations where reasonable meals can be found are: Chili s, Applebee s, Olive Garden, Chipotle, etc. Common sense should be used for all meal purchases and one s normal routine taken into consideration. (i.e., If you normally leave your home for work at 7am for the office, it is assumed you would not expense breakfast for a 9am flight.) Meal charges incurred that are $25.00 or less, do not require a receipt. Meal charges exceeding $25.00, should have both itemized and check out receipt showing in the image that is assigned to the expense. (i.e. detail & gratuity.) Gratuities are to be locally appropriate, however should not exceed 20%. Business Meals When two or more employees attend a business meal together, the most Senior employee should pay for the entire meal and report it on their expense report. The company will reimburse any reasonable business meal or entertainment with person(s) outside the Company that are directly related to the active conduct of Company business. Reimbursable entertainment expenses must be fully detailed both itemized and check out receipt showing in the image that is assigned to the expense. (i.e. detail & gratuity.) Include the names of the persons entertained and their business affiliation in the expense report. Business Entertainment All entertainment expenses must be reviewed by the employee s supervisor. Entertainment expenses must be fully detailed in the expense report to include the names of the persons entertained, business affiliation, and business purpose. Please see allowable entertainment in the full Travel Policy under, Business Entertainment, as well as guidelines for Business Gifts & Sponsorships. Insurance and Tax Guidelines It is necessary to book Business Travel through Egencia to properly identify safety concerns and address incidences that require assistance. A traveler must be operating within Company policy and have appropriate documentation to receive benefits of Company provided coverage. Matthews employees are covered under a travel accident insurance policy, which provides 24-hour protection in the event of accidental death or dismemberment while traveling on approved company business. Please review the full Travel Policy for all Travel Insurance coverages and Tax Guideline related details.

6 Insurance and Tax Guidelines (cont.) Involvement in an incident that results in a claim while traveling on Company business should be reported immediately to Human Resources and within the United States, also Travel Services. Any other travel insurance inquiries should be directed to Travel Services in the US & Canada, or your local Financial Controller in applicable country. Please refer to the Matthews International Travel Policy in its entirety by visiting the Matthews Travel Center, or share drive. travel.matthewsintl.com Travel Policy matw.sharepoint.com/sites/matwintranet Corporate Services/Travel Travel & Expense Related Support Information Business Travel Reservations Matthews International North America Only For questions regarding Egencia or your Egencia profile, contact Travel Services at: travel.matthewsintl.com

7 Travel & Expense/Procurement Cards DIVISION NAME PHONE NUMBER Memorialization Diana Alcorn Environmental Solutions Cecilia Morales (Ext. 6147) Lee Mangum (Ext. 6132) Industrial Solutions Trish Koschak-Preffer SGK Brand Solutions Gloria Mele (Ext. 5244) Corporate Brandi Heichel Jill Atkins (Ext. 5209) Gabe Beres The Matthews Purchasing Card, which is administered by those listed above, is to be used for non-travel related expenses (e.g., printing or office supplies.) Expense Reporting Through Concur Matthews International North America Only Expense Administrators DIVISION NAME PHONE NUMBER Memorialization Diana Alcorn Environmental Solutions Cecilia Morales (Ext. 6147) Lee Mangum (Ext. 6132) Industrial Solutions Trish Koschak-Preffer SGK Brand Solutions Gloria Mele (Ext.5244) Brandi Heichel (Ext.5209) Corporate Jill Atkins Gabe Beres Please see Appendix D in the full Travel Policy regarding account establishment and usage. is it the Matthews Travel Center for Resource Guides regarding Concur Expense training tools. travel.matthewsintl.com