BP US Domestic Relocation Policy Intern / Co-op. Date: Updated June 1, 2014 Version 2.0

Transcription

1 BP US Domestic Relocation Policy Intern / Co-op Date: Updated June 1, 2014 Version 2.0

2 1 PURPOSE OF THIS POLICY RELOCATION PROGRAM AND POLICY ADMINISTRATION WHEN TO USE THIS POLICY, APPLICABILITY, AND EFFECTIVE DATE CONTRACTUAL MATTERS RELOCATION COSTS / EXPENSE REIMBURSEMENT TRAVEL TRAVEL TO AND FROM THE ASSIGNMENT ASSIGNMENT HOUSING ASSISTANCE OPTION 1: CORPORATE APARTMENT OPTION 2: CASH OPTION SHIPMENT OF PERSONAL ITEMS TAX ASSISTANCE... 7 Page 2

3 BP US Domestic Policy Summary* Intern / Co-op Interns and co-ops are eligible for assistance under this program. Eligibility The distance between the intern/co-op s departure location (home location or campus location) and the assignment location must be 50 miles or more to be eligible for travel reimbursement. BP will reimburse the intern/co-op for travel to/from the assignment location. Mileage: Reimbursement for roundtrip mileage, using the most direct route, for driving to and from the assignment location from the intern/co-op s departure location (home or campus location). Reimbursement will be based on IRS standard mileage rates. Airfare: Actual roundtrip coach airfare (business class airfare for flights exceeding 4 hours), is reimbursed Travel to / from the Assignment Location for the intern/co-op traveling by air. The distance between the intern/co-op s departure location (home location or campus location) and the assignment location must be 400 miles or more to be eligible for airfare reimbursement. Lodging One night s actual lodging expense, up to $125 per night, is reimbursed for every 400 miles driven, if the intern/co-op travels by car. Meals An allowance of $59 per day is paid to the intern/co-op eligible for travel reimbursement. For the intern/co-op traveling by car, one meal allowance is paid for every 400 miles driven. For the intern/co-op traveling by air, one meal allowance is paid for every day traveled by air. Option 1: Corporate Housing Assignment BP will provide a furnished corporate apartment, which will be direct-billed to BP. Housing Option 2: Cash Option Assistance BP may pay a one-time housing allowance based on the intern/co-op type. BP provides limited assistance to offset the shipment of limited personal items. Shipment of Personal Items For the intern/co-op located in the Lower 48 states or Puerto Rico with an assignment in Alaska, OR for the intern/co-op located in Alaska or Puerto Rico with an assignment in the Lower 48 states, a one-time payment of $1,000 net will be paid to offset round-trip shipping costs. Tax Assistance BP will provide tax assistance (gross up) for certain taxable payments to assist with the additional federal, state, local income taxes and FICA. See policy for details. *Please refer to the policy document for complete details on each policy component. Page 3

4 1 Purpose of This Policy This document outlines the provisions that BP employees may be eligible to receive in respect to a US domestic internship or co-op assignment. It is the intent of this policy to cover specified reasonable costs and professional assistance associated with the temporary round-trip move to an internship/assignment location. The benefits incorporated into this policy are not intended to fit every conceivable individual situation or to be applied on a "keep whole" basis. Additionally, the provisions of this policy are intended to provide fair and appropriate levels of financial and relocation assistance for the disruption caused by a change in location, but not to seek to enrich or provide financial reward in line with individual performance/contribution. The BP domestic and international mobility policy framework (the mobility framework), is the parent document of this policy and sets out the governance framework for this and other mobility policies. 1.1 Relocation Program and Policy Administration BP has partnered with a relocation service provider to assist interns/co-ops in coordinating their relocation. Upon receiving a relocation authorization from BP, the relocation service provider will assign a dedicated Relocation Coordinator who will be the intern/co-op s primary point of contact throughout the relocation process. The Relocation Coordinator will guide the intern/co-op through every step, answer any questions and outline the information that the intern/co-op needs to provide during the move process. The relocation service provider will not process the relocation authorization earlier than 60 days prior to the intern/co-op s work start date. 2 When to use this Policy, Applicability, and Effective Date Relocation assistance described in this policy will vary based on the type of assignment, work location and selected options for the duration of the assignment. Information provided by the intern/co-op on the Candidate Information Form will be used in the determination of benefits. Benefits will not be recalculated based on amended information provided at a later date unless approved by the BP US University Relations. This policy is effective for assignments authorized on or after June 1, Contractual Matters This policy is not an employment offer, contract or guarantee of continued employment. The intern/co-op s employment with BP is at-will, which means that it is not for any particular period of time, and may be terminated by the intern/co-op or by BP at any time, with or without cause or notice. In addition, this policy may not be construed as a benefit plan, and payments under this policy will not be considered salary for purposes of benefit or compensation plans. While this program is intended to be on-going, BP reserves the right to end, suspend or amend its relocation policy in whole or in part, at any time. Further, the Company retains ultimate discretionary authority to interpret the provisions of this policy and to determine eligibility for benefits. There will be no cash payments in lieu of utilization of any relocation components contained in this policy. At its sole discretion, BP may modify the terms paid in any given situation or to any given employee. The Company s decisions regarding the application and interpretation of this relocation policy are final and binding. Page 4

5 4 Relocation Costs / Expense Reimbursement For those expenses that will be directly reimbursed to the intern/co-op for the assignment, the Relocation Coordinator will process and audit the intern/co-op s expense reports. Payment will be made by BP Payroll. Receipts must be submitted for all expenses (where required) except for tips, tolls and the per diem allowance. Relocation expenses are separate and distinct from business expenses and must be submitted to the relocation service provider. The intern/co-op should keep a copy of the submitted expense reports (including the receipts) for his/her records. Monthly credit card statements may not be used in lieu of original receipts. Expenses other than those expressly included in this policy will not be included in any lump sum payment nor be reimbursed. 5 Travel 5.1 Travel to and from the Assignment BP will reimburse the intern/co-op for eligible expenses for travel to and from the assignment location, regardless of whether the intern/co-op travels from a campus location or another home location. The distance between the intern/co-op s departure location (home location or campus location) and the assignment location must be 50 miles or more to be eligible for travel reimbursement. The intern/co-op is responsible for expenses associated with any personal travel that occurs during the internship assignment, except as indicated below. Expenses for business travel that occurs during the internship assignment will be reimbursed under BP s travel and expense guidelines. The intern/co-op is responsible for making all travel arrangements. The return trip expense reimbursement will be paid at the same time the intern/co-op is reimbursed for travel to the internship assignment location. The return trip expense reimbursement is based on the expenses the intern/co-op is reimbursed for travel to the assignment location. The following is a list of travel expenses BP will reimburse, when the intern/co-op is eligible: Mileage Round-trip mileage, using the most direct route, is reimbursed for driving to and from the assignment location from the intern/co-op s departure location (home or campus location). Reimbursement will be based on IRS standard mileage rates. The intern/co-op traveling to and from Alaska and the Lower 48 states is encouraged to fly for safety and cost management reasons. An intern/co-op traveling to and from Alaska and the Lower 48 states is allowed to drive rather than fly if the total estimated cost of the round trip by car is at or less than the total estimated cost of round trip travel by air, as determined by the relocation service provider. Airfare Actual round-trip coach airfare (business class airfare for flights exceeding 4 hours) is reimbursed for the intern/co-op traveling by air. The distance between the intern/co-op s departure location (home location or campus location) and the assignment location must be 400 miles or more to be eligible for airfare reimbursement. Page 5

6 Lodging One night s actual lodging expense, up to $125 per night, is reimbursed for every 400 miles driven, if the intern/co-op travels by car. Lodging is not reimbursed for the intern/co-op that will travel by air. Receipts are required for reimbursement. Meals An allowance of $59 per day is paid to the intern/co-op eligible for travel reimbursement. For the intern/co-op traveling by car, one meal allowance is paid for every 400 miles driven. For the intern/co-op traveling by air, one meal allowance is paid for every day traveled by air. 6 Assignment Housing Assistance BP provides two options for housing assistance that may be used during the period of the assignment. The amount of the assistance will be determined in part by the intern/co-op s location, academic degrees and assignment. The intern/co-op will be given the opportunity to select the most appropriate option from all applicable choices, based on his/her individual needs. Once an option is selected by the intern/co-op, there will be no changes. Housing Option 1 is available to all interns/co-ops regardless of the travel distance between the intern/co-op s departure location (home location or campus location) and assignment location. Housing Option 2 is available to all interns/co-ops where the distance between the intern/co-op s departure location (home location or campus location) and the assignment location is 50 miles or more. 6.1 Option 1: Corporate Apartment Under Option 1, BP will provide a furnished corporate apartment. All costs, except as noted below, will be direct billed to BP (i.e. deposit, rent, furniture and bills for high-speed internet, telephone, cable, electricity, water, deposits and applicable fees such as parking). Pet deposits and pet-related charges will be the responsibility of the intern/co-op. Long distance phone charges, premium cable channels, pay-per-view movies, and any property damage caused by the intern/co-op will be the responsibility of the intern/co-op. For these reasons, the intern/co-op must provide a credit card upon registration with the housing provider to cover these costs. All apartment complexes have been approved by BP and meet BP safety standards. In most cases, apartments are located within a reasonable distance of the BP work location. The housing provider will place the intern/co-op in a two bedroom/two bathroom, furnished apartment with a same sex roommate. Roommate preferences will be accommodated to the extent reasonably possible, but the roommate must be an intern or co-op working for BP. Limited exceptions may be granted for married interns; or on an individual basis at BP discretion. 6.2 Option 2: Cash Option Under Option 2, BP will pay the intern/co-op a one-time housing allowance payment, based on the schedule listed below. This allowance is intended to help assist the intern/co-op with the expense for monthly rent, security deposits, utility connection fees or other rentalrelated costs. Page 6

7 Under this option, BP will not assist the intern/co-op with the housing and settling-in process. The intern/co-op will be fully responsible for locating an apartment, signing a shortterm lease, paying deposits, connecting and disconnecting utilities, arranging for rental furniture and housewares, cost of physically moving goods, paying rent and applicable fees, and arranging for a roommate, if desired, etc. The schedule below will detail the amount of the Cash Option payment. Intern/Co-Op Type Bachelors, Masters, and PhD Interns/co-ops NOT hired through BP s formal US University Relations Program Payment Amount $2,000 net $1,000 net 7 Shipment of Personal Items BP will provide limited financial assistance, as detailed below; to help offset the cost to transport personal items (i.e. excess baggage for air travel or shipment of a bicycle). For the intern/co-op located in the Lower 48 states or Puerto Rico with an assignment in Alaska, OR the intern/co-op located in Alaska or Puerto Rico with an assignment in the Lower 48 states, a one-time payment of $1,000 net will be paid to offset round-trip shipping costs. 8 Tax Assistance Except as otherwise stated above, BP will provide tax assistance, based on supplemental rates, for any taxable payments paid to or on behalf of the intern/co-op. Taxable payments include: travel expense reimbursements and allowances, allowances for housing option, reimbursement of shipping expenses, and tax assistance. Page 7