CTRP. Corporate Travel and Expense Reimbursement Policy. Manual Number CTRP. Revision /22/17
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1 Corporate Travel and Expense Reimbursement Policy Manual Number Revision /22/17
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3 Page 1 of 2 Corporate Travel and Expense Reimbursement Policy Revision Recordy Revision No. Date Inserted By /22/17 JS
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7 Page 1 of 2 Corporate Travel and Expense Reimbursement Policy Section Highlights Chapter Title Section Number Summary PREFACE Tab TEAM MEMBER TRAVEL AND EXPENSE REIMBURSEMENT Tab.1.1 Travel and Expense Reimbursement TEAM MEMBER CORPORATE TRAVEL POLICY Tab.2.1 Corporate Travel Policy EXPENSE REIMBURSEMENT POLICY Tab.3.1 General Expense Reimbursement Policy RELATED DOCUMENTS, FORMS, TOOLS, AND/OR TRAINING Tab.4.1 Corporate Travel Request Forms CONTACT INFORMATION Tab.5.1 Contacts GLOSSARY Tab.A.1 Definitions
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9 Page 1 of 2 Corporate Travel and Expense Reimbursement Policy List of Effective Sections Preface /22/17 Chapter 1: Team Member Travel and Expense /22/17 Reimbursement Table of Contents /22/17 Travel and Expense Reimbursement /22/17 Chapter 2: Team Member Corporate Travel Policy /22/17 Table of Contents Corporate Travel Policy /22/17 Chapter 3: Expense Reimbursement Policy /22/17 Table of Contents /22/17 General Expense Reimbursement Policy /22/17 Chapter 4: Related Documents, Forms, Tools, and/or /22/17 Training Table of Contents /22/17 Corporate Travel Request Forms /22/17 Chapter 5: Contact Information /22/17 Table of Contents /22/17 Contacts /22/17 Appendix A: Glossary.A /22/17 Table of Contents.A /22/17 Definitions.A /22/17
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11 Table of Contents Page 1 of 2 Chapter Page Preface Team Member Travel and Expense Reimbursement Team Member Corporate Travel Policy Expense Reimbursement Policy Related Documents, Forms, Tools, and/or Training Contact Information Glossary....A.0.1
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13 Preface Allegiant Air, LLC is referred to as Allegiant Air, Allegiant, or the Company in this manual.
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15 Chapter 1 Team Member Travel and Expense Reimbursement Table of Contents Section Page Travel and Expense Reimbursement Team Member Responsibility Manager Responsibility
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17 Chapter 1 Team Member Travel and Expense Reimbursement Travel and Expense Reimbursement Allegiant has established the following guidelines for Team Member travel and expense reimbursement. This document is designed to ensure all Team Member travel is consistent with the business objectives of Allegiant. It also ensures fair and equitable treatment of Team Members by defining procedures for authorized corporate travel and guidelines for expense reimbursement. A. Team Member Responsibility Team Members are responsible for knowing the current Travel and Expense Reimbursement Policy and Procedures. Team Members are responsible for timely travel requests that are in accordance with the Company s travel policy. Team Members are responsible for submitting valid expense reports, in accordance with the Company s expense policy through Chrome River within 30 days of travel or expense. Any submissions received after 30 days will require approval from the Team Member s department head to the Director of Accounting. Expenses submitted after 90 days will not be reimbursed. Team Members using corporate credit cards are required to prepare and submit expense reports within the same calendar month as the charge. Failure to do so can result in suspension or cancellation of the corporate credit card. Only reimbursable expenses listed in Other Travel Miscellaneous Reimbursable Expenses are valid corporate credit card purchases. Corporate credit cards are not to be used for personal expenses. B. Manager Responsibility Managers are responsible for knowing the current travel and expense policy and informing departmental staff of the Company s policy and procedures. Managers are responsible for determining the adequacy and necessity of corporate travel. Managers are responsible for reviewing all expenses submitted by their Team Members for accuracy and compliance including the review of proper documentation for each expense. Failure to review appropriately will result in notification sent to the appropriate department head.
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19 Chapter 2 Team Member Corporate Travel Policy Table of Contents Section Page Corporate Travel Policy Corporate Air Travel Lodging Ground Transportation Smart Travel Incentive Program
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21 Chapter 2 Team Member Corporate Travel Policy Corporate Travel Policy All Team Member corporate travel bookings, with the exception of electronic non-revenue passes, must be requested and processed by the Corporate Travel Center by submitting a Travel Request Form found on the Corporate Travel Portal. Having all bookings routed through the Corporate Travel Center allows the department to fully take advantage of volume discounts, manage credits, and validate bookings are done in accordance with the travel policy. All forms submitted through the Corporate Travel Portal to the Corporate Travel Center will require the traveling Team Member s manager/supervisor name and , and it will be routed to their manager/ supervisor for approval. If the requested travel is not approved, managers/supervisors are required to respond to the Corporate Travel Center by denying the request in the JIRA system within 24 hours of the request. If the manager/supervisor cannot access JIRA within that 24-hour period, they may call Corporate Travel at (702) or corporate.travel@allegiantair.com to notify the Corporate Travel team that the request is denied. In emergency situations, a Team Member may have no other alternative than booking their own arrangements due to last minute travel. These bookings should be the exception and not the rule and require justification from the Team Member s supervisor/manager. In these circumstances, Team Members must book the lowest fare available to get to the destination at the required time, and the lowest rate for hotel and ground transportation (where applicable), in accordance with travel policy guidelines. Emergency bookings should only occur for last minute, unplanned travel and should only be arranged directly by the Team Member if it is after hours for the Corporate Travel Center. Crew Travel cannot assist with last minute travel reservations if the Team Member is not traveling for a crew purpose. Team Members will be reimbursed for personal credit card usage when emergency situations designate that they must arrange their own travel accommodations. Failure to meet booking requirements can result in a department being charged for accommodations regardless if the booking was used or not. Travel events and expenses will be reviewed with department heads on a monthly basis to review and validate travel. Note: The above guidelines may not be applicable to bookings made for irregular operations for customers, crew, and/or maintenance movements. In those circumstances department booking practices apply. A. Corporate Air Travel Traveling on Allegiant is always the preferred option. For travel on Allegiant-operated flights, the Team Member must submit a request to the Corporate Travel Center. Team Members are not authorized to book their own Company-business flights for travel on Allegiant. Team Members flying Allegiant who are Allegiant MasterCard holders are entitled to the benefits they qualify for via the Allegiant MasterCard program. Other airline non-revenue fee-waived or negotiated-rate standby air travel needs to be the second consideration for a Team Member s air travel. This option can be booked by the Team Member without submitting a request to the Travel Center. When space-available transportation is not an option, a revenue ticket can be purchased. To save as much as possible on airfare, confirmed travel requests need to complete the Business Travel Request Form at least 10 days prior to travel. The Business Travel Request Form includes fields for
22 Chapter 2 Team Member Corporate Travel Policy preferred flights with the current prices and the required arrival time. The preferred flight will be booked if it is the lowest fare option and meets the Team Member s travel requirements. If travel dates are flexible, the Team Member should add the flexible dates in the comments section. Confirmed air purchase requests require a reason why standby travel will not be satisfactory. Airfare will be booked based on when the Team Member needs to be at their destination, price, and existing credits. Flights with more than one (1) stop and an extended layover will generally be avoided when possible. A Team Member may accrue the frequent flyer points or miles. However, bookings will be based on price and existing credits not accumulated points. All frequent flyer accounts are the responsibility of the individual Team Member not the Corporate Travel Center. Air bookings will be in coach class for all flights. Any upgrades to first class, business class, priority tickets, or assigned seats are non-reimbursable. Non-refundable tickets will primarily be the tickets purchased for Team Member travel. When cancelled ahead of time, non-refundable tickets often provide a credit that can be used for the Company within 12 months of the cancellation. Credits are property of the Company and are only to be used for Companybusiness travel. Cancellations for air travel need to be submitted to the Corporate Travel Center as soon as known. No-shows are a waste of Company resources and are to be avoided. In the event of a no-show, the department head will be notified and could result in disciplinary action. The Corporate Travel Center will apply redress numbers when necessary to Company-business flight itineraries. They will not manage Known Traveler accounts (TSA Pre-Check). Team Members are welcome to utilize their TSA Pre-Check when traveling on Company business, but they must manage these accounts on their own. B. Lodging All Company-authorized accommodations will be expected to be clean and safe with primary focus on low cost, but not less than a 3-star rating. The following criteria will be used by the Travel Center in selecting the hotel: Low cost Hotels with Allegiant-negotiated, corporate-rated, and direct bill accounts Hotels with complimentary shuttle services to reduce the use and cost of alternative ground transportation (i.e., car rental, shuttle services, taxis, etc.) Alternate options within reasonable distance. Any additional cost incurred due to use of the alternate, (such as ground transportation or Internet charges) will be considered. Note: When requesting lodging for Team Member travel, include a recommendation for the desired hotel with the current price and/or location of the intended event. All incidental charges or damages will be covered at the Team Member s expense. A Team Member traveling to a city for six (6) or more room nights will be guaranteed accommodations that provide a mini-fridge and microwave in the room. Properties that offer full kitchenettes in the room will be considered for extended stay reservations, but they cannot be guaranteed due to price and availability. A Team Member may accrue the hotel points associated with their stay. However, hotel bookings will be
23 Chapter 2 Team Member Corporate Travel Policy based on the criteria mentioned above and not accumulated points. As with frequent flier points, hotel points are the responsibility of the Team Member, not the Corporate Travel Center. Cancellations need to be submitted to the Corporate Travel Center as soon as known. Requests for conference rooms at hotels need to be submitted via the Corporate Travel Portal using the Conference Room Request Form with details on size, required dates, number of expected attendees, and auxiliary equipment needed. Room and tax charges for Company-business lodging expenses will be covered by the Company. If the Corporate Travel Center arranges lodging accommodations, the Corporate Travel Center will also facilitate payment between the Company and the hotel. Team Members will be required to present their personal credit card upon check-in at a hotel to cover all incidental fees. C. Ground Transportation Team Members traveling on Company-business away from their primary domicile should utilize the mode of transportation that minimizes transportation costs to and from their place of work. Unless considerable local travel is justified, shuttles and taxis should be the main mode of transportation within a locality. For rental cars, select the box on the form for rental car and indicate any special requirements/comments (e. g., rental car not needed for the entire trip, vehicle for five (5) passengers, etc.). All car rentals will be compact in size unless more than three (3) Team Members are traveling together. In the event any Team Member is authorized to rent a vehicle for Company-business and is named as a defendant in any civil action for damages (including any such action initiated by a fellow Team Member) arising out of the Team Member s operation of such vehicle, then, upon written request of the Team Member or his/her estate, the Company will indemnify the Team Member from any money judgment or award rendered against the Team Member or his/her estate. This excludes any judgment for damages based on the Team Member s willful misconduct, gross negligence, or violation of law. For any action for which indemnification is sought, the Company will control all aspects of the defense of the case. Team Members must refill gasoline with lowest grade fuel prior to returning rental car for drop off. Prepurchased fuel is not an option. Any optional equipment elected at time of rental will be the Team Member s responsibility. Hand controls for disabled persons are available at most airport locations free of charge. The Team Member is responsible for all traffic/parking fines and lost or stolen items incurred while the vehicle is rented in the Team Member s name. D. Smart Travel Incentive Program Team Members traveling on behalf of the Company may be eligible for incentive travel dollars rewarded directly to the Team Member when they travel smart by saving the Company money.
24 Chapter 2 Team Member Corporate Travel Policy Smart Travel Incentives Single Traveler Incentive Plan Group Travel Incentive Plan When should these incentives be taken? What is the rate to be paid out? A Team Member traveling alone can opt to make and pay for their own arrangements and in turn will be eligible to be paid 50 percent of the nightly room rate of what the Company would have expected to pay. Team Members traveling together may opt to share a room (two (2) per room max) and each may receive 25% of the nightly room rate of what the company would have expected to pay on the second room. If Team Members do not want to share a room, but one (1) Team Member would like to utilize their own accommodations they are welcome to opt for the single traveler incentive plan. A Team Member may have family, friends, or other accommodations in a place where they are traveling. Two (2) Team Members both agree to share a room while traveling together. Any of Allegiant s base cities will have a flat rate available for payout. These rates can be found on G4Connect > Travel > Corporate Travel > Preferred Vendors. Any of Allegiant s station city rates will be determined on the average rate that has been available over a 24-month period. If Allegiant does not service the city the Team Member is traveling to, the rate will be determined by the average rate available over a 24-month period. All rates will be paid out as a taxable fringe benefit. Notify the Corporate Travel Center when ready to utilize one (1) of the Smart Travel incentives. 1. Submit the appropriate JIRA request form to the Corporate Travel Center. 2. On the JIRA, submission select either the Single Traveler Incentive or Group Travel Incentive from the Smart Travel Incentive dropdown menu. 3. Corporate Travel will confirm the election of either program and will notify the Team Member of the payout rate that is available. 4. At the beginning of every month, Corporate Travel will send the incentive program election to the Team Member s supervisor for approval. 5. After supervisor approval, it will be communicated to Accounting. 6. Accounting will add the funds to the Team Member s next paycheck.
25 Chapter 3 Expense Reimbursement Policy Table of Contents Section Page General Expense Reimbursement Policy Other Travel Miscellaneous Reimbursable Expenses Non-Reimbursable Expenses
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27 Chapter 3 Expense Reimbursement Policy General Expense Reimbursement Policy Actual and reasonable expenses are reimbursed in accordance with the provisions of this policy and procedure and are noted in B. Other Travel and Miscellaneous Reimbursable Expenses. The Company may deny any expense it deems inappropriate or excessive. No expenses will be paid in advance. A. Other Travel Miscellaneous Reimbursable Expenses All reimbursable expenses listed below with the exception of per diem and mileage, require a receipt to qualify as reimbursable. Non-Revenue Pass Travel Fees Team Members that list to fly standby for business purposes can submit their listing fees for reimbursement. Mileage Team Members can submit for mileage reimbursement only where the cost of other air or ground transportation (i.e., rental car) would have been more expensive and is approved by their department head. If the Team Member decides to use their vehicle and another mode of transportation would have been less expensive, they will be reimbursed up to the alternate mode of transportation. Mileage is reimbursable up to current IRS mileage rates. Note: Team Members are only authorized to use their personal vehicle if they have both a valid driver s license and current comprehensive auto insurance, including liability. The Team Member assumes responsibility for all parking/traffic fines and damages. Mileage from Team Member's home to regular assigned work location is not a reimbursable expense. Tolls, economy or equivalent parking, and fuel costs associated with the business trip and not part of regular commute. Per diem For time away from domicile while working, the Company reimburses $2 per hour (max of $48 per day) to cover incidental travel expenses including meals. International cell usage When international cell phone usage is required for business and the Team Member s existing cell plan does not cover calls, Team Members can be reimbursed for the international charges (phone bill with charges highlighted is required). Meals with clients or qualified candidates for open requisitions are reimbursable to managers and above; these are to be coded as Meals in Chrome River. Tips for meals with clients and transportation are reimbursable up to 20%. Internet used on board an aircraft or at the hotel when required for business purposes. Team building/rewards and recognition - Departments are allocated dollars in their Rewards and Recognition budget for team building annually to be used to build camaraderie and team purpose. Working lunches are taken from the budget and are only reimbursable to managers or above as approved by department heads. New hire lunches and departing or promotion happy hours are also taken from the rewards and recognition budgets for the respective departments and are only reimbursable to directors and above. All
28 Chapter 3 Expense Reimbursement Policy team building/rewards and recognition expenses are to be coded as Rewards and Recognition. Gift cards purchased for Team Member recognition should be coded as Rewards and Recognition - Gift Card in Chrome River. Gift cards over the amount of $25 in value are taxed as a taxable fringe benefit. B. Non-Reimbursable Expenses The following list of non-reimbursable expenses is not all-inclusive. Please contact Financial Planning & Analysis with any questions. Expense reports submitted after 90 days Tips for hotels and other services (excluding client meals and transportation) Upgrades to flights, hotel rooms, or car rentals In-flight or in-room movies Room service Commuting costs Traffic citations, parking tickets, or towing Trip insurance Airline lounge clubs Gift cards Theft of personal property Insurance on life or personal property while traveling Family, child, pet, home, and property care while traveling Alcoholic beverages Team Member recognition - This is handled by People Services where the funds for Team Member recognition programs are budgeted. The reason for this is that some on-the-spot gift cards can end up being taxable to the Team Member. Consult People Services for Team Member recognition opportunities. Random personal travel expenses not specifically defined in Other Travel Micellaneous Reimbursable Expenses.
29 Chapter 4 Related Documents, Forms, Tools, and/or Training Table of Contents Section Page Corporate Travel Request Forms Chrome River
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31 Chapter 4 Related Documents, Forms, Tools, and/or Training Corporate Travel Request Forms A. Chrome River Follow the following path to access Chrome River: G4Connect > My G4 > My Money > Chrome River Expense Service.
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33 Chapter 5 Contact Information Table of Contents Section Page Contacts
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35 Chapter 5 Contact Information Contacts Corporate Travel Center corporate.travel@allegiantair.com (702) (office) Hours Sunday through Friday 7 a.m. to 7 p.m. Saturdays from 8 a.m. to 7 p.m. Note: These hours are subject to change, and most the recent hours of operations will be available on G4Connect. Accounting Department employee.expenses@allegiantair.com
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37 Appendix A Glossary Table of Contents.A.0.1 Section Page Definitions....A.1.1
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39 Glossary Appendix A.A.1.1 Definitions Chrome River G4Connect Allegiant s online expense reimbursement system. Allegiant s intranet web.
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