Associate Travel Expense

Transcription

1 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 1 f 9 General 1. This plicy establishes parameters and prcedures fr Khl s business travel and the payment/reimbursement f Khl s Assciates business related travel Expenses. This plicy applies t all Assciates, Executive Vice President and belw. 2. This plicy perates in cnjunctin with Khl s Expenses plicy (Plicy 621) and Nn-Exempt Cmpensatin While Traveling plicy (Plicy 317). Expenditures are t be incurred and apprved cnsistently with bth plicies by all Assciates. It als perates in cnjunctin with guidance frm individual departments within Khl s. When a particular department hsts an event invlving travel, the department may issue instructinal guidance that Assciates must fllw, as lng as the guidance des nt cntradict ther cmpany plicies. 3. Khl s infrmatin shuld be prtected at all times while traveling. When traveling internatinally, Assciates shuld use devices deplyed frm Khl s Infrmatin Technlgy specifically fr the internatinal travel perid. See Khl s Technlgy Resurce plicy (Plicy 607). Parameters 1. The primary respnsibility fr determining the apprpriateness and validity f Expenses lies with the Assciate incurring the Expenses and the apprver f the Expenses. Assciates and Expense Apprvers are expected t be diligent in his/her review. 2. Fr any travel reimbursement, the fllwing prcedures are required t be fllwed by all Assciates: Khl s funds are t be treated with the same discretin and prudence as an Assciate s wn funds. Expense travel reimbursements must be submitted thrugh Cncur. Business Expenses are t be charged t the Crprate Card assigned t the Assciate respnsible fr the Expenses. If multiple Assciates are respnsible fr the Expense, fr example a business dinner while traveling, the mst senir Assciate fr the department(s) present shuld Expense it t his/her Crprate Card. N ne can apprve his/her wn Expenses. Unless required fr his/her wn travel reimbursements, Nn-Exempt Assciates are nt typically issued Crprate Cards. SVP HR apprval must be btained fr all Nn-Exempt Crprate Cards. The Expense Apprver shuld ensure that expenditures are in cmpliance with and are dcumented as required by Khl s plicies and prcedures. Any member f management wh has respnsibility fr apprving Expenses must review the expenditures and make certain all charges are in cmpliance with Khl s Ethical Standards and Respnsibilities plicy (AR-068), and apprpriate fr business needs. 3. Expenses fund nt t be in cmpliance with Khl s plicies may be the respnsibility f the Assciate incurring the Expense, at the discretin f Khl s. 4. All Assciates are required t cmply with this, as well as all Khl s plicies. Failure t d s may result in terminatin f a Crprate Card accunt and/r crrective actin up t and including terminatin.

2 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 2 f 9 Travel Arrangements Reservatin Prcedures Air, Car, and Htel 1. All Khl s business travel arrangements, including air, htel, and car rental are t be bked thrugh Cncur, Khl s apprved nline travel bking tl. Our agency partner, Travel & Transprt, is t be used nly fr internatinal bkings, multi-city travel r last-minute changes. Business travel is t be bked and charged t the traveling Assciate s Crprate Card. Grups f ten (10) r mre Assciates are t bk thrugh Khl's internal Grups/Meetings team. See Khl s Grup Meetings plicy (Plicy 625). 2. Assciates shuld chse the lwest lgical rates fr airfare, htels and car rentals. Reservatins bked withut the lwest cst ptin will be subject t review by Khl's Travel. 3. Travel shuld be bked twenty-ne (21) days prir t departure fr best pricing. Travel bked less than furteen (14) days in advance must get SVP r abve apprval. 4. If an Assciate makes a change t his/her travel plans utside f the Travel Department r the Khl s nline bking tl, he/she must cntact the Travel Department with these changes. 5. Travelers can call during r after hurs t speak with an agent. Air Travel 1. Assciates will be bked in cach class fr all dmestic flights. If an Assciate requests t fly in a premium class, he/she will be respnsible fr the difference in the fares between cach and the upgraded premium class. Any upgrades including, but nt limited t, seat selectin, early barding, r ther amenities are cnsidered a persnal Expense and shuld nt be submitted fr reimbursement. 2. Assciates are allwed t expense up t tw (2) bags, unless traveling with Khl s merchandise that requires additinal baggage (e.g.: samples). Expenses incurred fr ther persnal baggage such as recreatinal (e.g.: glf clubs, skies) are the Assciate s respnsibility and shuld nt be submitted fr reimbursement. 3. If multiple ptins fr a direct flight are available, the Assciate must chse the lwest price ptin. 4. TSA Pre-check enrllment fees are a reimbursable Expense fr Assciates wh take five (5) r mre business trips per year. 5. Glbal Entry enrllment fees are a reimbursable Expense fr Assciates wh take tw (2) r mre internatinal business trips per year. 6. Assciates are allwed t keep his/her frequent flyer pints earned. 7. Assciates are permitted t extend his/her trip fr persnal reasns if desired, hwever, the Assciate will be respnsible fr any additinal r incremental cst in airfare, htel, and rental car. Als, n Per Diem will be permitted fr persnal travel days. 8. Assciates are nt permitted t accept vendr spnsred flights whether cmmercial r private. Grund Travel, Car Rentals, and Rail Travel 1. Khl s reserves mid-sized cars. Exceptins t this wuld be if three (3) r mre Assciates are traveling tgether, r if the Assciate is carrying equipment. Assciates are respnsible fr the cst f any unauthrized upgrades.

3 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 3 f 9 2. N insurance shuld be purchased when renting a car. Lss Damage Waiver (LDW), Supplemental Liability Insurance (SLI), Persnal Accident Insurance (PAI), and Persnal Effects Cverage (PEC) shuld be declined. 3. Assciates are t return cars with a full tank f gas and are nt t buy a pre-fill ptin r return the car withut re-filling the gas tank. 4. Assciates will be reimbursed fr parking r transprtatin via taxi r shuttle t/frm the airprt, r t/frm the train statin. A car service can be used t/frm the airprt if traveling utside f the US r Canada. 5. T accmmdate the transit layut f New Yrk City and fr the safety f ur Assciates, a car service may be used when bked with ne f ur preferred carriers under the fllwing circumstances: Intra-city, Multi stps Tw (2) r mre destinatins within ne (1) city fr business related purpses Shared rides Mre than ne (1) Assciate sharing a car fr business related purpses After hurs meetings Business dinners r vendr meetings scheduled after 5:00 p.m. 6. If an Assciate is asked t use his/her wn vehicle, he/she will be reimbursed at the current rate (as f January 2016) f 54 cents per mile plus tlls fr the miles driven greater than the nrmal distance t and frm the wrk-site. Mileage reimbursement is intended t cver the Assciate s usual and custmary car related Expenses including but nt limited t, gas, insurance, wear and tear and ther miscellaneus Expenses. A persnal autmbile cannt be used n Cmpany business unless the Assciate has insurance cverage f at least the required minimum f the Assciate s state f residence. At n time is gas t be Expensed in additin t mileage. A rental car shuld be used when renting is mre practical and ecnmical than mileage. The mileage rate fr reimbursement is subject t change at Khl s discretin. 7. Expenses incurred fr the rental f a Glbal Psitining System (GPS) may be reimbursed, if cnsidered necessary fr the traveling Assciate. 8. Assciates perating a mtr vehicle must d s in cmpliance with Khl s Mtr Vehicle Safety plicy (Plicy 624). Nn-Exempt/Hurly Paid Assciates and management supervising them must cmply with Khl s Nn-Exempt Cmpensatin While Traveling plicy (Plicy 317) fr cmpensatin guidelines and perate mtr vehicles in cmpliance with Khl s Mtr Vehicle Safety plicy (Plicy 624). Dmestic Per Diems by Lcatin Meals 1. Any Expenses ver the daily Per Diems will be the respnsibility f the Assciate. 2. The fllwing schedule utlines full-day Per Diems related t an Assciate s meal and meal tips. New Yrk City (Manhattan Only) $100 San Francisc/San Jse Vicinity $85

4 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 4 f 9 Majr Markets $65. Majr markets are defined as Atlanta, Bstn, Chicag, Washingtn DC, Hustn, Ls Angeles area, Las Vegas, Miami, New Yrk metrplitan area including cunties in Lng Island, Hudsn Valley, and Nrth and Central New Jersey, San Dieg, and Seattle. All Other US Cities $50 3. Meal Per Diems are calculated n a per day basis and nt a per trip basis. 4. Alchl and mini bar purchases may be included as an Expense within the Per Diem. The Per Diem amunt may nt exceed the abve limits regardless f the whether alchl is included r excluded. 5. Grup meals shuld be included in the daily Per Diem. Within Cncur, each attendee must be listed t allw the Per Diem rate t be calculated fr each attendee. Leaders wh are traveling t anther market r when a team is visiting a leader's market fr business purpses, that leader may submit grup meals fr reimbursement even if sme attendees are in their lcal market. In these situatins, if the grup meal has been budgeted, it can be submitted fr reimbursement subject t the maximum per diem rates allwable fr each attendee. 6. The mst senir Assciate at the table shuld charge the grup meal t his/her Crprate Card. 7. Assciates requesting reimbursement shuld cnsider any meals prvided by Khl s at grup meetings r Khl s lcatins t represent a prtin f the Per Diem allwable. Htel Stays 1. Any Expenses ver the daily Per Diems will be the respnsibility f the Assciate. 2. The fllwing schedule utlines htel rate maximums related t an Assciate s htel stay. New Yrk City (Manhattan Only) $600 San Francisc/San Jse vicinity $325 Majr Markets $300. Majr markets are defined as Atlanta, Bstn, Chicag, Washingtn DC, Hustn, Ls Angeles area, Las Vegas, Miami, New Yrk metrplitan area including cunties in Lng Island, Hudsn Valley, and Nrth and Central New Jersey, San Dieg, and Seattle All Other US Cities $ All htel reservatins are guaranteed fr late arrival. If an Assciate needs t cancel r change a reservatin, he/she shuld ntify the Khl s Travel Department immediately. Travelers can call during r after hurs t speak with an agent. 4. Khl s has preferred rates with prperties near mst stres and DC s. These prperties must be used whenever pssible t ensure Khl s minimizes travel csts. 5. Fr security and liability reasns, Khl's des nt allw reservatins thrugh Airbnb and ther residential rental rganizatins fr business travel. 6. Assciates are permitted t keep individual pints fr staying in a htel rm during Business Travel. Grup awards r pints fr bking rms fr a meeting will belng t Khl s. An Assciate(s) arranging a

5 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 5 f 9 blck r rms r meeting space shuld nt apprpriate such pints r awards t persnal accunts r credit cards. Miscellaneus Expenses 1. When traveling fr seven (7) r mre cnsecutive days, laundrmat Expenses will be reimbursed at a maximum f $20.00 per week and dry cleaning Expenses fr Dry Clean Only items will be reimbursed a maximum f $60.00 per week. 2. Thse Assciates wh travel frequently shuld discuss the Khl s technlgy resurces prgram with his/her manager. 3. WiFi fr cnducting business n an airplane r in a htel r an airprt fr Khl s is an apprpriate business Expense, if necessary. 4. Other Expenses invlving purchases r services fr persnal reasns such as clthing, child care, pet care, and luggage are the respnsibility f the Assciate. Internatinal Travel 1. Travel plans shuld be cmpleted and submitted at least thirty (30) days prir t departure date in rder t btain the best pssible fares and itineraries. Individual travelers shuld use the Travel/Advance Requisitin Frm fund in the Ggle Frms Khl s efrms. Grups traveling tgether shuld wrk with their respective Administrative Assistants t cmplete a Grup Internatinal Travel Request frm cntaining all travelers itineraries, as well as requested htels. The final wrksheet with all itineraries needs t be apprved by the head f the pyramid befre travel will be bked. 2. Befre final itineraries are prvided by Travel, Assciates must cmplete the Internatinal Travel Plicy and Prcedure Acknwledgement. A cpy f the acknwledgement must be received by Infrmatin Technlgy (IT) and Human Resurces. 3. It is the traveler s respnsibility t identify the crrect paperwrk needed fr visas and passprts. Travelers will be directed t the CIBT website which will assist travelers in cmpleting the crrect dcuments prir t traveling internatinally. Obtaining a passprt fr internatinal business travel is a reimbursable Expense. 4. Internatinal travelers are entitled t fly business class n any internatinal flight greater than five (5) hurs in length. If the traveler prefers t travel by train, he/she will be bked in Ecnmy class. 5. Assciates are permitted t keep frequent flyer miles earned. Assciate(s) arranging grup transprtatin shuld cnsult the travel department and may nt apprpriate pints r awards t persnal accunts r credit cards. 6. If an Assciate chses t fly rund trip in cach class vs. business class n Internatinal flights, and the difference between the tw (2) fares is at least $2,000, the Assciate will receive a bnus/incentive payment f $1,500 fr his/her incnvenience. The IRS requires that this payment be cnsidered taxable incme t the Assciate. Payment will be made n the Payrll Check fllwing the return date with applicable taxes deducted. 7. Internatinal Per Diems Meals - Eurpe and Asia $100, all thers $75

6 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 6 f 9 Htels will be determined by the senir executive traveling and the Travel Department n a caseby-case basis cnsistent with this plicy. 8. Cash Advance A Cash Advance ptin is available n the Crprate Card fr internatinal travel related Expenses. This shuld ccur infrequently and nly in thse situatins where a Khl s Crprate Card is unable t be used by the traveler. The Cash Advance must be fr business travel Expenses nly. Khl s will reimburse fr the exchange rate cnversin charges r fees. Cash Advances shuld be limited t ne per trip and shuld be pre-apprved by the traveler s Expense Apprver (manager). 9. Assciates traveling internatinally shuld nly bring and use a device deplyed by Khl s IT specifically fr the internatinal travel perid arranged thrugh the Khl s Travel Department. The internatinal mbile device shuld be returned after the perid f internatinal travel ends. 10. All business related Telex and fax fees, Departure Taxes and services/internet fees are reimbursable. 11. The cmpany will reimburse the traveler fr any required vaccines. 12. Medical Emergencies While Oversees: Befre traveling verseas, an Assciate shuld btain an Internatinal SOS wallet card frm each ne s respective administrative assistant r the Travel Department. If an emergency ccurs while versees, the Assciate shuld cntact ISOS fr help and instructins n btaining and paying fr medical services. Prcedures fr Trip Settlement Khl s Crprate Card 1. All Assciates wh travel ne (1) r mre times a year are required t use a Crprate Card. The Crprate Card is t be used fr all business Expenses. The request fr the card shuld be apprved by the Assciate s immediate supervisr (manager level r abve). 2. The Crprate Card is t be used fr business Expenses nly. 3. Travel Expenses must be submitted fr reimbursement within ten (10) business days after traveling. Hwever, airfare needs t be submitted fr reimbursement immediately after it appears in Cncur, prir t the travel date. 4. Late fees are the respnsibility f the card hlder t be paid directly t the bank. Any unpaid balances are the respnsibility f the card hlder. Any unpaid balance past 120 days due may result in terminatin f the crprate accunt in additin t crrective actin up t and including terminatin. 5. U.S. Bank nline access at shuld be utilized fr accunt recnciliatin, persnal payments, r statement cpies. Reimbursement Prcedures

7 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 7 f 9 1. All Expense reimbursements must be submitted thrugh Cncur. This includes but is nt limited t air fare, grund transprtatin, rail travel, htel stays, meals, and mileage. 2. Fr reimbursement purpses, Assciates must ensure all Crprate Card, bank accunt, persnal, department Expense accunts, and cntact infrmatin is up t date in Cncur. 3. All Crprate Card transactins will generally be upladed int Cncur Travel and Expense within fur (4) days f psting. 4. Receipts will be required fr all transactins greater than $ Meal receipts must cntain the itemized detail f the meal t be eligible fr reimbursement. 5. Reimbursements due t the Assciate will be paid directly t the Assciate s persnal bank accunt listed in his/her Cncur Travel and Expense prfile. Khl s will pay the bank fr business Expenses submitted and apprved. 6. If an Assciate incurs Expenses n his/her Crprate Card that are nt Khl s business Expenses, he/she must reimburse the bank directly fr thse charges. 7. Stre Nn-Exempt (hurly) Cncur Reimbursements a. Hurly/Nn-Exempt Assciates in Stres shuld use Cncur t submit travel Expenses. b. Stre Admins may be selected as a delegate t prcess the Expense n behalf f the Assciate. Reference the fllwing sectins f the Cncur User Guide: Sectin 1-Lg n t Cncur Expense; Sectin 3-Update Yur Expense Prfile; Sectin 4-Create a New Expense Reprt. Paid Outs c. In Stres, paid uts are an acceptable frm f travel reimbursement nly when an hurly/nn-exempt Assciate des nt have sufficient funds t cver Expenses that will be incurred n a business related trip. See Khl s Expense plicy (Plicy 621) and the Cash Paid Out Prcedure n mykhl s. d. An Expense reprt must be cmpleted fr an Assciate t receive a paid ut. See Excel template. Select Micrsft Excel and then File>New>Expense Reprts. If the template is nt listed, search fr Expense Reprts in the search functin. e. Cmpleted Expense reprts must be apprved/signed by a Stre Manager r multi-stre leader, and the Assciate receiving the Expense reimbursement must sign the frm. f. The frm shuld be retained by the Stre lcatin fr three (3) mnths. 8. Questins regarding Cncur Travel and Expense are t be directed t CncurSupprt@khls.cm. What Isn't Cvered 1. Nn-Reimbursable Travel Items include: Health club facilities

8 Persnnel Plicy Assciate Travel Expense Plicy N. Page N. 8 f 9 Mvies, shws, r ther nn-business related entertainment Cash r prperty lss Damage t luggage Sundry purchases (bks, magazines, newspapers, tiletries, persnal items) Speeding tickets, parking tickets, and any ther Expenses related t vilating a law, regulatin r rdinance Persnal cell phne usage, damage r repairs, accessries, and/r applicatin dwnlad fees Any nn-business related items External Business Partner/Vendr Expenses 1. Any external business partner r vendr traveling fr Khl s business is minimally subject t Khl s plicies fr Expense reimbursement.