CBS GLOBAL DISTRIBUTION GROUP TRAVEL AND ENTERTAINMENT POLICY

Transcription

1 CBS GLOBAL DISTRIBUTION GROUP TRAVEL AND ENTERTAINMENT POLICY 1. Introduction The purpose of the CBS GLOBAL DISTRIBUTION GROUP (CGDG) Travel and Entertainment Expense Policy is to set forth the standards to be used to reimburse an employee for those necessary and reasonable expenses incurred in the performance of the employee s job-related responsibilities. 2. Policy Objectives CGDG s policies regarding travel and entertainment (T&E) expenditures have been designed to obtain reasonable assurance that: T&E expenses incurred in conducting company business are adequately reported on standard expense reports in a timely manner. Amounts due to employees for T&E expenses are computed accurately, adequately supported and approved according to management s, IRS and other governmental criteria. All reported expenses are for valid business purposes and within management s prescribed limits. T&E expenses incurred are properly recognized in the period incurred. Recorded balances of employee advances, reimbursements payable and related T&E expenses are periodically substantiated and evaluated. Tax information derived from T&E activities is accurately and promptly reported. The use of company-sponsored American Express cards is adequately reported and monitored. 3. Policies All reimbursable business expenses are to be documented and reported as timely as practical though the company s online T&E application, TREX. Required supporting receipts are to be uploaded into TREX. Supervisor approval is required. International offices All reimbursable business expenses are to be documented and reported as timely as practical through an expense report. A pre-approved travel authorization and supporting receipts are required. Supervisor and financial approval are also required. See Appendix A for office operating procedures.

2 CGDG s policies regarding T&E expenditures are as follows: Company Credit Card Type of Expense Reimbursement Policy Employees who travel should be provided with a Corporate American Express Card. Corporate American Express cards are for business use only. No personal expenses should be charged on the corporate card; employees are personally liable for all charges, including late fees. Airline Tickets Rental Cars All business related travel should be coordinated through American Express Travel* in accordance with the attached guidelines. Use of the company s online reservation service, AXIOM, is highly encouraged. *International locations follow operating procedure for the office as noted in Appendix A. All rental cars should be coordinated through American Express Travel in accordance with the attached guidelines. Cars are to be rented from CBS approved vendors only. Upgrades will not be reimbursed. Use of the company s online reservation service, AXIOM, is highly encouraged. Car/Sedan Services All car/sedan services should be coordinated through American Express Travel with CBS approved vendors only. * Music Express is CGDG s preferred vendor. To be used only when other forms of transportation cannot meet business requirements (primarily to and from airport). The point of origin and destination, purpose and cost must be noted. ( As directed trips are not permitted) Gratuities/tips to drivers are not reimbursable. Gratuities are included in the corporate rate any additional amounts will be considered a personal expense and will not be reimbursed. Vouchers are required for staff use after 8:00 p.m. 2

3 Taxis/ Uber/ Lyft Personal Cars Type of Expense Reimbursement Policy Receipts must be provided. To/from locations and business purpose must be noted. Reimbursement for use on company business (excluding commuting) will be made at the IRS Standard Mileage Rate. To/from locations and business purpose must be noted. Lodging Meals All lodging should be coordinated through American Express Travel.* Single room accommodations only are permitted at hotels with which CBS has negotiated rates and services. Exclusive hotels or suites will require the prior approval of the President or Chief Financial Officer. *International locations follow operating procedure for the office as noted in Appendix A. For all types of meals, the highest ranking person in the department attending the function is responsible for paying for the group s meal. Out of Town Overnight Stay Breakfast, lunch, and dinner *Snacks will not be reimbursed. Business Meetings / Meals If required in the ordinary course of business. Receipts (with detail) must be provided for all business meetings/meals (including tips) and these items should be paid with the American Express Corporate Card when possible. Date, meeting place, city, name and relationship of each person and the business purpose of the meeting/meal must be described in detail. Tips Reasonable amounts for services provided (i.e. porters, skycaps, bellboys and hotel maids) are reimbursable. Please refer to appendix B. 3

4 Type of Expense Reimbursement Policy Laundry and Valet Weekend Travel Reasonable costs are reimbursable when out of town for at least three consecutive nights. Weekend expenses (including meals and any travel expenses on Friday nights, Saturdays or Sundays or holidays) must be pre-approved by President or Chief Financial Officer. Professional/Technical Organization Memberships Requires advance approval of the President or Chief Financial Officerdepartment head. Telephone/Cell Phone CBS service plans should be utilized (V.P. or above and sales) to take advantage of discounts and preferred service options. All necessary business calls. Personal calls will not be reimbursed. Smartphone Equipment Purchases Must be required for job and pre-approved by department head. Purchase MUST be coordinated by the CTD Help Desk to ensure appropriate equipment is purchased and plan set up. Upgrades are reimbursed only when the account is eligible for discounted upgrade (once every two years) and limited to $249 (plus tax and shipping). If employee chooses unit costing more than $249, the employee is responsible for the difference. If employee wants to upgrade before account eligible, the employee is responsible for full cost. Reimbursement for accessories is limited to $50. Business Books & Business/Trade/Management Periodicals Reimbursed as appropriate based upon the employee s position and responsibility. Moving ExpensesRelocation Expenses Needs to be pre-approved by Human Resources and Chief Financial Officer. Documentation of the approval must be attached with the invoice and not to be summited through TREX.Reimbursement 4

5 based on CBS policy Gifts All gifts to customers, vendors and talent must be pre-approved by the President or Chief Financial Officer. Documentation of this approval must be attached to the employee s expense report when requesting reimbursement. Gifts to CBS employees are considered personal and will not be reimbursed. Other Expenses Reimbursement based upon use of good business judgment and supervisor approval. Subscriptions Need to be pre-approved by CFO. Magazines, Newspapers, etc should be processed in the Finance department and pre-approval from head department. Formatted Table Airline Memberships Only 1 membership for Sale employees are reimbursable and must be pre-approved by President or CFO. 5

6 CBS GLOBAL DISTRIBUTION CORPORATE TRAVEL POLICY Airfare and Car Rentals Title DOMESTIC INTERNATIONAL Car Rental (including Bermuda, Canada & Mexico) EVP & Above First* First Full Size SVP First on flights 2 hours or more, Business Full Size (Corporate Officers) otherwise Coach SVP Business to/from west coast** Business Full Size VP Coach all other flights Business to/from west coast** Business Intermediate/Midsize Coach all other flights Director & below Coach Coach Intermediate/Midsize Flights to Asia and Australia Business *Flights on American Airlines between JFK & LAX/SF, BUSINESS CLASS is the policy. ** On a 2 cabin plane to/from west coast, (includes east coast to Las Vegas) First is allowed i.e. United, Delta to/from west coast. If employees at different levels are required to travel together, the senior employee must change to their companion s travel class/level, if they must sit together. No upgrades will be allowed. Any exceptions require advance approval from President or Chief Financial Officer 6

7 CBS GLOBAL DISTRIBUTION CORPORATE TRAVEL POLICY Hotel Caps for 2017 (base rate, tax not included) City EVP & President SVP & VP Director & below All cities not listed below $450 $300 $200 Atlanta $450 $300 $215 Austin $450 $300 $230 Boston $450 $350 $260 Chicago $450 $300 $250 Dallas $450 $300 $210 Denver $450 $300 $225 Las Vegas $450 $325 $220 Los Angeles $450 $350 $265 Miami $450 $300 $220 New York City $450 $400 $330 San Francisco $450 $350 $320 Seattle $450 $300 $210 Washington, DC $450 $350 $255 International Cities $500 equivalent in local currency $500 equivalent in local currency $300 equivalent in local currency If employees at different levels are required to stay at the same hotel, the senior employee must change to their companion s hotel (hotel cap). No upgrades will be allowed. Any exceptions require advance approval from President or Chief Financial Officer 7

8 CBS GLOBAL DISTRIBUTION INTERNATIONAL OFFICES APPENDIX A Offices TA Air Hotel Japan Required Local travel agent Singapore Required Local travel agent/ employee booking Germany Required Local travel agent/ employee booking Italy Required Local travel agent invoice Employee or LA office Employee Employee Local travel agent invoice France Required Local travel agent invoice Netherlands Required Local travel agent invoice LA office Local travel agent or LA office UK Required Local travel agent Corporate Amex card Australia Required Local travel agent Employee or LA office Employee or LA office 8

9 APPENDIX B CBS GLOBAL DISTRIBUTION TIPPING TRAVEL POLICY Situation Reimbursable Amount Porter/Skycap The standard tip is $2, tip more if your luggage is very heavy. Hotel Doorman Tip $2 for hailing you a taxi; tip more for carrying your bags. Taxi or Limo Drivers Tip 15% of the total fare (Excluding company car service/ Uber/ Lyft). Shuttle Bus Drivers Tip $2 per person Valet Parking Attendants Tip $2 to $3 Bellman The going rate is $2 per bag. Tip when shown to your room and again for assistance upon checkout. Room Service The usual tip is 15% of the bill, excluding tax. Make sure gratuities are not already included in the total. Also, tip $1 for deliveries to your room, such as an iron. Housekeeping Tip $2 per day. Restaurant Staff When dining out, the maximum tip is 20% of the total bill, excluding tax. Tip $1 for coat check and $1 for restroom attendants. 9