- Domestic Relocation BP Intern / Co-op Updated: October 1, 2010 1.0 ELIGIBILITY...2 2.0 TRAVEL TO AND FROM THE ASSIGNMENT...2 3.0 HOUSING ASSISTANCE...3 3.1 Option 1 Corporate Apartment... 3 3.2 Option 2 Cash Option... 4 4.0 SHIPMENT OF PERSONAL ITEMS...4 5.0 TAX ASSISTANCE...4 6.0 REPAYMENT AGREEMENT...5 7.0 LIMITATION OF THIS POLICY...5
1.0 Eligibility Benefits may 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. 2.0 Travel to and from the Assignment BP will reimburse the intern/co-op for eligible expenses of 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 otherwise indicated below. Expenses for business travels that occur 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. All travel reimbursements and allowances will be paid via BP payroll. No payments will be issued prior to the intern/co-op s start date. 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 to travel to the assignment location. The following is a list of travel expenses BP will reimburse, when the intern/co-op is eligible: Mileage Roundtrip 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. Due to BP safety concerns, the intern/co-op traveling from Alaska or Puerto Rico to an internship assignment located in the Lower 48 states must travel by air only. The intern/co-op traveling from the Lower 48 states or Puerto Rico to an internship assignment located in Alaska must travel by air only. Airfare Actual roundtrip coach airfare 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. 2
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/coop 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. 3.0 Housing Assistance BP provides the choice of 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. 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/coops 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. Once an option is selected by the intern/co-op, there will be no changes. 3.1 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 damages 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. 3
3.2 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 rental-related expenses. 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 short-term lease, paying deposits, connecting and disconnecting utilities, arranging for rental furniture and house wares, 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 and timing of the Cash Option payment. Intern/co-op Type Bachelor, Masters, and PhD hired through BP s formal US University Relations Program Payment Payment Timing Amount $2000 net On or before the intern/co-op s second payroll cycle. Interns/co-ops NOT hired through BP s formal US University Relations Program $1,000 net On or before the intern/co-op s second payroll cycle 4.0 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, a one-time payment of $1,000 net will be paid to offset round-trip shipping costs. 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. 5.0 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. 4
6.0 Repayment Agreement The intern/co-op is expected to repay BP for all or a portion of funds BP has paid to or on the behalf of the intern/co-op, as determined by the BP, if the intern/co-op does not complete the assignment as agreed or if he/she resigns before the scheduled end of the assignment. 7.0 Limitation of this policy This Policy may not be construed as a benefit plan and payments received under this Policy will not be considered salary for the purpose of any benefit or compensation plans. The Company reserves the right to unilaterally amend, change, modify, delete, replace or add to the statements in this policy, at any time, with or without prior notice. The Company also reserves the right to interpret the provisions of this policy, and such interpretations will be final and binding. In addition, not every situation can be anticipated in written policies, guidelines and/or procedures, and the facts surrounding any situation can require discretionary judgments by appropriate levels of management. This policy is not intended to create, nor does it create, any express or implied contractual rights in any person. Unless he/she has entered into an express written agreement signed by an authorized company representative, each employee of the Company is an "at-will" employee. Just as any at-will employee may terminate his/her employment at any time and for any reason, the Company may terminate any at-will employee at any time, with or without cause, and with or without prior notice. 5