Travel and Entertainment
POLICIES and PROCEDURES
|
Document No. |
0300-001 |
|
Effective Date |
12/1/10 |
|
Revision Date |
12/1/10 |
|
Revision No. |
1.0 |
|
Review Frequency |
Annually |
|
Approval: CFO |
|
|
Contact/Business Owner: Purchasing Manager |
|
Table of Contents
1.6. Use of Company Car/Personal Car on Business 7
1.7. Mileage Allowance for Personal Cars and Motorcycles 8
1.9. Hired Chauffer Driven Car 9
1.12. Approved Business Expenses 9
1.13. Non-reimbursable Expenses 10
1.14. Incidental Travel Expenses 11
1.16. Client Entertainment Expenses 12
1.17. Staff Entertainment Expenses 12
1.23. Expense Report Submission and Approval 13
1.24. Mode of Reimbursement 13
1.26. Chief Financial Officer 14
1.27. Chief Executive Officer 14
Aligned to “how we do business”, this policy supports managing our finances carefully by establishing appropriate control of travel and entertainment expenses.
|
|
Rev. No. |
|
|
|
12/1/10 |
1.0 |
New policy |
|
This policy applies to all employees, in every part of the world, with the exception of agency workers and external consultants. Spouses/partners are excluded from this policy, unless their travel is authorized by the appropriate Executive Management Committee Member (domestic travel) or the Chief Executive Officer (international travel).
The policy of WorldPay is to effectively manage travel and entertainment expenses by ensuring that business trips are only undertaken when there is an essential business need, that individuals are reimbursed for reasonable expenditures incurred as a result of legitimate business travel and entertainment activities, and that expenditures on employee company credit card accounts are promptly claimed and reimbursed.
Policy Compliance: Violation of this policy, in particular the submission of false or fraudulent claims, will lead to disciplinary action up to and including dismissal.
All travel and entertainment expenditures must be authorized by the line manager or named approved signatory of the individual.
WorldPay US designated travel suppliers must be used for all travel and accommodation booking.
Travel must only be undertaken where there is a valid business requirement and no reasonable alternative is available, such as video and audio conferencing facilities.
All expense claims must be submitted within fifteen (15) days of completion of the travel and expense being incurred and approved within thirty (30) days. Expense claims not approved and submitted to Purchasing within forty-five (45) days of trip completion or incurrence of expense may not be reimbursed.
All expenditures claimed must have been incurred while undertaking WorldPay business.
Employee business credit cards must not be used to meet any personal expenses.
The Travel & Entertainment Expense Report form (Expense Report), must be used by employees to report expenses incurred and to request reimbursement from WorldPay US. The Expense Report is not to be used to request reimbursement for sales awards, other compensation, or other miscellaneous expenditures as listed under non-reimbursable expenses.
All expense claims for expenditures in excess of $25 must be supported with original receipts.
All domestic and international air travel must be economy/standard/coach class. Flights of more than six (6) hours in duration may be business class, where available.
The lowest appropriate fare offered by Williamsburg Travel should be accepted and advantage taken of any restricted fares offered. Employees should make all efforts to maximize cost savings opportunities such as non-refundable electronic tickets all travel, and travelers should consider less costly connecting flights, when practical. Employees should book their reservations as far in advance as possible to maximize savings.
Low cost carriers may be considered when their flights are less expensive than the preferred/approved carrier negotiated deals or on routes where no preferred carrier flies. Low cost carriers must be booked through Williamsburg Travel.
Upgrades to air travel class beyond those stated in this policy are subject to World Pay Chief Executive Officer approval and must only be made when there is a compelling business justification.
Downgrading travel class for personal reasons is not acceptable in situations where an employee downgrades from business class in order to purchase two (2) economy class tickets to accommodate an additional traveler, such as a family member or friend.
Booking directly with any airline (including low cost carriers) is not permitted for employee safety and security reasons.
Cancelled journeys (partial or whole) and/or lost tickets must be reported to Williamsburg Travel immediately.
For airport transfers, public transport services should be taken in preference to taxis and hired chauffeur driven cars, wherever this is a practical option. Exceptions may be where travelling with particularly heavy or bulky luggage or travelling with clients.
All rail travel must be economy or standard class. However, rail travel exceeding three (3) hours one way may be business class, subject to line manager approval.
The lowest available rail fare offered should be accepted and advantage taken of any restricted fares offered. In order to reduce costs, where possible, rail bookings should be made seven (7) days in advance.
Upgrades to rail travel class beyond those stated in this policy are subject to World Pay Chief Executive Officer approval and must only be made when there is a compelling business justification.
Taxis may be used, giving due consideration to cost effectiveness and the nature of the journey being undertaken. Taxis may be used when travelling with customers, travelling to and from a customer’s premises or to a venue where you are a guest, and when travelling with awkward or heavy equipment.
Individuals should compare the costs in advance of taking a taxi, hiring a chauffeur-driven car, or renting a car to ensure the most cost effective mode of transport is utilized.
Receipts should always be obtained for expenditures in excess of $25.
An individual wishing to use their own car for business travel must ensure they have prior line management approval and that they have arranged adequate insurance, including cover for occasional business use, under their own insurance policy prior to making the journey. Claims should be reported to the individual’s own motor insurer. It is recommended that individuals maintain personal auto insurance with minimum protection limits of $100,000 per person and $300,000 per accident.
Valid driver's licenses must be carried when driving on business.
Where applicable, company cars must always be used for business travel in preference to personal cars. Where an individual does not have a company car, they must use their personal car for short business journeys only.
The principles of business mileage reimbursement are that additional travel costs must be incurred over and above the usual daily journey to work and that each mile claimed is specifically as a result of business travel. Journeys carried out solely between home and place of work are not business miles and cannot be claimed.
Company business travel will be considered as trips to clients or customers; to other company offices, to seminars and conventions, to company meetings; to normal work sites at times other than the customary work week; and for any other purposes associated directly with company business.
Employees required to commute to a temporary location away from their permanent work place for short-term assignment, training, etc. will be reimbursed for any additional travel costs. The employee must allow for the deduction of transportation costs normally incurred when travelling to or from their permanent work place.
Mileage will be reimbursed according to the published IRS maximum reimbursement rates.
Individuals should claim the published business mileage rate, not the cost of fuel. The only exception to this is when a car has been rented and should be returned with the same level of fuel as when the car was rented. Accurate records of business mileage claimed using your own car must be retained in the event that the IRS requires the information.
Where the use of a car has been authorized in advance of a business trip, reasonable car parking costs may also be claimed. Reasonable airport car parking costs will be reimbursed against receipts in the most economical car parks available. Expensive short-term car parks must be avoided, unless returning on the same day of travel. Road tolls and congestion charges incurred on business will also be reimbursed. Fines for parking and traffic offenses will not be reimbursed.
A car may be rented when it is required for business and it is more economical than use of a personal car or public transport. Individuals should compare the costs in advance of taking a taxi, hiring a chauffeur-driven car, or tenting a care to ensure the most cost effective mode of transport is utilized.
All rental cars must be booked through Williamsburg Travel. In order to take advantage of negotiated rates, the preferred supplier must be used where applicable. The following guidelines apply to car rentals:
|
Make and Model: |
Intermediate car size should be rented as standard. Full-size, 4-door may be rented if 3 or more passengers. |
|
Driver's License: |
A valid license must be shown upon collection of the car. |
|
Fuel Costs: |
Only the actual cost of fuel supported by receipts can be claimed, not the mileage. Refueling by the car rental company is very expensive, therefore, a rental car should be returned with the same level of fuel as when the car was rented, unless the cost offered by the rental company is less than or equal to the current standard cost of fuel. |
|
Other Charges: |
Charges for out-of-hours service, home delivery, collection, and being met at the airport will be shown on the invoice. These costs should be minimized at all times. |
Hired chauffeur driven cars and sedan services are to be used only when methods of public transportation, car rentals and/or taxis are not available, cost effective, unsafe, or are incompatible with the business mission.
When possible such services should be booked through Williamsburg Travel. Employees must use one of WorldPay’s preferred black car/limousine suppliers.
Gratuities for drivers are included in the amount billed, and, as such, employees will not be reimbursed for out-of-pocket tips.
If appropriate, other forms of public transport may also be used for business travel.
Hotel accommodations must be booked from the approved list held by Williamsburg Travel.
The lowest appropriate rate offered by Williamsburg Travel consistent with safety and security concerns should be accepted. Booking directly with hotels is not permitted. In the exceptional circumstance where no approved hotels are available, the individual may book up to 4-star accommodations through Williamsburg Travel.
The expenses covered by this policy include business travel, incidental expenses, client entertainment expenses, staff entertainment expenses, personal expenses, foreign currency, baggage allowance, additional car costs, and venues. All approved travel, accommodation, and legitimate incidental business expenses will be met by WorldPay.
The following travel expenses will not be reimbursed:
Airline club memberships.
Airline flight guides.
Babysitting, house-sitting, or pet care fees.
Birthday lunches.
Credit card annual fees.
Direct billing for ground transportation.
Employee meal expenses when travelling unless an overnight stay is required.
Finance charges on company credit cards.
Flight insurance.
Frequent flyer memberships.
Gifts or florist expense for employees.
In-flight alcoholic beverages, in-flight movies.
In-room movies, mini-bar expense.
Laundry/dry cleaning for business trip of less than one-week duration.
Loss of personal property.
Meals while in office.
Mileage on rented vehicles.
Mileage reimbursement on rental cars and insurance.
Out-of-pocket tips for limousine or sedan services, if gratuity is already included within the quoted rates.
Payment of fines or violations such as traffic or parking tickets.
Personal grooming items.
Recreation or entertainment not in connections with the courtesies extended to a customer of the company.
Sales promotions.
Travel expense for spouse or companion unless authorized.
Upgrades to first class or business class, except where approved per this policy.
When an overnight stay is required while travelling on company business, employees will be reimbursed for the actual cost of meals incurred where receipts are produced. The daily reimbursable meal allowance is as follows:
Up to a maximum of $50 per overnight stay.
Up to a maximum of $75 per overnight stay in the higher cost cities of Atlanta, Boston, Chicago, Los Angeles, New York City, San Francisco, and Washington, D.C.
Up to a maximum of $75 per overnight stay when travelling internationally.
There will be no reimbursement of employee meal expenses when travelling unless an overnight stay is required.
Laundry/dry cleaning for business trips of less than one week is non-reimbursable.
WorldPay will reimburse facsimile and, for employees without a company issued cell phone, telephone charges that are reasonable and necessary for conducting business while on a business trip. These include business-related calls made on a calling card and from a personal cellular phone from home (or while on a business trip). Monthly access charges on a cellular phone are not reimbursable.
Employees must provide the original bill with their expense report, clearly annotating the business-related phone calls to be eligible for reimbursement. Telephone and/or internet expenses should be separated from the hotel bill and listed in the “phone” category of the expense report.
Wireless communication devices issued by WorldPay are primarily to be used for making business calls. In exceptional circumstances, personal calls can be made on a business wireless communication device, including emergencies or informing a partner/spouse of unexpected change in travel plans.
Avoid as much as possible using wireless communication devices to call overseas and premium rate numbers. Landlines should be used in preference to cellular phones when working on WorldPay premises. However, when making work-related calls, wireless communication devices should be used in preference to hotel phones whenever possible.
All entertainment expenses in relationship to existing or prospective clients must be authorized by the line manager. Although there is no predetermined minimum or maximum amount to spend, line managers and individuals are responsible for ensuring that entertainment expenses are reasonable. No forms of entertainment that have the potential to compromise the reputation of WorldPay may be undertaken.
The names of all attendees must be detailed in full in the expense claim submission. Additionally, documentation must be provided as to the business reason for the entertainment.
Only expenses relating to functions held for business reasons are permissible. Expenditures must be in line with divisional budgetary guidelines. The names of all attendees must be detailed in full in the expense claim submission as staff entertainment expenditure will lead to a tax liability and must be recorded accurately. No form of entertainment that has the potential to compromise the reputation of WorldPay may be undertaken.
Fifteen (15) to twenty (20) percent tips are reasonable in the US and reimbursable. They should be included in the appropriate expense, for example, meals.
Personal expenses that arise as a result of non-business related activities will not be reimbursed.
Any costs incurred in exchanging currency are reimbursed, provided the amount relates to the specific business expense.
WorldPay facilities must be used wherever practical for conference, training, exhibitions, and other events. Before booking, alternatives including video and audio conference facilities should be considered. External venues may only be used when none of the above facilities are available or practical.
Employees are required to complete and submit an expense report for reimbursement of authorized expenses. All expense claims must be submitted using the Necho Expense Reporting system within fifteen (15) days of completion of travel and expense being incurred and approved within thirty (30) days. Expense claims not approved and submitted to Purchasing within forty-five (45) days of trip completion or incurrence of expense may not be reimbursed.
Generally, expense reimbursement is made to the employee through direct deposit to the employee’s bank account. If the employee uses a company credit card, the reimbursement is made against the credit card.
5.1. Corporate Credit Card Application Form – The form used to apply and receive approval for issuance of a WorldPay company credit card for an employee.
5.2. Necho Electronic Employee Expense Reimbursement System – The online system used by all employees to request reimbursement for travel and entertainment expenses. In the Necho system, expense reports are routed electronically to the designated approver and approved electronically.
5.3. Travel and Entertainment Expense Report Submission Summary (Transmittal Form) – The printed expense report generated by Necho, which, along with all original documentation and receipts, is sent to WorldPay Purchasing for review and retention.
5.4. Williamsburg American Express Travel – The business travel agency utilized by WorldPay employees to book travel (airline tickets, hotel reservations, rental cars, etc.). See http://willtrav.com/clients/worldpay/ for more information.
The Purchasing Manager shall own and enforce this policy.
The CFO shall approve this policy and any exceptions to this policy.
The CEO shall approve exceptions to this policy as required.
The primary responsibility for implementing this policy is placed with the line manager. For the purpose of this policy a line manager would typically have responsibility for an individual’s performance and conduct. The line manager shall ensure that:
Every item of expenditure is fully compliant with the WorldPay Travel and Entertainment Expense policy.
Appropriate authorization has been obtained by the individual for any item that is an exception to policy.
Receipts for expenditures in excess of $25 are attached wherever they are available at the point of purchase. There is a reasonable explanation as to why, on an exceptional basis, receipts are not attached.
Individuals must act professionally and adhere to WorldPay US policies while on company business. This includes adherence to the World Pay Code of Conduct and Divisional Ethical Standards. Specifically, it is the individual’s responsibility to ensure that:
Every item of expenditure is fully compliant with the World Pay Travel and Entertainment Expense policy.
Appropriate authorization has been obtained for any item which is an exception to policy.
Receipts for expenditures in excess of $25 are attached wherever they are available at the point of purchase.
Employees with frequent travel needs may prefer to use a company credit card for ease in segregating and managing the travel and entertainment expenses incurred on WorldPay Business. The process for establishing a company credit card is as follows:
Make the Request. The employee completes the Corporate Credit Card Application Form and submits with attached justification to the line manager.
Review the Application. The line manager reviews and forwards to the SVP for approval. The SVP sends the Application form to Purchasing, where the application is reviewed for conformance with policies and sent to the appropriate Executive Management Committee member, who approves and signs the application.
Issue the Card. Purchasing orders the credit cards; the credit card issuer processes the request and sends the new card to the employee.
Employees must use the card for all legitimate business travel and entertainment expenses. The use of personal credit cards is not acceptable for employees with company credit cards.
All company credit card transactions are imported directly into Necho. Employees are responsible for submitting Necho expense reports that include these transactions within established time guidelines. Approved transactions will result in direct payment to the credit card issuer against the balance due. Refer to WorldPay Expense Report Submissions and Approval Procedures (0320-008).
Policy Compliance: Purchasing is responsible for monitoring employee compliance with established guidelines for submittal of travel and entertainment expenses. All expense claims must be submitted using the Necho Expense Reporting system within fifteen (15) days of completion of travel or expense incurrence and approved within thirty (30) days. Expense claims not approved and submitted to Purchasing within forty-five (45) days of trip completion or incurrence of expense may not be reimbursed. Failure to meet those guidelines will result in cancellation of the card.
When an employee recognizes the need for travel, the following procedure is performed. The employee will set up a profile at the Williamsburg Travel online travel booking portal website. See http://willtrav.com/clients/worldpay/ for more information. Once the profile is established:
The employee will access the online travel portal for air travel, lodging, and rental car arrangements.
When the employee receives their itinerary from the online travel portal, they should verify that all information is accurate (i.e., travel and lodging dates are accurate).
Note: Cancellations - If a trip needs to be canceled, the employee will use the online travel portal to cancel all arrangements. The online travel portal will generate an email cancellation confirmation.
Upon check-in at the hotel, employees should confirm that the hotel rate matches what was quoted and printed on the travel itinerary.
When renting a car, the employee should waive or decline a Collision Damage Waiver, Personal Effects, and Personal Accident Insurance. When confirming the rate, the employee should ensure that the rate agrees with the amount on the Williamsburg online travel portal itinerary. Employees should return the rental car with the same level of fuel as when the car was rented.
In the event of a rental car accident, the employee should obtain an official police accident report and contact WorldPay US Human Resources.
Employees should retain all receipts for expenses in excess of $25 for expense report submission.
NOTE: Flight Changes – If a change to a flight is needed during the course of the trip the employee should contact the Williamsburg Travel, preferably via the online travel booking portal.
See the My.WorldPay.us intranet for the following information:
Corporate Credit Card Process Flow, 3120-236
WorldPay Expense Report Submission and Approval Procedures, 0320-008
Williamsburg Travel
Necho Link
Credit Card Application