BOB EVANS FARMS, INC. and its Corporate Affiliates TRAVEL AND EXPENSE POLICY

Transcription

1 BOB EVANS FARMS, INC. and its Corporate Affiliates TRAVEL AND EXPENSE POLICY Updated April 2015

2 Introduction We are accountable whether we sign a paper or click a mouse. Over the years, technology has enabled everyone s ability to quickly and efficiently book travel online and receive reimbursements. Each of us is accountable to ensure the accuracy and validity of our own personal expenses and those of our teams. You should take the same care with online travel and expense approval as you would when signing your name to a legal document. Someone else may enter the data and arrange the receipts, but you are responsible for knowing our policies and ensuring that each and every expense you submit for reimbursement meets these policies. Leaders are also responsible for reviewing and approving the reimbursement requests of the people who work for them. As a leader, you are responsible for knowing the expenses your team is incurring. From travel to office supplies, the leader is accountable for every dollar spent. Leaders create the culture. Appropriate behavior regarding expenses begins with leaders. Leaders have an even greater responsibility because their shadow influences many people, particularly those on their teams. They control a greater amount of expense and travel regularly on behalf of the company. Our employees look to their leaders to demonstrate what is appropriate and what is allowed. They ll also look for what they can replicate if leaders behave well, so will employees. Leaders should demonstrate appropriate behavior and be explicit with their teams about when and why they pay for things out of pocket and when they submit for reimbursement. Leaders should think hard before they make special accommodations for themselves that they would not allow for their team members. Actions speak louder than words. Travel smart, not excessive. It is the nature of our business to require travel more for some roles than others. When employees travel for the company, our basic philosophy is that people should be safe and cared for in a reasonable manner. It is our expectation that the company will pay for necessary and reasonable expenses related to travel and work outside your home city so everyone is comfortable. Our policies as an organization are written to reflect this commitment, and our guidelines are fair and equitable. -1-

3 Statement of Purpose This (T&E Policy) has been developed to ensure uniformity of travel across the entire organization. Business travel represents one of the single largest controllable expenses within any organization. Companies who proactively manage their travel and entertainment business more efficiently obtain a much greater savings to the organization s bottom line and increase both traveler satisfaction and shareholder value. You should exercise the same care and good judgment in incurring corporate expenses as you would when traveling for personal reasons. All of us have a personal stake and responsibility in this area. At the same time, we have a responsibility to provide for the comfort and convenience of those who travel on our behalf. Our employees must ensure their travel spending decisions reflect a commitment to our company values. This Policy has been developed to reflect the basic trust in the integrity of Bob Evans employees. All Bob Evans employees need to understand that they are an integral part of the company s effort to make this policy effective. Each department is required to inform and educate their travelers regarding the guidelines for travel and entertainment expenditures. Travel and Expense Approvers If you approve expenses of others, it is your responsibility to acknowledge, enforce and fully understand the content provided in this Policy. -2-

4 Table of Contents Section Page # 1.0 General 5 Booking Travel 5 Award Program Points and Miles 5 Traveling With Disabilities 5 Travel Emergency 5 Corporate Travel and Expense Card 5 Reimbursement Process / Direct Deposit 5 Online Travel Booking and Expense Management Tools an Guides 6 How to Book A Trip in Concur 6 TS24 Support Center 6 Transaction-Service Fees 6 Travel for Restaurant and Field Based Associates 6 Travel for Suppliers, Consultants and Employment Candidates 7 Personal Travel 7 Traveling Without a Corporate Travel Card 7 Employee Separation of Service Air Travel 7 Commercial Airline Travel 7 Airline Clubs 8 Cancellations and Missed Flights 8 Airline Credits 8 Non-Compliant Bookings 8 Upgrades 8 Same Day/Early Returns 8 Frequent Flyer Programs 9 Checked Luggage Fees 9 Lost luggage 9 In-Flight Phones and Internet 9 Lost Airline Tickets 9 Corporate Aircraft Travel 9 Groups or Individuals Traveling Together Ground Transportation 10 Booking a Rental Car 10 Rental Car Accidents 11 Refueling A Rental Car 11 Navigation Systems and Services 11-3-

5 Insurance 11 Use of Personal Vehicle 11 Company and Fleet Cars 12 Chauffeured Transportation, Limousine and Bus Service 12 Taxis and Shuttle Buses 12 Traveling to/from an Airport 12 Parking and Tolls 12 Airport Parking Hotels and Lodging 12 Where to Stay 12 Checking In Early 13 Attending a Bob Evans Farms Event 13 Attending an Outside Conference or Seminar 13 Hotel Cancellations 13 Laundry and Dry Cleaning Service 13 Extended Stay/Temporary Assignment International Travel Documents 14 Apply for or Renew Your Passport or Visa 14 International Security Meals and Entertainment 14 Meal Allowances When Traveling 14 Meals with other associates who are also traveling 15 Daily Allowances 15 Meals with other associates who aren t traveling 15 Catering meetings held in the office 15 Ordering food when the team works late 15 Planning a company meeting, event or group travel Staying Connected with PDA s, Tablets and Smartphone s Oracle iexpense Management Tool 15 Approval/Authorization Process 16 Expense Reports Approvers Responsibilities 16 Documentation Requirements 16 Categorization of Expenses 17 Expense Report Audits and Exception Reporting What s Not Reimbursable 17 Entertainment-related 17 Travel-related 17 Household-related 17 Health-related and personal products 17-4-

6 1.0 General Booking Travel All business travel must be booked through Travel Services using the Concur online booking tool. Any travel booked outside of the Concur booking tool and policy will not be reimbursed. Using this technology allows us to know where our employees are traveling and to provide assistance in case of emergency. We receive the best rates because we re able to take advantage of our consolidated purchasing power. Visit to see the new refreshed Bob Evans Travel Page on BE Net Award Program Points and Miles When you travel on behalf of the Company, award points you earn such as airline miles, rental car points or hotel frequent stay points are yours to keep. However, it is a violation of this policy to make decisions to earn points in travel programs that increase the Company s travel costs. If you re a corporate arranger and making arrangements for others such as large groups or meetings, any points you earn through vendor preferred arranger programs are Company property. Those points can be used to offset the Company s future travel costs. Traveling With Disabilities If you are traveling with a physical disability as defined by federal and state disability laws, please contact Travel Services at (614) or toll-free (855) when you book your trip. They will help you with any special transportation or needs you may have. Travel Emergency Emergencies can happen anytime, anywhere. These emergencies may include natural disasters, fires, blackouts or medical situations. We have resources in place to support you while you travel, but we can t help if we don t know where you are. When you book through Travel Services, we have immediate access to your travel plans and emergency contact information. This allows us, in the event of an emergency, to reach you, send help or assist in changing your reservation. Corporate Travel and Expense Card Bob Evans currently uses the US Bank Visa Card for Travel and Entertainment Expenses. If you travel frequently and meet one or both of the qualifiers below, it is recommended you be issued the Bob Evans US Bank Visa Card. In general, the threshold for being issued this card is the following: 1. You travel at least two times per year and/or 2. You spend a minimum of $1500 per year in travel related expenses Please use this card when possible to pay for all travel related expenses. Please see your Manager regarding the application process. The US Bank Visa is to be used for business expenses only. Use of the card for personal expenses is strictly prohibited. Violations to this policy are subject to disciplinary action up to and including separation of employment. Reimbursement Process/Direct Deposit Visit the Travel & Expense page on BE Net at and click on the iexpense link to access the expense management tool to submit your expenses. If this is your first time using iexpense and you re eligible for direct deposit, you ll need to complete the Direct Deposit form and submit it to the Corporate Office Accounts Payable Supplier -5-

7 Administrator. The Direct Deposit form can be found on the Travel & Expense page on BE Net at Note: The first time you use iexpense, your reimbursement will be mailed to you in the form of a check. All submissions after your first expense report will be direct deposit. Online Travel Booking and iexpense Management Tools and Guides Visit for information about the Concur online travel booking tool and iexpense management tool user guides to help you get started. How To Book a Trip in Concur Use of Bob Evans Travel Services and the Concur on-line booking tool are required. If access to Concur is not available or readily accessible, then use of the call-center travel service is acceptable. Step 1: The primary method for all travel is utilization of the Concur online booking tool. For more information regarding access to Concur, please go to the Travel & Expense page on BE Net at and set-up your travel profile. Note: You must set-up your initial profile before continuing to the travel booking site. Within 24 hours, you can then go on and complete step 2 below. Step 2: Once you ve completed your initial profile, proceed to the following Travel link on BE Net at to access the TS24 booking and information portal. From here, you can access the Concur booking tool and complete you travel profile: If you need assistance, please contact the Bob Evans Travel Services Center below. TS24 Support Center Bob Evans Travel Services: Contact (614) or toll-free (855) /7 Please listen carefully to the phone prompts to be directed to the proper team for assistance. Utilizing one of the two methods listed above enables the Company to capture pertinent travel data to provide opportunities to negotiate more cost effective travel solutions for the Company. Transaction-Service Fees All service and transaction fees will be billed to your personal credit card or your Company issued Travel Card at the time of booking. Online booking fee: $7.00 Agent assisted booking fee: $13.50 (E.g. if you ve started an online reservation but require assistance to finish it, this fee would apply.) Keep in mind that you must complete the reservation in order to avoid the full-service fee. Full-service call-center reservation fee: $20.50 Travel for Restaurant and Field Based Associates (where applicable) Some restaurant-based employees may not have full-time access to the internet or the Company s network. In those cases they should call Travel Services at (614) or toll-free (855) The preferred choice is to book travel online through Concur. -6-

8 Travel for Suppliers, Consultants and Employment Candidates If a non-employee (contractor, consultant, employment applicant) is required to incur travel or entertainment expenses at the request of the Company, the guidelines and requirements of this Policy will apply. All travel should be charged to the individual department designated employees US Bank Visa Corporate Travel Card. If you need to apply for and receive a US Bank Visa Corporate Card, please see your Manager. Travel insurance coverage does not extend to non-employees and Bob Evans Farms will not provide reimbursement for any travel-related insurance premiums. Personal Travel The Company s Travel Services is to be used for company business travel only and does not provide personal travel services. Traveling Without a Corporate Card If you travel less than twice per year, and/or spend less than $1500 per year, you are required to pay for your travel with your personal credit card. If you are not able to do so, please contact your Manager or Travel Services to discuss alternative payment methods. Employee Separation of Service When an employee is separated from the company, it is the manager s and the Human Resources Department s responsibility to ensure the following is conducted prior to, or during, the exit interview: Retrieve the Company Corporate Card from the employee, notify the Program Administrator to cancel the account and destroy the card. Ensure the employee has submitted all expense claims incurred prior to termination. Ensure the Corporate Card account has been reconciled and all required documentation is submitted in support of any outstanding balance. Obtain payment from the employee for any amount owed to the Company for nonreimbursable expenses charged to the Corporate Card. 2.0 Air Travel Commercial Airline Travel All airline tickets for authorized Company business travel are to be purchased using Concur. You should select and book the most direct, lowest priced round-trip flight offered. If you cannot take the lowest fare flight offered, you should consult your manager with questions pertaining to what constitutes a valid business reason for not taking the lowest fare flight option. Only under extreme circumstances should there be a need to book one-way airfares. The lowest logical fare (LLF) is to be purchased based on departure/arrival times that are no more than two hours before or after requested time and/or $100 higher than the LLF. To help minimize the cost of airfares, every effort should be made to arrange for tickets as early as possible. Lower fares can be obtained by booking 14 or more days in advance. Generally, excursion or nonrefundable fares can be up to half the cost of regular coach refundable fares. -7-

9 Note: All travel is to be booked at least 14 days advance. All travel purchases will require supervisor approval before the reservation can be completed. Once the reservation is completed, an notification will be sent to your immediate supervisor. Once the trip has been approved by your supervisor, TS24 will ticket and complete the reservation process. Booking First Class airfare is prohibited unless pre-approved by an Officer of the Company Airline Clubs Membership to airline airport club programs is considered a personal expense and is not reimbursable. Any exception for Company reimbursement to this policy requires specific documented executive approvals. Only Company officers or leaders holding the title as Chief can approve exceptions to this policy. Cancellations and Missed Flights If you booked your reservation in Concur and it has not been ticketed yet, you can cancel it via Concur. If you booked your reservation in Concur and it has been ticketed and you need to change or cancel your flight, please contact Travel Services as soon as possible at (614) or toll-free (855) Note: Most airline reservation systems are programmed to automatically cancel all down-line segments i.e. (the remainder of your trip itinerary) when a passenger doesn t show up for a flight. Airline Credits Any unused tickets will appear in Concur. If you contact Travel Services you will be advised of any unused tickets. You are required to re-use and utilize any and all unused tickets when possible to fulfill your business trip needs. Most unused tickets have cash value and can be exchanged for future travel. Non-Compliant Bookings When booking travel, you re asked to book in compliance with this policy and to book the most appropriate cost for the trip while meeting your business needs. If you choose not to book or accept the flights within the guidelines of this Policy, you are required to note the reason why in the reservation. Based on the reason, you may only receive reimbursement of the difference of the lowest applicable fare that was available at the time of booking and the higher priced ticket you booked. Travel booked outside of this Policy will not be reimbursed. If you re unsure that your travel plans are in accordance with this Policy, please check with your manager or the Director of Corporate Services and Travel prior to booking your reservations. Upgrades As a rule, the Company does not provide or pay for upgrades. If you want to upgrade to first or business class, you must use your own airline miles or pay the cost difference yourself. Same Day/Early Returns If you finish your business early, contact the airline or at the airport request to be placed on standby for an earlier flight if available. Use good judgment when considering any additional costs to change your flights. Most airlines with the exception of Southwest Airlines charge a minimum of $150 change fee plus any additional fare increase due to the change. -8-

10 Frequent Flyer Programs Your Frequent Flyer points are yours to keep. If you add your Frequent Flyer numbers to your traveler profile in Concur, they ll be included with each reservation. Your membership is personal and if you experience any issues with your points, you ll need to handle it directly with the airline s Frequent Flyer program. You are prohibited from selecting a more expensive flight, car rental or hotel in order to receive frequent traveler or bonus points. Checked Luggage Fees Today, most airlines charge additional fees for checking multiple pieces of luggage. You will be reimbursed for these fees when traveling on company business; however, if you check more than two bags, we ask that you document the business reason for the extra luggage in your expense report. Lost luggage Lost or delayed luggage is inconvenient. If your luggage is temporarily lost and you need clothes for a business meeting before your luggage is returned to you, we ll reimburse you for the cost of clothing up to $200. You ll need to submit the detailed receipt listing the items you ve bought and a lost luggage receipt from the airline in order to receive reimbursement. If your luggage is permanently lost, contact the airline directly. Note: For travel wholly between U.S. points, liability for delay, damage or loss to checked baggage, including carry-on baggage if tendered to the carrier's in-flight personnel for storage or otherwise delivered into the custody of the carrier is limited to a maximum of $3,300 USD per ticketed passenger. To receive reimbursement from the corporate charge card or the airline, you ll need the lost luggage receipt provided by the airline. The Company does not reimburse you for lost luggage. In-Flight Phones and Internet Some commercial aircraft have phones available and many have internet service for use while flying. The use of these services is very expensive and will only be reimbursed if a clearly documented business reason is noted on your expense report. Lost Airline Tickets Most airline tickets today are electronic. However, occasionally for international travel or those reissued by the airline in the airport, you will have a printed paper ticket. If you lose a paper ticket, contact the Travel Services immediately at (614) or toll-free (855) Travel Services will issue a replacement ticket and file a Lost Ticket Application (LTA) with the airline. All carriers charge a service fee for processing lost tickets. This fee is typically deducted from the remaining value of the original ticket. The refund process normally takes days from the last date of travel on the ticket. Corporate Aircraft Travel Bob Evans does not currently utilize corporate/private aviation travel. Groups or Individuals Traveling Together Schedules for employees traveling as a group should be done in a manner that protects organizational and functional continuity in the event of an accident. Our employees and leadership team is critical to our operations and success. We need to be careful about how many members of our teams travel on an airplane at the same time in order to minimize the impact that an accident would have on our business. Please refer to the grid below for our policy and guidance on groups of employees traveling together. -9-

11 Position Cannot Travel With Board Member More than 3 other Board members Lead Independent Director Chief Executive Officer More than three other members of the Board of Directors Chief Executive Officer Lead Independent Director More than three other members of the Board of Directors More than two (officer level) direct reports Any subordinate officer with more than two of that subordinate officer s direct reports President More than two (officer level) direct reports More than one (officer level) direct report with the CEO Executive Vice President More than two (officer level) direct reports More than one (officer level) direct report with the CEO or a more senior officer within the same business unit Senior Vice President More than two (officer level) direct reports More than one (officer level) direct report with the CEO or a more senior officer within the same business unit Executive Committee Member More than three other members of the Executive Committee We recognize that there are isolated situations where it is not practical to adhere to these rules. Only the Chief Executive Officer or Chief Financial Officer is permitted to override the passenger rules. If you have questions about how to apply these guidelines, please contact Human Resources. 3.0 Ground Transportation Booking a Rental Car You are able to book your car rentals through Concur. The Company has negotiated program discounts with several rental car companies. The Company policy is to book a mid-sized or intermediate-sized rental vehicle. If you re traveling with three or more people or have an excessive amount of luggage for business, you may request a larger vehicle; however, the business reason must be clearly documented on your expense report to receive reimbursement. If you choose to rent a luxury vehicle or large SUV, the difference in cost between a mid-sized or intermediate-sized vehicle and the luxury vehicle or large SUV will be at your own expense. -10-

12 It is your responsibility to make sure you abide by all local, state and federal laws while driving a rental car on behalf of the company. You should always wear your seat belt and not text, or talk on your cellular phone while operating a vehicle. Rental Car Accidents If you have an accident, immediately report it to the local police and the car rental company and follow any instructions that may be printed on the rental agreement form. Obtain a copy of the police report. If another car is involved in the accident be sure to obtain the driver s license, registration and insurance policy numbers. Never discuss fault with anyone other than the police, and never admit fault. Contact the Risk Management office at Refueling a Rental Car You are expected to return the rented vehicle with a full tank (or at the same level as received). Exceptions might apply as a result of traffic delays or difficulty finding a filling station; however, you are expected to and should plan accordingly to allow time to refuel the vehicle. You are also encouraged to avoid drop off and mileage charges by returning the car to the rental location where the car was originally rented. Pre-purchasing fuel should be avoided if at all possible. Navigation Systems and Services Navigation options won t be automatically included with every reservation. If you need navigation, it will be reimbursed when it is necessary and the reason clearly noted on your expense report. If you have a regular need for navigation, please discuss with your Manager for approval and contact Travel Services. Insurance If you re traveling within the United States for Company business and need a rental car, you re able to take advantage of the special rates and insurance coverage s we ve negotiated with our preferred rental companies. These preferred companies are only available when you book your travel through TS24 and the Concur online booking tool. By doing so, provides the necessary insurance coverage for associates who rent a car for company business. The rental car company may offer additional insurance, which should be declined. When you use your Bob Evans US Bank Visa corporate charge card to pay for travel, additional CDW Collision Damage Waiver benefits are included at no extra cost. Questions about this coverage can be answered by calling US Bank at Use of Personal Vehicle If you use your own car for company business, you will be reimbursed at the U.S. Internal Revenue Code mileage reimbursement rate at the time of travel. Insurance: An employee who uses a personal vehicle on Company business is required to carry the minimum automobile liability (per person and per accident) insurance required by law in the state in which it is registered. Each traveler is responsible to ensure the insurance coverage complies with these minimums prior to using a personal vehicle on Company business. When submitting mileage claims within the iexpense system, all employees are required to note the From and 'To' location in the description. This will allow the approver to have a greater understanding of the mileage claim. -11-

13 Company and Fleet Cars If you have been assigned a company car, you must place all the fuel, maintenance and repair expenses on the Fleet Charge Card provided to you. If you re in a location where the Fleet Charge Card is not accepted, please use your company issued Corporate Card or if necessary, your personal charge card and submit the expense. You may also request reimbursement up to $15 per month to wash your company car. Company auto mileage is not a reimbursable expense since the Company is paying for the fuel, maintenance and repairs of company fleet vehicles. Like car rentals, it is your responsibility to make sure you abide by all local, state and federal laws while driving a Company or Fleet car. You should always wear your seat belt and not text, or speak on your cellular phone while operating a vehicle. Chauffeured Transportation, Limousine and Bus Service Chauffeured transportation services, also known as black car or sedan service, are very expensive. We do not use chauffeured car service for normal business use, such as getting to and from airports. There are a few situations where chauffeured transportation service is appropriate and you will be reimbursed if you use a pre-approved service provider. Any use of chauffeured transportation must be approved in advance by your Manager. Please contact Travel Services for our list of preferred suppliers. Taxis and Shuttle Buses Taking a taxi, subway or bus is our preferred mode of transportation if you don t have your own car or a rental car. Use taxis when traveling to and from the airport and if you need to travel between destinations within a city. You ll be reimbursed for taxi fare and gratuities when traveling on Company business. Receipts are required, and gratuities can be written on the receipt by hand. Traveling to/from an Airport If you re not driving your own car or renting one, your first choice is to take a taxi when traveling to and from commercial airports. If you re going to a hotel, use the hotels shuttle service as it s normally complimentary or consider using services as Super Shuttle as an alternative. We do not authorize chauffeured car service for airport transfers unless approved by your manager. Parking and Tolls You ll be reimbursed for actual parking and toll charges incurred while traveling on Company business that are over and above any parking or tolls you pay for your normal commute. Airport Parking You ll be reimbursed for actual charges related to airport parking. If traveling to/from Columbus airport, please use Thrifty Airport Parking. We have preferred negotiated rates for parking at Thrifty. 4.0 Hotels and Lodging Where to Stay The Company has negotiated hotel discounts and preferred rates with numerous hotel properties and frequently traveled locations. Every effort should be made to stay at these properties or a reasonably priced accommodation. All hotel reservations should be booked through the Concur booking tool or through Travel Services. When booking hotels, the Company s standard for hotels is a standard size room in a midscale limited or full service hotel, whichever is most convenient to -12-

14 meet your business need. Example: Drury Inn, Courtyard by Marriott, Hilton Garden Inns etc. For extended stay trips, see the extended stay/temporary housing section. Checking In Early If you re on an overnight flight or driving late and you arrive at your destination more than four hours before the hotel s check in time, you can reserve a room for the night before so it s ready when you arrive. Attending a Bob Evans Farms Event If you re attending a Bob Evans Farms-sponsored meeting or event that is being organized through Travel Services, you ll register for the event through a link which will be forwarded to you. In most cases, all of your arrangements will be handled through the meeting organizer. Attending an Outside Conference or Seminar If you re attending an outside conference or seminar, it s appropriate to book your hotel through the conference organizer. To be reimbursed, when you book your flight, contact Travel Services to let them know the name and location of the hotel, the phone number, your confirmation number and the price so it can be added it to your itinerary. This also allows us to know where you are in case of an emergency. Hotel Cancellations Most hotels have 4:00PM to 6:00PM day-of cancellation policies and will charge you for the hotel room if you don t cancel in time. If your travel plans change, you can cancel the hotel booking online or by calling the hotel directly. It is your responsibility to cancel the booking to avoid no-show charges. If you re not able to cancel the room in time, you ll be reimbursed on an exception basis as long as you fully document the business reason why you were unable to contact either the hotel or Travel Services before the cancellation period (e.g. flight cancellation due to weather, business trip was canceled, etc.). Most hotels will not waive the cancellation fee; however, if your reservation was at a preferred Bob Evans hotel, Travel Services will make every attempt to have the hotel waive the cancellation fee. Laundry and Dry Cleaning Service If you re traveling for more than three nights in a row, you ll be reimbursed for actual laundry expenses up to $25 per day when you re in the United States and up to $35 per day outside of the United States. Hotel room mini bar The cost of any mini bar items will be included in the daily meal allowance amount. Fitness facilities, health and wellness Most of the hotels in our preferred program have fitness facilities on site. If there isn t one, you will be reimbursed the actual cost for fitness fees up to $10 per day. Business Charges and Internet Business expenses such as internet connection and business center charges are reimbursable. Please use your mobile phone for all calls when possible. Use of in-room hotel phones should be avoided due to the high fees that are charged. -13-

15 Extended Stay/Temporary Assignment An extended stay or temporary assignment is defined as a trip or assignment that extends beyond eight (8) weeks or more away from the traveler s regular place of business. This type of assignment is subject to individual contract and you are required to contact Travel Services at (614) or toll-free (855) for more detailed information. 5.0 International Travel Documents Apply for or Renew Your Passport or Visa If you re a United States citizen, Bob Evans Travel Services will assist in obtaining a new passport, renew your existing passport and obtain Visas when you travel internationally for the Company. Allow three to six weeks for processing. If you know you re going to be traveling internationally, contact Travel Services as soon as possible. You will be reimbursed for the actual cost of obtaining or renewing your passport or visa when you travel internationally for the Company. International Security If you re traveling outside of the United States, please contact Security and Loss prevention at to discuss any risks or security concerns. 6.0 Meals and Entertainment Meal Allowances When Traveling When you travel on Company business, you are reimbursed for actual meal expenses up to a daily maximum amount called a daily allowance. The allowance is per day and cannot be averaged over several days. The daily allowance includes meals, beverages, gratuities, tips and any snacks or mini bar charges each day. You are required to submit the detailed receipt (not just the total from the charge card receipt) for any meal expense over $ In some locations, expenses for meals can be much lower than the maximum amount allowed by the policy. You should use good judgment when selecting restaurants so the expense is appropriate to the location. We also encourage the use of all Bob Evans restaurants to support our brand as much as possible. While we cannot provide exhaustive guidance for providing meal expense reimbursements, we ask that each employee claim only those meals that occurred while traveling on Company business. Daily Allowances Below are the full daily meal reimbursement amounts. The defined meal reimbursement limits below are to be used for all in-town meals, business meals among BEF employees and business meals including external parties. Any amounts above these allowances require further explanation which should be entered into the description or add-note when inputting this expense item. Meal Type U.S. Daily Allowance Non U.S. Daily Allowance Breakfast $15 $20 Lunch $20 $30 Dinner $30 $40-14-

16 Meals with other associates who are also traveling If you re traveling with other associates and you decide to eat a meal together, you should ask for separate checks and submit an individual expense reimbursement request for your own part of the meal. If the restaurant will not provide separate checks, the senior-most person in attendance should pay the bill and submit the expense, listing the name of each associate who attended the meal and the purpose of the meal. Meals with other associates who aren t traveling If you are traveling and share a meal with other associates who are in their home city (for example, you travel from Columbus to Chicago and eat out with a Chicago-based employee), think first about the nature of the meal. If there is a business reason for the meal, and it has been pre-approved in advance by your manager, it should be submitted as a business meal expense. Occasional, reasonable expenses related to building and maintaining business relationships are fine; just make sure to discuss with your manager. Catering meetings held at a company location It is preferred that all catering for business meetings utilize our Bob Evans Farms or Mimi s Café restaurant menus. Ordering food when the team works late If a team is required to work late because of a special project, the leader may order dinner for the group, not to exceed $15.00 per person. The senior-most person in attendance at the meal must pay the bill. The person who expenses the meal must include the name, title and business unit of each attendee and the business purpose of the meal. Planning a company meeting, event or group travel Travel Services can assist you in making arrangements for meetings and events for companysponsored events and area meetings. This includes negotiation, contracting, on-site meeting management, budget management and post-event reporting. Please contact Travel Services at (614) or toll-free (855) if you require this service and press Option 4. You may also send an to groups@ts24.com to initiate a meeting or group travel request. 7.0 Staying Connected with PDA s, Tablet s and Smart Phone s Visit on BE Net to view the Company s mobile device policy. 8.0 Oracle iexpense Management Tool Requests for expense reimbursement must be submitted via the Oracle iexpense management tool. The Oracle iexpense management Tool automates the preparation, completion, submission, approval and payment of expenses. Detailed instructions for the use of the Oracle iexpense management tool can be found on BE Net at Important: Employees who have incurred business related expenses must submit expense reports within 7 business days of completion of the business trip. All expenses are required to be submitted -15-

17 and approved within the month they occurred. Expense reimbursements may be delayed if they are not submitted within the month they occurred. Approval/Authorization Process Responsibility for controlling employee expenses rests with the employee and their manager. This includes: Instruction and counselling prior to the expenditure of funds. Review of reported expenses, to ensure that all expense claims are proper, reasonable and justifiable. Once you have completed your Expense Report online: An message is forwarded to the manager advising that the expense report is waiting for approval. Your manager is responsible for approving all expense reports for his/her employees assigned to their cost center/department. No employee is authorized to approve their own, a peer s, or a superior s Expense Report. Each expense report will be reviewed by the manager for reasonableness of business purpose and compliance with this Policy. Expense Report Approvers Responsibilities The approver is responsible for reading through and reviewing all expenses incurred and inputted on an expense report. This includes insuring receipts are attached and sufficient to support the expense, denying items that are not reimbursable per this policy and requiring more detailed explanations for expenses where exception notifications have occurred. E.g., Insufficient explanations provided on meals that are over the defined limits. Documentation Requirements You must provide the appropriate documentation as follow: Original receipts for expenditures $15 or more, in order to claim reimbursement. All hotel folios (receipts) are required. All Expense Reports must state the business purpose. Evidence of any requisite pre-approvals must be attached to the Expense Report. The only acceptable travel invoice is the.pdf file image sent to the traveler. Electronic receipts are acceptable in lieu of original receipts provided that the detail on the receipt includes the name of the payee, amount of the charge, transaction date and form of payment. Actual bills/receipts must be submitted whenever possible; photocopies will be acceptable only with a detailed explanation regarding why the original is unavailable. When original receipts cannot be obtained or have been lost and all measures to obtain a duplicate receipt have been exhausted, a written statement should be provided explaining why such receipts are not being submitted with the Expense Report. The statement must include a certification that the amount shown is the amount actually paid and that the traveler has not and will not seek reimbursement from any other source. Any attempt to alter receipts will result in disciplinary action up to and including separation of employment. You must submit all pages of your original travel itineraries with your expense reports. Employees will NOT be reimbursed for air travel, lodging or car rental expenses unless an itinerary is attached to the voucher to ensure that the reservations were made through Travel Services or the Concur -16-

18 booking tool and are in compliance with this Policy. You must include the respective travel agency transaction fees. Categorization of Expenses It is mandatory for tax reporting purposes and financial statement issuance that all expenses be categorized correctly. The iexpense management tool requires that each expense item is reflected individually; expenses cannot be combined simply because all items appear on a single invoice (a hotel invoice/folio, for instance). Expenses must be broken out into all applicable categories as required by the iexpense management tool. Expense Report Audits and Exception Reporting All Company Travel and Entertainment expenses are subject to review and audit. 9.0 What s Not Reimbursable Oracle iexpense Management Tool Support Or send an to open a service ticket to: bobevans@service-now.com Entertainment Related Airplane headsets or in-flight movies Hotel in-room movies Clothing purchase or rental for events and functions (except as described in Air Travel Lost Luggage section above) Personal entertainment or related transportation Video, music and ringtone downloads XM, On Star or Satellite Radio Fees Capital Assets No capital assets are to be purchased with a company credit card or reimbursed through iexpense. You are required follow the Bob Evans purchase order process when making capital asset purchases. Household Related Child or dependent care expenses Home security services or devices Household expenses (cleaning service, house sitter, utilities, etc.) Pet sitting or boarding costs Veterinary expenses Repairs to personal property Travel Related Upgrade charges for airline, hotel or car rental Frequent traveler membership costs or charges (airline, hotel, etc.) Registered traveler program costs Normal commuting expenses including gasoline Personal travel expenses Spouse or companion travel expenses Personal vehicle maintenance or repair Traffic or parking tickets Car rental insurance for rentals within the U.S. General travel insurance in excess of companyprovided coverage Health Related or Personal Over-the-counter or routine prescription medications Spa or tanning services Personal hygiene items Shoe shines Tobacco products Postage for personal mail or packages -17-

19 TS24 Bob Evans Travel Support Center (614) or toll-free (855) *** Please listen carefully to the phone prompts to be directed to the appropriate team for assistance *** -18-