UAW-Ford National Joint Committee on Health and Safety

Transcription

1 UAW-Ford National Joint Committee October 31, 2013 To: UAW H&S Representatives Plant Safety Engineers UAW H&S/Ergonomics Representatives (PS&L) Regional Safety & Security Managers Subject: UAW-Ford H&S Orlando, FL December 9-13, 2013 A conference for UAW-Ford Safety Professionals will be held Tuesday, December 10, 2013 through Thursday, December 12, 2013 at the following venue: Gaylord Palms Resort & Convention Center 6000 West Osceola Parkway Kissimmee, Florida (407) Travel days are Monday, December 9, 2013 and Friday, December 13, Guests are allowed, but you will be personally responsible for any hotel charge for additional guests. Key Dates and Times: Monday, Dec. 9, 2013 Travel Day for all UAW H&S Representatives, Plant Safety Engineers & RSSMs On-site Registration 2:00 p.m. 6:00 p.m. Tuesday, Dec. 10, 2013 H&S 7:00 a.m. 8:00 a.m. 8:00 a.m. 12:00 Noon 12:00 Noon 1:00 p.m. 1:00 p.m. 4:00 p.m. 6:00 p.m. 9:00 p.m. Wednesday, Dec. 11, 2013 H&S 7:00 a.m. 8:00 a.m. 8:00 a.m. 12:00 Noon 12:00 Noon 1:00 p.m. 1:00 p.m. 4:00 p.m. Thursday, Dec. 12, 2013 H&S 7:00 a.m. 8:00 a.m. 8:00 a.m. 12:00 Noon 12:00 Noon 1:00 p.m. 1:00 p.m. 4:00 p.m. Breakfast/ Late Registration Reception Breakfast Breakfast Friday, Dec. 13, 2013 Travel Day NPC\HS\2013 H&S Joint Call ltr.ge ge/opeiu512aflcio

2 Registration: Online registration is MANDATORY. PLEASE BE ADVISED THERE IS A NEW REGISTRATION PROCESS. PLEASE READ THE FOLLOWING INFORMATION THOROUGHLY. You will no longer fill out a registration form by hand. Please follow the web link ( to register. Once you enter the registration site, you will be asked to log in with a passcode. The passcode is case-sensitive and exclusive to this event. The passcode for this event is 2057HS. All participant information must now be submitted online. Your information will be automatically submitted to ensure that hotel accommodations will be secured for the meeting. All participants must register by the cut-off date of Thursday, November 7, If you fail to register or fail to make your airline reservation by this date, you will be required to pay for the ticket but will only be reimbursed for what the average airfare was on the date of registration cut-off. Upon entering the passcode, you will be directed to begin the registration process. You must register no later than November 7, Hotel Reservations: Once you register for the event, your information will be automatically submitted to ensure that authorized hotel accommodations are secured for the training. Do not book reservations at the hotel directly. The UAW- Ford National Programs Center will be paying the hotel accommodations for Monday, December 9, through Thursday, December 12, Any additional nights in the hotel beyond the authorized dates are the responsibility of the individual participant, as are the costs of any additional rooms and ALL travel and food costs of companions/guests. If you request late check-out for any reason, you will be responsible for any/all charges. Upon check-in at the hotel, you will be required to provide a credit card or cash deposit to cover incidental room charges. Please note that if you are using a debit card, the hotel will immediately deduct up to $100 per day to cover potential charges. The room rate is $ (per night) plus 14% (state, local and city taxes). Note: The Gaylord Palms Resort does not have enough sleeping rooms to accommodate most participants. The alternate hotel is: Melia Orlando Suite Hotel 225 Celebration Place Celebration, FL (407) Participants will be assigned to a hotel on a first-come, first-served basis and will be provided with a confirmation number. Shuttle service between the two hotels will be provided. If your check-in and check-out dates change after submitting your registration form, you must access the on-line Registration Correction Form and submit it. Airline Reservations: Only those participants whose plant, local, etc., is located 300 miles or more from the event site are eligible to fly. Please submit your airline reservation request online. A link for TSI USA ( is provided on the registration website. This is the only option you have to make airline reservations. Phone calls will no longer be accepted by TSI USA. Only flights booked through the online process will be approved for payment by the UAW-Ford National Programs Center. Please reference #2057-H&S in the notes section of the online form. Within hours, you will be contacted by TSI USA to confirm your reservation request. If your plans change after you have booked your ticket, any costs incurred for changes to reservations will be the financial responsibility of the individual attendee. Therefore, do not book your flights until you are sure of your plans. NPC\HS\2013 H&S Joint Call ltr.ge ge/opeiu512aflcio

3 Airline Reservations (continued): You must have picture ID (i.e., driver s license) that matches the name on your ticket and your registration form. Please keep this in mind when filling out your registration form and ordering your ticket. Checked baggage will only be reimbursed $25.00 each way (with a receipt). Driving: Participants whose plant, local, etc., is located 300 miles or less from the event must drive. Mileage reimbursement will be covered in accordance with the travel guidelines. Parking: Self-Parking is available at the hotel at $18 per day plus tax. Valet is $24 per day plus tax. Any additional parking or transportation costs (i.e., shuttle/taxi from/to airport) will be reimbursed in accordance with the travel guidelines. Internet Access: The hotel offers complimentary in-room internet. Dress Code: Due to the nature of the meetings, the dress code is business casual attire. UAW Wage Reimbursement Replacement wages for properly-appointed Unit Health and Safety Representatives will be paid for by joint funds if received according to the Joint Programs Travel and Expense Guidelines. All requests for reimbursement must be submitted within three months following the event. Wage and expense reimbursement requests received after the three month period will not be paid. The attachment provides further information on travel and expense reimbursement guidelines and procedures for both hourly and salaried employees. Special Accommodations: In accordance with the Americans with Disabilities Act (ADA), individuals who might need special accommodations to participate in this conference should contact Gwen Evans at Please call as soon as possible, but at least five working days before the start of the conference, to ensure sufficient lead time to arrange for an accommodation. If you have any questions, please contact Judy Lacorato at or jlacorat@ford.com. Sean Coughlin UAW Co-Chair UAW-Ford National Joint Committee Mark S. Jones Ford Co-Chair UAW-Ford National Joint Committee Donald R. Hunter UAW Assistant Director UAW-Ford National Joint Committee Attachment: Travel Expense Guidelines cc: UAW Joint Governing Body Plant Managers UAW Officers and Regional Directors Plant Human Resources Managers UAW Servicing Representatives Plant Controllers UAW Local Union Presidents OHS Staff UAW Local Building Chairpersons NJCHS Staff Vice Presidents and Directors of Manufacturing CC s on all Call Letters NPC\HS\2013 H&S Joint Call ltr.ge ge/opeiu512aflcio

4 T R A V E L E X P E N S E G U I D E L I N E S UAW-Ford National Joint Committee UAW-Ford H&S Orlando, Florida December 9-13, 2013 TRAVEL/CONFERENCE #2057-H&S ATTENTION: HUMAN RESOURCES/CONTROLLERS OFFICE -- YOUR COOPERATION IS REQUESTED TO ENSURE THAT EXPENSE REPORTS ASSOCIATED WITH THIS TRAINING ARE CONSISTENT WITH THE FOLLOWING GUIDELINES. FOLLOWING THE EVENT, PLEASE PROCESS ALL APPLICABLE BILLINGS WITHIN 60 DAYS. AUTHORIZED EXPENSES Out-of-Town Attendees Mileage/ Mileage ($.555 per mile) between residence and local airport which exceeds normal mileage between location and Transportation residence or if driving, round trip mileage not to exceed equivalent of average coach airfare based on a 14-day advance ticket purchase. For individuals car-pooling, mileage is limited to the actual mileage for one vehicle per group. If flying: round trip mileage to and from originating airport, airport parking (receipt required) at originating airport and transportation between the conference site and your facility and airport. Meals Travel day to conference should not exceed $32; from conference should not exceed $21. Actual meals reportable on expense reports should not exceed the following: Monday, Dec. 9, 2013 Tuesday, Dec.10, 24, 2013 Dinner Dinner $11.00 $21.00 $21.00 Thursday, Dec. 12, 2013 Friday, Dec. 13, 2013 Dinner Breakfast $21.00 $10.00 $11.00 Wednesday, Dec. 11, 2013 Dinner $21.00 NOTE: Breakfast and lunch will be served Tuesday through Thursday as a part of conference meals (no reimbursement for breakfast or lunch on those days). Hotel Airfare UAW-Ford National Programs Center will make your room reservations for you. Do not book reservations at the hotel directly. Accommodations will be made only for those participants who have confirmed their registration by November 7, Participants who register after this deadline will be responsible for their own accommodations. Participants with confirmed hotel accommodations who cancel their attendance will be responsible for all cancellation fees charged to the NPC. Participants with confirmed accommodations who do not show up will be responsible for hotel no show charges. Hotel room and tax will be direct-billed to the NPC. DO NOT INCLUDE ON YOUR EXPENSE REPORT. Only airfare arranged through TSI USA will be paid by the NPC. To take advantage of the lowest fares available, airline reservations should be made at least 14 days prior to departure. Use the TSI USA form at to make your airline reservation. Reference travel/conference number 2057-H&S. Within hours, you will be contacted by TSI USA to confirm your reservation request. Airfare expenses are direct-billed to the UAW-Ford NPC. DO NOT INCLUDE ON YOUR EXPENSE REPORT. Checked baggage will only be reimbursed $25.00 each way (with a receipt). Lost Wages Up to 40 hours for REPLACEMENT wages (excluding shift premium) is available for properly appointed UAW Health and Safety Representatives attending the training.

5 PROCESSING TRAVEL EXPENSE REPORTS (TERs) All employees who claim reimbursement of travel costs incurred in conjunction with approved Joint Programs events must complete a Ford Expense Report. Expense reports must be submitted within thirty (30) days of the conclusion of the trip. The NPC will not accept travel expense billing directly from company locations. Paper Travel Expense Reports (Form #2888) A new Joint Program TER form has been developed to assist the Operations in accurately preparing Joint Programs related TERs for recovery of expenses from the UAW-Ford National Programs Center (NPC). As in the past, travel and business expenses disallowed or rejected by the NPC because expenses exceeded or are outside Joint Program Event guidelines will be charged back to the billing Operation. JOINT PROGRAM RELATED EXPENSES THAT ARE NOT SUBMITTED ON THE NEW JOINT PROGRAM TER WILL BE CHARGED DIRECTLY TO THE BILLING OPERATION, AS WOULD A STANDARD EXPENSE REPORT. Employees who are not utilizing the Concur Expense System (CES) to report expenses should obtain Form 2888 by going to the website Click on the Expense Recovery Procedures button, then choose either Ford TER to retrieve the appropriate form. Click on Open, then on Disable Macros. * IMPORTANT -- TER NUMBERING SCHEME - The numbering scheme uses the last 4 digits of your social security number as a base + the last date of the trip (MMDDYY). This scheme has been adopted to be acceptable to the Payables systems. Online (Concur Expense System [CES]) Travel Expense Reports All employees who complete their Travel Expense Reports online through the Concur Expense System (CES), with the exception of employees assigned to Joint Programs, should use the following process to claim reimbursement of travel costs incurred in conjunction with APPROVED Joint Programs events. Locating the Online TER 1. Click on TER Login and follow instructions for Create Report Header. 2. Click on CREATE, fill in required fields, and click OK. 3. Once all expenses have been added to your TER, go to the expense list screen. 4. To allocate all expenses at the report level (not at each expense level) click on SELECT ALL in first column. 5. The click on Allocate Selected Rows. You will now be taken to the Expense Allocation screen for that expense report. 6. Type in 5001x19 in cost center/department. Click on add to allocation list. 7. You will be taken back to Expense List page, click on PRINT report and then SUBMIT. 8. Any questions, contact TER Help Line. UNAUTHORIZED EXPENSES (Local Nickel Funds should also not be used to cover these expenses) Meals provided as part of the training Long distance phone charges in excess of $10/day Rental Cars (and associated parking expenses) Tips and gratuities Laundry/dry cleaning Valet parking Personal entertainment Transportation costs not related to arrival/departure EXPENSES THAT EXCEED JOINT PROGRAMS GUIDELINES WILL NOT BE REIMBURSED THROUGH JOINT PROGRAMS.

6 PROCESSING WAGE REIMBURSEMENT REQUESTS REQUESTS FOR THE REPLACEMENT WAGES OF ELIGIBLE UAW PARTICIPANTS MUST BE SUBMITTED WITHIN THREE MONTHS FOLLOWING THE EVENT. Wage requests must include the following information for only those individuals that are authorized per the guidelines AND WERE ACTUALLY REPLACED: For the conference attendee name title SSN hourly rate (excluding shift premium) applicable COLA rate hours requested For the replacement employee: name SSN The local Controller s Office should submit the invoice and debit memo to: Outside Mail Inter-Company Mail Ford Motor Company Ford Motor Company North American Receivables North American Receivables One American Road One American Road Suite 733-A1 Suite 733-A1 Dearborn, MI Dearborn, MI NARCRUAW@ford.com NARCRUAW@ford.com Questions on this procedure should be directed to rpierce6@ford.com. SPECIAL ACCOMMODATIONS In accordance with the Americans with Disabilities Act (ADA), individuals who might need special accommodations to participate in this training conference should contact Gwen Evans at (313) Please call as soon as possible, but at least five working days before the start of the conference to ensure sufficient lead time to arrange for an accommodation.