Policy & Procedure Update

Transcription

1 Policy & Procedure Update Travel and Entertainment To: All Rollins Employees From: Suzy Dolan, FASG Ext.: CC: R. Randall Rollins, Gary Rollins, Harry Cynkus, John Wilson, Bob Wanzer, Gene Iarocci, Kevin Smith, Lee Crump, Greg Clendenin, Freeman Elliot, Jerry Gahlhoff, Gary Muldoon, Gary Rowell, Harry Sargent, Robert Stevens, Tom Walters, Steve Leavitt, ADPs, Cindy Bordes, Tom Luczynski, Mark Bliese, Sherrie Ricker, James Ward, Rita May, Danel Wigfall, DAAs Date: November 21, 2012 Re: Travel and Entertainment Policy Update Attached are revised Travel and Entertainment guidelines from the Rollins Travel Department. Information for this section has been reorganized and multiple revisions have occurred throughout. It is important that you read and understand the policy. You can find this policy at myrollins > Rollins P&P > Rollins Documents Library. If you have any questions, please contact Rita May at the Rollins Travel Department at or at NOTE: As policies are created/revised to include all Rollins brands and the Rollins Support Center, they will be housed on myrollins at the link above. FASG will relocate Orkin policies and blend them into the Rollins, Inc. Standard Operating Procedures when policy applies to all Rollins brands. There will be a link in the Orkin G.O.P. on myorkin connecting to the new policy on myrollins. The myrollins intranet site is being prepared to become our primary intranet site for all brands. Stay tuned and we ll keep you informed of our progress.

2 Rollins, Inc. Standard Operating Procedures Page #: 1-1 Travel and Entertainment Policies Overview Employees will be reimbursed for travel, entertainment and other expenses according to the following: 1. The Rollins travel policies 2. The Company s reimbursement guidelines for mileage and per diem Employees should ascertain the necessity for business travel and consider alternative means of transacting business whenever possible, such as teleconferencing. When traveling, employees should always select the most costeffective means of transportation and conduct themselves in a business-like manner. The guidelines set forth in this policy apply to all Rollins Brands and the Rollins Support Center. Management Responsibilities Managers and supervisors are responsible for being role models, setting good examples for their employees, and monitoring the appropriate use of the travel guidelines. When a Manager observes an employee who does not meet Company standards, the Manager should counsel the employee regarding the Company standards. Each time a Manager receives an employee traveler itinerary report, the Manager should review the report to ensure the employee will be travelling on an authorized Company trip. The Rollins Vice President of Human Resources and the Rollins Director of Human Resources are both available to advise Managers/Supervisors and employees if there are any questions or concerns regarding this policy.

3 Rollins, Inc. Standard Operating Procedures Page #: 1-2 Travel Guidelines If an employee has a Company car, the distance traveled must exceed 150 miles one way, or the time required traveling must be more than three (3) hours driving time to justify the use of air travel. All travel arrangements for all employees should be booked through the Rollins Travel Department online booking tool Concur. To access Concur and the Rollins Travel Portal, go to myrollins homepage > Business Traveler s icon. In addition to the Concur Sign-On, the Rollins Travel Portal also has instructions and options for creating a Travel Profile. The only time that Concur should not be used is when booking an international flight, or using an exchange ticket, although you are still to book through the Rollins Travel Department. It is imperative that everyone uses the same travel service provider, as Rollins receives discounts on its overall travel. All expenses except those directly billed to the Company, such as airline tickets and selected hotels, must be charged to a personal credit card. The Rollins Travel Department will not complete credit card authorizations for individual hotel, parking and transportation (rental car), and meal charges. First-class travel is not permitted without prior approval. See the Altered Travel Plans section for additional information. If airline or rail travel is justified, the employee is to use the lowest direct and logical airfare the most economical flight that will accomplish the task without unreasonable delay. Air travel should be booked as far in advance as possible. Purchases of three to six weeks in advance may offer the best rate and should be utilized when possible. Travel times Airline flights should begin before 8:30 a.m. or after 5:00 p.m., Monday through Friday; however, the Company will not require the employee to travel before 6:30 a.m. or after 9 p.m. A two hour window exists on travel times if fare savings exists; that is, travel can be as late as 10:30 a.m. or as early as 3:00 p.m. Therefore, it is required that employees take advantage of lower fares on flights that fall within two hours of either side of the flight or time requested. Example: If the requested departure time is 8:30 a.m. and the flight leaving at that time is not a promotional (i.e., lower) fare, but a flight leaving at 7:30 a.m. has a promotional fare, the employee is required to take the 7:30 a.m. flight.

4 Rollins, Inc. Standard Operating Procedures Page #: 1-3 Traveler s Profile The Rollins Travel Department should have a Traveler s Profile for each traveling employee. The Traveler s Profile designates the traveler s seating, car, hotel, and personal preferences. Reservations will be made in accordance with the Profile and Company policy. You may obtain a Traveler s Profile by going to the Rollins Travel Portal (myrollins homepage > Business Traveler s icon). Click on Create New eprofile. Group Travel Arrangements All group travel arrangements are made through the Rollins Travel Department, who will consolidate, to the greatest extent possible, all air, train and vehicle reservations to maximize savings for Rollins. A group meeting is 10 or more travelers attending the same meeting during the same dates and times specified. All group travel arrangements made through the Rollins Travel Department will be paid via the Company Corporate credit card. Hotel meeting deposits Pre-approved group meetings only Group meal at the hotel Pay via group billing Hotel rooms Pay via group billing (Incidentals paid via personal credit card) Additional Monthly Travel Charges The following charges come from our travel agency and will be billed to each cost center on a monthly basis for each transaction: Reservations made outside of the Concur online booking tool - $23 or $25 After Hours Calls (6 p.m. to 8 a.m. EST) for emergencies - $19 Calling for assistance with a reservation - $13 Completion of reservation - $19 Calling to add a hotel or car to a reservation - $5 Contact Information Below is the contact information for the Rollins Travel Department and for Concur technical assistance: Rollins Travel Department: Fax: during normal business hours at Rollins@travelinc.com Concur Technical Assistance:

5 Rollins, Inc. Standard Operating Procedures Page #: 1-4 International Travel When arriving in a foreign country, U.S. dollars can be exchanged for that country s currency at banks and similar kiosks at the airport. Employees should obtain a receipt at that time that shows the exchange rate. All amounts on the Expense Report must be in U.S. dollars. All receipts for expenses paid in foreign currency should show the exchange rate used and the conversion calculation on the face of the receipt. Documentation of exchange rate should be attached to the Expense Report. Airline Tickets and Flights Airline tickets will be issued via electronic ticketing (E-ticketing), and if possible, will be ed to the employee. Pre-paid paper tickets can be arranged only in the event of an emergency. This is on an exception basis only. Call the Rollins Travel Department at (404) or Travel Incorporated at (770) to arrange for a pre-paid ticket. Connecting Flights - A lower-cost connecting flight is encouraged when it does not interfere with the business purpose, cause additional expense, or cause the employee to spend excessive (more than 2 hours) additional travel time. Employees are strongly encouraged to take a flight involving a connection when the cost savings are $200 or more and do not require more than one plane change. Unused Tickets - Any unused ticket (or partial ticket) may be used up to one year from the date of purchase. Employees are notified of unused tickets when logging on to Concur. Unused tickets are charged to the employee s cost center. Lost Tickets - Call the Rollins Travel Department immediately. Lost tickets are the responsibility of the employee. The travel agency will get a replacement and send you an application for credit called a Lost Ticket Report. Credit for the flight cannot be received until the form is filed with the appropriate carrier. Refundable / Non-Refundable Tickets: Travelers should confirm at the time of reservation whether tickets are refundable or non-refundable and the restrictions associated with each. If an employee is certain a trip will be required, it is normally more cost-effective to use non-refundable tickets. Work with the Travel Department agent to determine what should be done for each flight you request. In most cases, a $ fee is charged for each non-refundable ticket towards future travel up to one year from the original purchase date.

6 Rollins, Inc. Standard Operating Procedures Page #: 1-5 Altered Travel Plans If there is notice (sometime between knowledge of the need to change and the actual event) and there is sufficient time during business hours to request a change, the employee s Division President or Department Vice President should send an to the Travel Department approving the change and requesting that all charges, including the change fee, be charged to the appropriate cost center. All charges should be charged to the Company card. If an employee decides to change a flight while on a business trip and does not follow the guidelines above, all fees should be charged to the employee s personal credit card and submitted through the expense report process. It will be the Division President or Department Vice President s decision to approve or disallow any additional charges incurred by the Company and seek reimbursement where appropriate. While on a business trip, if an employee decides to change flights for personal reasons, all charges, additional airfare and change fees should be charged to the individual s personal credit card and should not be reimbursed by the Company. Additional Travel Guidelines Personal travel arrangements can be made through Concur; however, Rollins Travel Policies must be maintained. Personal travel, including air and train travel, must be charged to a personal credit card. Business class, spouse, and guest travel are strictly prohibited without written approval of the Division President or Department Vice President. Airline travel club expense is not reimbursable. Saturday and Sunday night stay-over to take advantage of lower airfares are acceptable, if it is less costly including cost of the hotel, car rental and meals. Employees may receive the benefits from airline frequent flier programs and limited boarding compensations (free flights), if receipt of these benefits does not increase the amount of the fare. Telephone Calls All telephone calls should be made on the employee s Company cell phone. If the employee s carrier does not provide service to the area, or if they do not have a Company cell phone, he/she is allowed to make one (1) personal phone call of a reasonable length per day while traveling on Companyapproved business.

7 Rollins, Inc. Standard Operating Procedures Page #: 1-6 Business Entertainment The ultimate objective when entertaining a client should be to increase sales, and the immediate purpose should tie-in with that objective. The cost must be reasonable, considering the purpose and organizational level of the employee submitting the expense. Lavish and unreasonable entertainment will be disallowed. All expenses associated with customer entertainment, employee expense, or travel must be submitted on an Expense Report Payment Request. Expense reimbursement is not an entitlement; employees will be reimbursed only to the extent of actual expenses incurred. An employee may NOT claim an expense for another employee s meal, unless the employee purchasing the meal is Region/Department-level management or above. However, if prior approval is received from the Region Manager, a Location Manager may reward deserving employees. The Region Manager must approve the Expense Report, regardless of the dollar amount. Region/Department Management and above employees who purchase meals for other Company employees, or has meal entertainment expenses, must include the following information--in addition to proof of payment. (Remember to use page two (2) of the Expense Report to record Business Entertainment Expenses.) The name and location of the restaurant. The first and last name(s) of each person in attendance. The date and amount of the expense.

8 Rollins, Inc. Standard Operating Procedures Page #: 1-7 Other Modes of Travel Train Travel Train travel guidelines include, but are not limited to: All train reservations must be made through the Rollins Travel Department. Rollins employees are restricted to coach seating. Taxi / Limousine / Bus Reasonable taxi/limousine/bus charges (under $10) and tip may be reimbursed without receipts being attached; however, receipts should be obtained and attached to the Expense Report whenever possible. Gratuities of no more than 15% will be reimbursed for taxi service. Car Rental Use Company transportation or a Company car whenever possible; however, when that is not available, make reservations for a rental car through Concur at the same time the airline reservation is made. Employees must use the primary automobile rental Company with whom the Company has a contract. Compact-size vehicles are to be used unless parties of three (3) or more passengers will be traveling together, in which case, a standard-size vehicle will be used. Upgrades will be allowed only if the vehicle is available at the compact-size vehicle rate, or if prior written approval is obtained from the Division President or Department Vice President. Do not purchase additional insurance for the use of a rental car. If the employee does not have personal car insurance to cover the vehicle, the employee s immediate manager must approve the employee buying the proper insurance from the rental supplier and charge it on his/her Expense Report. Prior to turn-in, fill the rental car with gas and retain the receipt for reimbursement. Personal use of a rental vehicle must be on a personal credit card only.

9 Rollins, Inc. Standard Operating Procedures Page #: 1-8 Personal Automobile Employees should always consider the most cost-efficient means of travel, while keeping their own safety in mind. For example: when traveling to or from an airport, consider using your personal vehicle (include mileage to/from plus parking fees), or taking a taxi (include fare to/from plus gratuities) and compare to the mass transit system. Also, keep in mind that subway fares are less expensive during non-rush hour. Ride sharing to and from a destination is encouraged. Business travel in a personal vehicle will be reimbursed at a rate of $.47 per mile, plus tolls and parking. Receipts should be attached to your expense report. Employees will not be reimbursed for accidents or traffic/parking citations. Personal travel will not be reimbursed. Employees will not be paid for travel between employee s home and designated work place. Example 1: If an employee is leaving from home to the airport, reimbursement is allowed only for those miles in excess of what the employee would normally have driven between the office and home. Example 2: If an employee attends a business meeting on the east side of town, then goes home to the west side of town, reimbursement is allowed only for those miles in excess of what the employee would normally have driven between the office and home. Mileage reimbursement is NOT applicable for those receiving an auto allowance or driving a Company vehicle. NOTE: If sales people receiving an auto allowance are required to drive 100 miles or more for training meetings, they may be reimbursed for mileage in excess of 100 miles.

10 Rollins, Inc. Standard Operating Procedures Page #: 1-9 Hotel Accommodations Hotel / Lodgings Employees are to secure lodging in moderately priced hotels or motels that use Rollins services. The Rollins Travel Department maintains a list of such properties in Concur, or you may call the closest Rollins Commercial Location (or residential Location, if a Commercial Location is not convenient) to obtain a list of the properties the Company services. If the Company does not service a hotel or motel within a reasonable proximity of your destination within 30 miles and/or 30 minutes of the intended destination use other moderately priced facilities. Unless otherwise requested, all hotels are guaranteed for late arrival. Charges are billed to the traveler s personal credit card. Travelers must cancel guaranteed hotel reservations by 4:00 p.m. the day of arrival to avoid no-show charges. Such charges are NOT reimbursable by the Company. Cancellations should be made through the Rollins Travel Department or the hotel, and you should obtain a cancellation number. Employees are to make all hotel/lodging reservations through Concur (the Rollins Travel Department s online booking tool) at the same time airline or other transportation reservations are made, in order to reduce transaction fees. Employees are required to use Company-approved hotels, when available hotels with whom Rollins has preferential rates. Always reserve standard, single rooms. Travelers are responsible for ensuring, upon arrival, that amounts billed are equal to, or lower than, rates quoted at the time of reservation. Hotel expenses must be charged on the employee s personal credit card. The detailed hotel statement and proof of payment are necessary for reimbursement.

11 Rollins, Inc. Standard Operating Procedures Page #: 1-10 Red Roof Inns Direct billing is approved when staying at a Red Roof Inn hotel. In order to ensure that the corporate discount rate is applied and the proper location is charged when making a reservation at check-in, the employee must give the Company Discount Identification Number and their 3-digit location number. The Corporate Discount Identification Numbers are: ROLLINS, Inc. - CP When making a reservation at a Red Roof Inn, give the appropriate Corporate Discount Number and the room and tax charges are automatically directbilled to Corporate Accounts Payable in Atlanta. The detailed hotel statement and proof of payment are necessary for reimbursement. All Rollins, Inc. locations will be provided with two (2) Red Roof Discount cards. The discount cards are to be kept in the location s petty cash box and given out to employees when they travel. Corporate direct billing is restricted to room and tax charges only. The standard single rooms are authorized for Rollins, Inc. employees. Employees should ask for a copy of their bill upon checkout. This bill must be attached to the employee s expense report marked as expenses charged to the Company. Personal Items Personal items, such as personal telephone calls, laundry, movies, health clubs, and clothing, are the responsibility of the employee, will not be reimbursed, and should not be included in the hotel bill. NOTE: Exceptions for laundry may be granted by a location manager for trips of six (6) or more consecutive days of travel.