GUIDANCE NOTE 17 TRAVEL POLICY & BOOKING PROCEDURE - ONSHORE Revisin Number: 11 Issue Date: 06-Aug-2015 COPYRIGHT This guidance nte and the infrmatin cntained herein is the prperty f Vantage. It may nt be reprduced in whle r in part r therwise disclsed withut the prir cnsent in writing frm Vantage UNCONTROLLED
FOREWORD Table f Cntents SECTION NUMBER SECTION 1 SECTION 2 SECTION 3 SECTION 4 SECTION 5 SECTION 6 SECTION 7 SECTION 8 SECTION 9 SECTION 10 SECTION 11 SECTION 12 TITLE VANTAGE GUIDANCE NOTES INTRODUCTION TRAVEL BOOKING PROCEDURE THE VANTAGE TRAVEL POLICY TRAVEL BOOKING CONTACTS COST CONTROL REPORTING APPROVED AIRLINES CHANGES TO EXISTING ITINERARIES ACCOMMODATION CAR RENTAL TRAVEL AGENT RESPONSIBILITIES
SECTION 1 Vantage Guidance Ntes Vantage Guidance Ntes The fllwing guidance nte, despite the title guidance is in fact a frmal plicy f Vantage, and therefre must be adhered t at all times. Failure t fllw this Guidance Nte is a breach f Cmpany plicy. If an Emplyee has any questins at all, please d nt hesitate t cntact a senir member f the Peple Department.
SECTION 3 Travel Bking Prcedure Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 1 f 3 Intrductin Where there is a requirement t send the Emplyee n business utside f his/her cuntry f dmicile r cuntry f emplyment residency (e.g. business meetings, training curses, crew changes) the Cmpany will arrange flights n behalf f the Emplyee. The Cmpany will purchase flight tickets using the lwest lgical airfare. This may include the fllwing: Advance purchase Alternative airprts Cnnecting/ne stp Lwer cst/budget airlines Nn-refundable fares Offshre fares Penalty fares Preferred airlines Saturday night stay This plicy applies t the fllwing Emplyee Sub-Grups: Executive Officer (CEO, COO & CFO) NEO/VP Office Directr Manager Specialist Staff Senir Staff Regular Rtatr A This plicy is the fficial Cmpany stance n travel matters fr all afrementined persnnel. It is imprtant t knw that emplyees shuld cnduct themselves as thugh they are n cmpany business frm the mment they step ft utside their wn frnt dr t begin travelling t/frm any airprt r crew change lcatin. Despite perhaps nt physically being n shift, ffshre r literally at wrk, yu are reminded that that yu are travelling fr the purpses f yur activities fr the Cmpany and s yur actins and behaviur are subject t Cmpany plicy and prcedure.
SECTION 3 Travel Bking Prcedure Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 2 f 3 Travel Bking Prcedure In rder t prvide ecnmy f scale pprtunities fr the Cmpany, as well as a mre streamlined structure fr bkings, tracking and reprting, Vantage has apprved nly ne travel prvider fr all Glbal Travel bkings. That travel prvider is currently ATPI Griffin Travel. The utilizatin f any ther travel agency is nt authrized. Hw d Onshre Emplyees bk a flight and what is the apprval prcedure? The fllwing bking prcedure is intended t streamline the bking prcess, ensure the mst apprpriate apprach is being fllwed in each case, and t make travel bking as time efficient as pssible; all whilst nt cmprmising n the need fr apprvals at certain levels. ATPI Griffin will have an up t date listing f all Vantage emplyees and sub-grupings; fr verificatin purpses STEP 1 All Emplyees Cntact a Cmpany Travel Bker r ATPI Griffin Travel Agency t make them aware f yur travel requirements - and cpy in the persn whm yu reprt t directly (i.e. yur functinal reprt). Fr the purpse f this plicy we will refer t them as yur Manager. Thereafter the travel agency will nly liaise with the traveller/travel bker until they narrw dwn the selectin t a few suitable ptins at which time yur Manager shuld be reincluded in the emails. If yur Manager wishes t be included in the entire prcess they may ntify ATPI Griffin Travel Agency f this requirement at this time. STEP 2 The Manager will already be aware f the trip (as a result f fllwing STEP 1 which was t cpy them in). Nw: Executive Officers & NEO/VP s Flights - If the ttal flight cst fr the trip is under US$10,000 n apprval is required fr this level f emplyee. Hwever, any flight/trip that is ging t exceed US$10,000 in flight csts need t be pre-apprved by the Manager. In rder t d this, the traveller will narrw dwn the ptins with ATPI Griffin then gain apprval with their Manager fr the final flight selectin. Directrs/Managers/Specialist Flights - If the ttal flight cst fr the trip is under US$1,000 n apprval is required fr this level f emplyee hwever any flight/trip that is ging t exceed $1,000 in flight csts, need t be pre-apprved by the Manager. T d this the traveller will narrw dwn the ptins with ATPI Griffin then gain apprval with their Manager fr the final flight selectin. Staff and Staff Senir A staff level emplyee is nt authrized t incur any travel related csts t the Cmpany withut first having email apprval frm their Manager specifically relating t the same amunt. Cntact a Cmpany Travel Bker r ATPI Griffin Travel Agency t make them aware f yur travel requirements - and cpy in the persn whm yu reprt t directly (i.e. yur functinal reprt). Fr the purpse f this plicy we will refer t them as yur Manager.
SECTION 3 Travel Bking Prcedure Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 3 f 3 STEP 3 All Emplyees Frm here n the travel agency will nly liaise with the traveller/travel bker until they narrw dwn the selectin t a few suitable ptins at which time yur Manager shuld be reincluded in the emails. If yur Manager wishes t be included in the entire prcess they may ntify ATPI Griffin Travel Agency f this requirement at this time. Once the apprpriate Manager apprval has been received by ATPI Griffin Travel Agency, they will nly then ticket the flights and send the final itinerary t bth the traveller and Manager.
SECTION 4 The Vantage Travel Plicy Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 1 f 2 The Vantage Travel Plicy Emplyees must accept t travel in whatever mde f transprt has been allcated by the Cmpany. Where there is a requirement t send the Emplyee n business utside f his/her cuntry f dmicile r cuntry f emplyment residency (e.g. business meetings, training curses, crew changes) the Cmpany will arrange flights n behalf f the Emplyee. In all cases, a cst cnscius selectin will be made. All Onshre Emplyee Sub-Grupings have changed since the riginal ffer templates were created and s an Emplyee cannt refer t their Frmal Offer f Emplyment fr this infrmatin as it will nt be accurate. If the Emplyee is unsure f their Emplyee Sub-Grupings please cntact a member f the Peple Department. ONSHORE POSITIONS (including Rtatr A) Effective 1 st April 2015 Emplyee Sub Grup Wrk Related Flights **All Other Flights Executive Officer (CEO, CFO & COO) *Business r Ecnmy BC > 4 cnsecutive hurs NEO/VP *Business r Ecnmy BC > 4 cnsecutive hurs Directr BC > 4 cnsecutive flying hurs BC > 4 cnsecutive hurs Manager I BC > 4 cnsecutive flying hurs Ecnmy Specialist I BC > 4 cnsecutive flying hurs Ecnmy Manager II & III Premium Ecnmy Ecnmy Specialist II & III Premium Ecnmy Ecnmy Staff Senir I Ecnmy Ecnmy Staff Senir II Ecnmy Ecnmy Staff Senir III Ecnmy Ecnmy Staff Regular Ecnmy Ecnmy *At the Executives/NEO/VP s discretin hwever the expectatin is that flights under 2hrs d nt need t be in Business Class unless Ecnmy seats are unavailable. **All Other Flights - includes Annual Vacatin Flight Hme (AVFH), Initial Relcatin, Recnnaissance Flights and attending Training Curses. Initial Relcatin is the first relcatin flight an Emplyee (and his/her family if applicable) takes with the Cmpany (assuming relcatin is required). In Emplyment Relcatin is when an Emplyee is already in emplyment and they are nw being relcated nce again (e.g. a Rig/Cuntry Manager mving frm ne Cuntry/City t anther Cuntry/City). In Emplyment Relcatin Flights allws the Emplyee (and his/her family, if applicable) t travel in the same Class f Travel as Wrk Related. In Emplyment Relcatin flights are charged t the receiving cst centre.
SECTION 4 The Vantage Travel Plicy Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 2 f 2 Where the Emplyee is f a Sub-Gruping that entitles them t travel Business Class, where a sectr exceeds 4 hurs, the entire trip (i.e. all sectrs) will be bked in Business Class. Where there is an vernight break in the jurney and the latter part f the jurney is less than 4 cnsecutive flying hurs, the flight will still remain in Business Class. Onshre Psitin Exceptins Lng Haul Flights Onshre Emplyees wh are required t travel n a flight that is in excess f 10 cnsecutive hurs, wh are nt entitled t Business Class travel, will be eligible t fly 1 r 2 days earlier s that they may have a perid f rest and recuperatin. This will need t be managed n a case by case basis and will need t be apprved in advance by the Department Manager. The Cmpany will bear the csts fr bth the htel and per diem/expenses fr these additinal 1 r 2 days. West Africa Marketing Grup Rtatr A Operatins Engineers and Rtatr A Cntrllers traveling t and frm West Africa are entitled t fly in Premium Ecnmy (if available) fr any flights in excess f 4 cnsecutive hurs. Where Premium Ecnmy is nt available, Ecnmy will be bked. The Marketing Team will still be able t fly at their discretin. Peple travelling with the Marketing Team are entitled t fly in the same class as them.
SECTION 5 Travel Bking Cntacts Travel Bking Cntacts Vantage India Office Hurs Tel: +0065 62949377 Extensin: 1617 r vantage-in.crew@griffinglbalgrup.cm 24hrs + 1 832 369 1566 Vantage - Singapre Office Hurs Tel: +65 6294 9377 Extensin: 1613 r 24hrs + 1 832 369 1566 vantage-sin.ffice@griffintravel.cm Vantage - All Other Office Hurs + 1 832 369 1566 r vantagecrp@griffintravel.cm 24hrs, Tll free +1 866 218 8739 Vantage Pin: 80232
SECTION 6 Cst Cntrl Cst Cntrl It is the respnsibility f all travellers t ensure that Cmpany Travel is bked in a cst effective manner. Yu can attempt t achieve the best fares by: 1) Make cntact with the Travel Bker r ATPI Griffin Travel Agency 14 t 21 days in advance when pssible. Any delay in ntificatin culd result in limited availability and unnecessary additinal csts t the Cmpany. 2) Try t be flexible with yur departure/return dates and infrm ATPI Griffin Travel Agency s they can try t surce less expensive flying days fr yur trip. 3) Select a cst effective ruting by balancing ttal travel time, stpvers and layvers vs ttal ticket cst. 4) Instruct the Travel Bker r ATPI Griffin Travel Agent t ticket yur flight as sn as yu have the authrizatin t d s.
SECTION 7 Reprting Reprting ATPI Griffin Travel will issue mnthly reprts t the Travel Manager and the Directr f HR n items such as ttal travel spend, change fees and where Plicy was nt fllwed. Any areas f cncern will be addressed t the CEO.
SECTION 8 Apprved Airlines Apprved Airlines The Cmpany prefers t use IATA Apprved Airlines. Fr a list f IATA Apprved Airlines please access IATA Current Airline Members. Nt all affiliates are listed s if an Emplyee des nt find the airline he/she is lking fr, please cntact yur Travel Bker fr help. Budget Airlines The Cmpany will nt nrmally use budget airlines hwever if a traveller him/herself makes a request t fly n such an airline, r n IATA apprved airlines are available in the selected cuntry then in mst cases apprval will be given. If the Cmpany Travel Bker is unable t make the reservatin via the Cmpany Travel Agent (which can ften be the case with budget airlines) the traveller will be given the ptin t make the reservatin him/herself and claim the expense back via the Emplyee Expense Reprt. Fr travel within cuntries where IATA apprved flights are unavailable, fr example sme West African cuntries, then the lcal base ffice shuld be ntified and the lcal agent cntacted. Bking budget travel will cause ATPI Griffin t nt have cntrl ver the reservatin and will nt be able t track the emplyee.
SECTION 9 Changes t Existing Itineraries Changes t Existing Itineraries If the traveller needs t make a change that is nt the result f an emergency (weather, delay, plitical crisis, etc.) t an existing reservatin, all requests shuld be ruted via the persn wh made yur riginal travel bking if pssible. In this instance, yu shuld ntify yur Manager via email that yur travel plans have changed. If the cst t change the flight is in excess f $500 USD the Travel Agent will alert the Manager f the flight change request. The Manager will need t respnd immediately if they have any bjectins t the change. In an emergency situatin the Emplyees changes will be apprved up t $1,000 USD. Any cst higher than $1,000 USD will need Manager apprval. The Cmpany Travel Bker r ATPI Griffin Travel Agency will then ticket the flights and send the final itinerary t bth the traveller and the Manager.
SECTION 10 Accmmdatin Accmmdatin Effective 1 st July 2015, the fllwing Vantage Crprate Htels must be bked when travelling t such lcatins: City Htel/Apartment Rate Rate is fr Rm Type Singapre Stamfrd Classic S$275 Swisstel Single Singapre Cpthrne King s Emplyee Level S$235 Deluxe Crew Hustn Granduca Htel $249 Junir Suite Executives Hustn Omni Htel $179 Hustn Sheratn Brkhllw $106 Deluxe King/Duble Standard Single/Duble Lyalty Scheme Included in Rate All FRHI 2 pieces f Laundry All Crew Leaders Club Starwd Bradband Internet Breakfast 4 pieces f Laundry Wifi Wifi Breakfast Parking Breakfast 4 pieces f Laundry We recmmend that all Vantage Crprate Htels are bked via ATPI Griffin. When bked in cnjunctin with an airline ticket there is n additinal transactin fee fr htel reservatin, s the traveller/travel bker shuld make htel arrangements at the same time as the flight request. The fee fr htel bkings, if nt made at the same time as the flights r in the case where flights are nt required, is US$15.
SECTION 11 Car Rental Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 1 f 2 Car Rental Plicy Car Rental is nly permitted fr cmpany business purpses i.e. Vehicles cannt be rented t assist emplyees with persnal vehicle needs such as fr wn vehicle repairs, etc. All individuals perating a rental vehicle must be an Emplyee f Vantage. Emplyees must shw valid driving identificatin t the rental agent upn arrival. While perating a rental vehicle the Emplyee must bey all psted driving signs and laws. Emplyees are cnsidered at wrk while perating a rented vehicle and any vilatin f mtr vehicle laws, i.e. Driving under the Influence, r Speeding will be dealt with as vilatins f cmpany plicy whilst at wrk. When renting a cmpany vehicle, cnsideratin shuld be given as t whether ne vehicle can be rented fr a grup f emplyees. In this case, all driving Emplyees must identify themselves with a valid driver s license t the rental agent as pssible drivers. In the event the Emplyee is invlved in a mtr vehicle accident during the rental perid the Emplyee shall cntact the lcal rental ffice indicated n their rental agreement. The Emplyee must then cntact their Manager and reprt the incident. That Manager/Supervisr must then cntact an HR Manager. If during the rental perid the vehicle has any mechanical failure the Emplyee shuld cntact the number n the rental agreement fr the lcal ffice where they received the vehicle. Fr lcatins where there is a ptential security risk, transprtatin must be arranged by the base ffice fr that cuntry. Fr tracking reasns nly apprved transprt services must be used. The base ffice shuld be aware f the Emplyees mvements while in the cuntry at all times. Car Hire Singapre Shrt Term/Business trips We d nt currently have any agreements fr Internatinal Car Rental. Business travellers t Singapre shuld use taxis as this has been evaluated and is the mst ecnmical mde f transprt +65 6552 1111 Lng Term Car Rental Expat Resident Emplyees based in Singapre shuld reference Guidance Nte - 25 fr the Plicies and Prcedures fr lng term car rentals. Car USA & Canada Vantage has put in place an agreement with Enterprise/ Natinal car rental t be the exclusive prvider f car rental vehicles fr ur rganizatin fr all car hire inside the United States and Canada. Please cntact yur Cmpany Travel Bker r ATPI Griffin Travel t rganize.
SECTION 11 Car Rental Dcument N: HQ/GN17/BPG Rev N: 11 Issue Date: 06-Aug-2015 Page 2 f 2 Car Insurance USA & Canada During the rental prcess at Enterprise/ Natinal Emplyees shuld decline any insurance ffered t them and refrain frm giving ver persnal aut insurance t the rental agent. Vantage has included vehicle insurance in the rental price f the vehicle. If the reservatin is nt with Vantage s preferred vendr (Enterprise/Natinal) then the mst reasnable cmprehensive insurance ptin ffered by the rental cmpany shuld be taken. All Other Lcatins As Vantage d nt have agreements set up utside USA & Canada, Emplyees in need f car hire fr apprved Business purpses may cntact their Cmpany Travel Bker, ATPI Griffin Travel r g nline with any Car Hire Cmpany t rganize it themselves. Car Insurance utside the USA The mst reasnable cmprehensive insurance ptin ffered by the rental cmpany shuld be taken.
SECTION 12 Travel Agent Respnsibilities Travel Agent Respnsibilities Cmpany Travel Agents are respnsible t ntify the Cmpany f any safety issues r cncerns in relatin t flight carriers r rutes, etc. Where there has been a natural disaster, terrrist threat r any ther lw, medium r high alert activity, the Travel Agent must cmmunicate with the Travel Bker t advise n pssible reruting recmmendatins s that nne f ur travellers are put at risk. In the event f a majr catastrphe r natural event the Travel Manager shuld be made aware f pssible delays in flights that culd affect the mvement f Vantage Emplyees. If a majr disaster at an airprt r n an airline that is carrying a Vantage Emplyee ccurs then the Travel Manager, HR Manager and Directr f HR shuld be ntified immediately. ATPI Griffin Travel Agents will be respnsible fr all bking f accmmdatins during an Emplyee s trip. Vantage will be respnsible fr prviding any rate agreements that are in place t ATPI Griffin wh will use these agreements whenever pssible. If a htel will nt hnur a signed agreement due t the fact the reservatin is nt cming directly frm Vantage then the Travel Manager must be ntified. The Cmpany Travel Plicy, as with all Cmpany Plicies, are subject t change and therefre may nt always be as beneficial t an Emplyee as what is detailed in this current revisin.