Maersk Supply Service Travel Policy Revised March 2015. Policy is mandatory and applies to all employees of Maersk Supply Service as well as others travelling on the account of the company
Objectives our Travel Policy MSS Travel Policy page 2 The Travel Policy comprises travel and related activities for all employees in Maersk Supply Service and others travelling on the account of Maersk Supply Service. The objectives of the policy are to safeguard our employees and to ensure cost-efficient travel activities throughout the Group. To safeguard our travellers and create transparency in APMM travel behaviour, you must use the appointed suppliers as only their services meet the standard of our travel security procedure. Frame agreements have been entered with best in class suppliers optimising the use of travel budgets. The process of entering best possible contracts is continuously co-ordinated by Maersk Procurement in close co-operation with Maersk Supply Service. This new Travel Policy supersedes any existing travel policies and procedures within the Group. Local travel policies cease to exist and all Global entities within Maersk Supply Service have to comply with this new Travel Policy. The Maersk Supply Service Travel Policy is mandatory. In case it becomes necessary to deviate from the Maersk Supply Service Travel Policy on a general basis, approval must be obtained from a SMT member in Maersk Supply Service.
MSS Travel Policy page 3 When traveling please always bear in mind that you are representing Maersk Supply Service, and our reputation depends on your behaviour Carsten Plougmann Andersen CEO, Maersk Supply Service
Air traveling MSS Travel Policy page 4 Class of Traveling For all air travel with total travel time of 6 hours or below, all employees regardless of position and job grade must use Economy Class tickets. Premium Economy class is not allowed. Above 6 hours flying time employees at Director level (job grade 59) and above are entitled to the option of using Business Class. In all categories the cheapest ticket must be chosen, except if special authorisation being given by an SMT member It is only allowed to purchase additional legroom or a specific seat if such purchase can be settled by using bonus point already earned with the carrier. Regardless of position and job grade, all travel with training purposes incl. job familiarisation must be on Economy Class. Regardless of position and job grade, all expatriates (covering home leaves, expatriation/repatriation and similar) must be on Economy Class. Stop over limits The stop over time limit is 4 hours for flights above 6 hours and 3 hours for flights below 6 hours i.e. the traveller should accept ticket with lay-over time (between two connecting flight) of upto 4 hours. The cheapest ticket must always be chosen. E.g. if it is cheaper to fly to New York via Heathrow, this ticket must be chosen over a direct flight. Alternative departure / arrival times If a cheaper ticket is available within 4 hours of requested departure/arrival time, this alternative must be chosen unless approved by a SMT member. Employees should show flexibility to reschedule meetings to get cheaper tickets (leaving on different days, shortening / extending stay)
Air traveling continued MSS Travel Policy page 5 Flexible tickets Ticket with more flexibility than a Economy class ticket is not allowed. Premium economy is not allowed Booking ALL booking must be booked timely in advance (+7 days for domestic and +14 for intercontinental) ALL bookings must be booked through the Maersk appointed Travel Agency Booking Centre Short haul (intra Europe and domestic point-to-point travels). Bookings can be made online via intranet http://gpc.apmoller.net/default.aspx?page=travel or by phone +45 4368 2400 or email apmmreservations@aexp.dk Long haul and none point-to-point trips. Bookings can be made either by phone +45 4368 2400, email apmmreservations@aexp.dk Low-Cost carriers Employees must ALWAYS ask for a low-cost carrier alternative. Preferred airlines We must use the Group preferred airlines which is the cheapest for some of our frequent destinations.
Hotels MSS Travel Policy page 6 Choice of hotel Hotels must always be chosen from the APMM Global Hotel programme and booked by appointed travel bookers via the Maersk Travel Booking Centre. The cheapest available APMM Preferred hotel at the destination must be chosen (unless more than 10 km from meeting point) Only normal standard room in a max 4-star hotel is allowed. If a reasonable option exists with such preferred hotels, this must be first choice. If no APMM negotiated rate is available at destination, a reasonable (max 4-star and standard room) choice of hotel must be made and booked via the Maersk Travel Booking Centre. No upgrading of already existing hotel booking at additional cost is allowed. However, you may spend your bonus points for upgrading from standard room if you desire.
Ground Transportation MSS Travel Policy page 7 Rental car Rental cars must be booked through the Maersk Travel Booking Centre or via link under Buyer Compass on the APMM intranet Type allowed: Intermediate Train and Ferry transportation Taxi Train and Ferry tickets are only allowed on Standard/Economy Class for all employees Use of a taxi is a second-preference to cheaper forms of transport where they are available; Taxis should be settled by the passenger or in advance. The Company will not accept subsequent invoicing from a taxi company. The cost of using taxi to airport cannot excess the price of a taxi trip from our headquarter office to the airport (currently DKK 500,-) Use of own car Use of own car for domestic travelling should be avoided on longer distances and where trains are available, and only allowed on exceptional basis, e.g. if you need to travel together with other colleagues, subject to department head s approval. Airport parking will be reimbursed, as long as cost is reasonable and do not excess alternative means of transportation
Credit Cards MSS Travel Policy page 8 Type of credit cards for frequent travellers (NOT issued to consultants) Corporate credit cards with corporate liability Credit cards currently issued by Citibank and subject to managers approval TPC cards All frequent travellers must hold a TPC card for use when travelling on SAS flights.
Travel Agencies MSS Travel Policy page 9 Travel Agencies and Travel Bookers All travel services, e.g. air, hotel, rental car, train, etc. and changes to same must be booked by designated travel bookers through a Maersk appointed Travel Booking Centre (American Express Business Travel). Urgent bookings and changes to bookings, e.g. changes to bookings made from airport due to a cancelled or missed flight, may be handled by the travellers themselves. Travel Agency will in this instance send the travel booker a copy of the revised itinerary.
Minimise Traveling MSS Travel Policy page 10 Minimise travelling No travel for APMM internal meetings, if at all avoidable In general, maximise use of video conferencing, telephone conferencing and Webex Require suppliers to meet at our premises Travel only to see customers and regulatory authorities Travel only one person instead of two or more
Bonus schemes MSS Travel Policy page 11 Frequent flyer miles Used for business travel if possible. Used for upgrades in connection with business travel fx. Purchasing additional legroom or a specific seat Also for private purposes at the discretion of the employee. Each employee will be responsible for complying with applicable tax regulation etc.
Travel expense settlement MSS Travel Policy page 12 Traveling and entertainment costs The core objective of the business travel and entertainment is that associated costs must be consistent with the business needs and related occasions. Both the employees and the approving manager of expense reports are responsible for the propriety and reasonableness of the expenditures. Travel and entertainment expenses report settlement All travel settlements must be settled within three workdays after return from journey. The company cannot access expense claims submitted more than 2 months after the transaction date. All travel settlements must be approved/accepted by dept. head. And forwarded to Finance accordingly to the policy for expense settlements
Travel expense settlement MSS Travel Policy page 13 Other reimbursable expenses Meals and refreshments reasonably incurred it is the responsibility of the approving manager to ensure that expenses are appropriate for costs of the location visited; Laundry for longer business trips of more than 10 working days. This is often expensive so please exercise common sense; Bar-bills if reasonable considering the number of attendees and purpose of the visit; Mini-bar beverages and snacks these should be avoided where possible; Visas required for business trips; NON-REIMBURSABLE EXPENSES Hotel room movies; nightclubs; hairdressers; clothing; sports (e.g. golf or tennis); lost luggage or personal belongings and any other expense not listed as reimbursable expense above. Expenses related to IT, books, leisure reading is not to be expenses via a travel and entertainment expense report. ONLY expenses clearly related to the basic needs in connection with a business travel will be reimbursed by the company.
Insurance MSS Travel Policy page 14 As of January 2014, APMM Group has implemented a Global Accident Program Cover is provided for the insurance of Overseas Medical Expenses for employees travelling on a business trip on behalf of APMM. Zurich provides assistance by using a specialist assistance company called CEGA. So when employees are travelling on behalf of APMM and they experience any issues, they should reach out to CEGA for assistance. CEGA can help employees with medical or travel advice, medical referrals, hospitalization and guarantee of payment as well as evacuation assistance. For more information on the program, please utilize the link below. http://group.apmoller.net/gf/gfr/risk%20management/staff%20related%20insurance/page s/insurance%20for%20danish%20based%20employees.aspx In addition, the MasterCard corporate credit card program provides several types of traveler insurance coverage. Please contact your local MasterCard Program Administrator or Group Procurement for coverage specific to your country.