Policy Purpose The aim of this policy is to provide all employees with a clear understanding of the Travel Policy when travelling on Club business. The Club is committed to providing a travel service that meets the growing demands of employees, balanced with the need to manage our spend on travel effectively. This policy should be read in conjunction with the Travel Procedure & Guidelines and Travel Expense Procedure & Guidelines documents 1 Scope This policy applies to all employees of the Club including permanent, temporary, fixed term and seasonal employees regardless of length of service. This policy does not form part of any employee s contract of employment and it may be amended at any time. In the situation where an employee has specific agreed travel elements within their contract, their contract will supersede the Travel Policy and Procedure and Expense Policy and Procedure. This policy is intended to cover all aspects of Business travel throughout the Club which is defined as (but not limited to): Air (including private charter flights) Rail Ferries Coach and car transfers accommodation Visas for Club travel Off-site meeting rooms / venues Business travel includes: Any journey taken to ensure a work commitment can be fulfilled. Any travel required as part of an official Club event. Team travel includes: Any travel associated with the First Team, Academy and Liverpool Ladies match fixtures. Travel to any business activity away from the normal place of work either within or outside of core working hours. Any travel requirement as authorised or required by the Club owners or Executive Team. Business travel does not extend to personal journeys or transport arrangements to an employee s normal place of work. 2 Objectives It is recognised that employees and Managers of the Club require guidance on business travel and the process to request travel, entitlements for all employees and guidance on travel related expense claims. This policy aims to provide the necessary guidance to all employees on business travel. The objectives of this policy are: To ensure that Liverpool Football Club optimises business travel and manages travel costs as efficiently as possible. The overall employee welfare and safety with regards to travel is recognised and managed effectively and ensure consideration given to the environmental impact of Club travel. Page 1 of 5
3 Booking business travel All business travel as identified under the Scope (except team travel) should be booked through our business travel provider TMG either using the online booking service at www.tmgtravelhub.com Or by emailing liverpool@tmguk.com or calling 01926 458 049 This ensures LFC are aware of employees whereabouts when travelling for safety reasons. Should an employee make their own travel arrangements outside of this Policy, this will be treated as unauthorised spend which may result in disciplinary action being taken or nonpayment of expenses where appropriate. 4 Travel approval / notification Budget holders will automatically be informed of any travel requests at the time of booking. If a travel request falls outside these policy guidelines, the request will be referred to the Travel Business Partner for review and authorisation at Executive Team level if appropriate. 5 Booking Notice Periods Wherever possible a minimum of two weeks notice is required for UK travel bookings and four weeks for overseas travel to ensure the most cost effective option and availability of preferred options. 6 Travel extras or restrictions The Club will pay for hotel rooms (via TMG). Any food charges will need to be settled directly with the hotel. Make sure you are claiming for meals within the subsistence guidelines shown in the Travel Procedure & Guidelines document. When traveling by train, employees should be using advance fare tickets on specific train journeys rather than higher cost flexible/anytime tickets. Where possible avoid travelling during peak hours to take advantage of lower fares. For travel between sites employees should use their own vehicles as a first option and claim mileage (mileage matrix is available on the intranet). Taxis should not be used for journeys over 30 miles or requested to wait more than 10 minutes. Taxis should not be used as a courier service unless approved by budget holder. The Club will not reimburse costs associated with traffic offences e.g. speeding fines and parking fines in own vehicles, company vehicles or hire vehicles. Accommodation and transport in conjunction with training courses is subject to the same rules and booking process as for other Clubrelated travel unless the training provider has included this as part of the training course fees. 7 Changes and cancellations Please notify the TMG if your booking is no longer required as they will endeavour to cancel and avoid any charges. Always inform TMG of any unused travel requirements and return unused tickets (within 30 days) so they can process any applicable refunds. If you are travelling with a manager who is entitled to travel at a higher class of travel, the request will be referred to the Travel Business Partner for review and authorisation at Executive Team level if appropriate. 8 Car Hire Car Hire must be authorised by the relevant line Manager or Travel Business Partner If an employee has no company car, if a colleague s company car is not available and where the use of public transport is not a practical option, consideration should be given to the use of a hire car. All hire cars will be booked as a Group C (e.g. VW Golf) category unless otherwise stated. Page 2 of 5
Please ensure the vehicle is checked over on receipt from hire car company or on collection, for any damage and ensure this is notified the hire car company. Return vehicle with a full tank of fuel to avoid high refueling charges. Should damage occur whilst on hire, please report in the first instance to the Travel Business Partner and ensure the damage is clearly notified to the hire car company. 9 Club Travel Insurance When travelling in the UK and overseas on company business Liverpool Football Club employees are covered by the Club s travel and medical insurance. This cover is managed as part of our Travel Smart programme supplied by International SOS. Ensure you have registered as a Club member using membership number 14AYCA630483. By carrying a membership card with you and downloading the International SOS App from app.internationalsos.com onto your mobile phone you will have access to 24 hour worldwide medical, security, travel and emergency assistance, as well as help should you lose your luggage or passport. Employees should report any lost or damaged baggage to airline before leaving the airport ensuring they are given a reference number from the airline to make a claim directly with the airline. Employees should always ensure they have sufficient personal cover in place as personal effects and personal accidents will not be covered. 10 Passports & Visas for Club Travel All employees should ensure they have a valid passport when travelling on Club business, including a minimum of 6 months validity for all overseas travel. Employees should contact TMG for any visa assistance or enquiries related to their journey. Furthermore, it is the employees responsibility Page 3 of 5 to ensure that they travel with the correct and relevant documentation 11 Excess baggage Where possible prebook in advance of travel to take advantage of lower costs. Trips of more than 7 days in duration - excess baggage costs can be claimed back from the Club via expenses claim form. Advise TMG in advance of travel, of any additional kit or equipment that is required to be taken on a flight. TMG will notify the airline to avoid delays on departure and where applicable advise the insurance company to ensure equipment is covered on the trip. Please note excess baggage, even if booked in advance, is never guaranteed on flights 12 Personal Travel If you are adding a personal trip onto the end of a business trip please inform TMG as soon as possible. Incremental costs for personal travel will be the employees responsibility. Employees, partners, children, spouses are not covered on Club travel insurance for personal travel. 13 Loyalty schemes Employees that regularly travel are encouraged to join personal loyalty schemes with hotel chains, airlines and car rental companies. These schemes vary but can provide a range of benefits including additional baggage, lounge access, waitlist clearance, speedy checkin and upgrades. It is recommended that you ask TMG to store this information in a secure personal profile for ease of access. However membership of personal loyalty programmes should not influence or determine the choice of supplier, where it is not in the best interests of the club. Additionally the Club has joined business reward schemes with British Airways, Emirates Airlines, Lufthansa, KLM/Air France and Turkish
Airlines. The employee will be asked to join Emirates Skywards before they can be joined to the Business Rewards Scheme. These schemes also gain air miles for the Club to be used for upgrades or flight bookings. APPENDIX A SUMMARY OF CONTACT DETAILS Online Travel Bookings - www.tmgtravelhub.com Philip Holliday (Senior Travel Manager) Mobile: 07803 693421 TBA (Travel Business Partner) Mobile: TBA Travel Management Group (TMG) Contact details (Office hours Monday to Friday - 08:30 to 18:00) Telephone: 01926 458 049 Email : liverpool@tmguk.com Out of Hours contact details : (18:00 08:30, Weekends all day, Bank Holidays all day) Tel: 0203 368 6592 (UK) Tel: +44 203 368 6592 (outside UK) This facility should only be used in an emergency or for urgent bookings. The TMG will advise whenever fees will be incurred before the travel is booked. You will need to provide your name and department so any costs that are incurred or tickets that need to be issued can be charged against one of the 3 accounts listed below: Liverpool Ladies account 010497 Foundation account 010498 LFC Main account (all other Club bookings) account - 010496 International SOS log on www.internationalsos.com/members Membership Number 14AYCA630483 Telephone Number 020 8762 8008 Page 4 of 5
APPENDIX B - CLASS OF TRAVEL The table below defines the class of travel which will be automatically booked for each mode of transport. For reasons of security and privacy the Executive Team, Directors, First Team and First Team Management travel in First Class or Business Class and for hotels it may be applicable to use alternative hotels other than those below. Rail Flights < 7 hours Flights 7-10 hrs (based on total flight duration) Flights +10 hrs (based on total flight duration) Chauffeur car bookings Standard Class 1st class is permitted if costs are equal to or no more than 10% of the lowest standard class fare or cheaper Economy Premium Economy (If no Premium Economy available, economy should be booked) Business Executive Team Sign Off Where an employee is required to undertake a number of flights within a short period of time, such as internal flights during a Far East trip, any requests for business class will need to be referred to the Travel Business Partner for review and authorisation at Executive Team level if appropriate. 7. Rate Card The Club have a rate card used to budget for travel, which includes hotels and negotiated rates. All hotels booked, where possible, will be within the rate card below: UK London Europe Far East USA ROW Rate card guidelines 75 155 110 200 200 150 The earlier hotel bookings are made, the more likelihood of the bookings being within the guidelines above, so advance booking is key to achieving targeted rates. The Club have directly negotiated rates with hotels in London and Liverpool and these will be used as preferred hotels for all travellers as below (their rates fall within the rate card guidelines above): London Liverpool Liverpool s with agreed rates Thistle Euston Aloft Jurys Inn Page 1 of 5