Ryan Annual Firm Meeting March 5 7, 2013 Frequently Asked Questions Hyatt Regency Dallas at Reunion 300 Reunion Blvd., Dallas, TX 75207 Phone: 214-651-1234 Question 1: What is the schedule for required attendance events? Answer: The schedule as of January 7, 2013 is below. Mandatory employee attendance events are denoted with an asterisk. Attendance at the mandatory events will be tracked by scanning name badges and those without an excused absence will be subject to disciplinary action, including termination. Tuesday, March 5, 2013 Morning Arrivals in Dallas; meeting registration. 1:00 pm 5:15 pm *Attend Day One - Client Service Meeting at the Hyatt Regency. 3:00 pm Hotel check-in time. After 5:15 pm Dinner at leisure. 6:00 pm - 7:30 pm Ryan PAC event (invitation only). Wednesday, March 6, 2013 7:00 am 8:15 am Breakfast. 8:30 am 11:30 am *Attend Day Two - Annual Firm Meeting at the Hyatt Regency. 11:45 am - 1:00 pm *Lunch. 1:00 pm 5:30 pm *Attend Day Two - Annual Firm Meeting at the Hyatt Regency. 6:00 pm 8:00 pm *Attend Awards Celebration at the Hyatt Regency. Thursday, March 7, 2013 7:00 am 8:15 am Breakfast. 8:30 am Noon *Attend Day Three - Annual Firm Meeting at the Hyatt Regency. 1:00 pm Group Departures. 3:30 pm Earliest flights depart. Question 2: What expenses can I submit on my expense report? Answer: The only reimbursable costs are listed below and should be submitted in your Ryan expense report subject to Ryan Travel Guidelines on Ryan-Net. 1. Mileage to and from your departing airport for non-dallas attendees. 2. Mileage to and from the Hyatt Regency Dallas for Dallas attendees, but only to the extent it exceeds your normal daily commute.
3. Parking at the departing airport for the dates of the event for non-dallas attendees. 4. Parking at the Hyatt Regency Dallas in the designated parking garage for an expense of $5 per day (parking ticket must be submitted with expense report to receive reimbursement). Valet parking will not be reimbursed unless you are a non-dallas employee that has received prior approval to drive your own vehicle to the Annual Firm Meeting. 5. Tips for valet for non-dallas attendees staying at the hotel and pre-approved to drive. 6. For non-dallas attendees pre-approved to drive, round-trip mileage will be reimbursed from your residence, less your normal commuting miles. 7. Baggage fees for non-dallas attendees (one bag per person unless additional baggage is necessary for business purposes). 8. When Ryan is not otherwise providing a meal for employees, meal reimbursements for traveling employees only are allowed for actual costs incurred up to the predetermined maximums. Reimbursable maximums are based on your arrival and departure times. 9. These approved expenses should be charged to the following engagement code: Engagement Number: 10000000.042 Client: Ryan Engagement Description: Annual Firm Meeting Question 3: Will Ryan pay for room service and other charges ( incidentals ) to my hotel room? Answer: You will be expected to provide a personal credit card number at check-in to cover these costs. Incidentals include room service, gift shop purchases, laundry/dry cleaning services, room upgrades, and other items that may be charged to a hotel room. You may be reimbursed for room service provided the expense falls within the guidelines in Question 2 (an original receipt must be submitted with expense report to receive reimbursement). Question 4: Will Ryan reimburse me for renting a car in Dallas? Answer: No. All transfers have been arranged for anyone flying into Dallas. Authorization to rent a vehicle will be approved on a case-by-case basis only if required because you will be attending to client business in Dallas. Question 5: If I do not live in the Dallas Metroplex, am I allowed to drive my own vehicle to the events? If so, will I be reimbursed for gas? Answer: Driving to the event will be approved on a case-by-case basis. If approved, round-trip mileage will be reimbursed from your residence, less your normal commuting miles. You may be reimbursed for valet parking if you are staying the night and have been pre-approved to drive your car to the event. No mileage may be reimbursed unless prior approval is obtained. Question 6: How do I enter my time during this event? Answer: When attending the Annual Firm Meeting, you must enter your time accordingly. US employees enter such time into Tempus using the Annual Firm Meeting client code (100000000.042). Service codes: 0321 Annual Firm Meeting - Attend For non-dallas attendees, travel time is to be calculated starting upon arrival at the departure airport on the day of departure and ending upon departure from the destination airport. (Refer to the Ryan travel policy at Ryan-Net > Policies and Procedures > Travel and Expense > Travel and Entertainment) While in Dallas, time spent at leisure is not to be recorded in Tempus or VPM. Only actual time spent in the following mandatory events should be recorded in Tempus or VPM.
Date Scheduled Time Event Tuesday 1:00 pm 5:15 pm Client Service Meeting - Day One Tuesday 6:00 pm 7:30 pm Ryan PAC event (invitation only) Wednesday 8:30 am 5:30 pm Ryan Annual Meeting - Day Two Wednesday 6:00 pm 8:00 pm Ryan Awards Celebration Thursday 8:30 am 12:00 pm Ryan Annual Meeting - Day Three Non-exempt employees will be paid for actual travel time, as described above, and the actual time spent at the mandatory events. Non-exempt employees will also need to enter the time spent at mandatory events into Legiant as hours worked using the time detail section and include start and end times. Non-Dallas, non-exempt employees may use Personal Time Off (PTO) on those days where time does not equal normally scheduled hours, but not to exceed a total of eight (8) hours per day. Question 7: I would like to extend my hotel stay beyond the event date. Should I change my reservation through the event planners or the hotel? Answer: Hotel reservations for nights other than Monday (for West Coast and international travelers only), Tuesday and Wednesday are at the employee s own expense and will be subject to the hotel s cancellation provision. However, you may be able to extend your hotel reservations at the Ryan negotiated rate, provided there are rooms still available, by working through the event planners, Dallas Fan Fares, not the hotel directly. Please contact Dallas Fan Fares at 800.498.0843 or Alyssa Alspaw at 214.389.4949. Question 8: If I choose to arrive earlier or stay later for personal reasons, will I be able to book my flight through Dallas Fan Fares, and will there be an extra cost? Answer: You will be able to book your flight through Dallas Fan Fares. They will inform you if there will be any additional costs associated with your personal trip. These additional costs are being addressed on a case-by-case basis. Travel arrangements to and from the airport in Dallas for those arriving earlier than Tuesday, March 5, 2103 or departing later than Thursday, March 7, 2013 must be made by the employee. Question 9: If I want to bring an additional guest at my own expense, may I reserve airfare and hotel using the event planners, Dallas Fan Fares, and if so, what are the per person costs for each type of expense? Answer: Airfare costs vary daily. Dallas Fan Fares can provide airfare costs and book airfare for your guest. You will be asked to provide a personal credit card number at the time of flight confirmation for guests at your own expense. If you require an additional room, Dallas Fan Fares can quote you a daily rate. Additional room charges will be at your own expense and will be subject to the hotel s cancellation provision. Please contact Dallas Fan Fares at 800.498.0843 or Alyssa Alspaw at 214.389.4949 Question 10: Under what circumstances can an employee opt out of attending all or part of the meeting? Answer: This is a mandatory Firm meeting. Exceptions will be permitted on a case-by-case basis. Requests should be submitted to Cheryl Wiggins, Executive Assistant to Brint Ryan, at Cheryl.wiggins@ryan.com. Question 11: What is the dress attire for the mandatory attendance events? Answer: Business Casual. Question 12: What baggage fees am I responsible for and what may be expensed? Answer: Each employee will be responsible for paying all baggage fees at airport check-in. You will be reimbursed for one bag per person unless additional baggage fees are necessary for business purposes. Original receipts must be submitted for reimbursement unless you use a corporate Diner s Club card to pay for baggage fees.
Question 13: How will I get from the airport to the hotel? Answer: Upon arrival at the airport, please proceed to the baggage claim area. You will be met in the baggage claim area and assisted by a member of the Ryan Hospitality Staff holding a Ryan sign. After checking with the staff, you will be escorted to your waiting transportation. If you are traveling internationally, the Ryan Hospitality Staff will greet you as soon as you pass through Customs. Question 14: How do I enter my time if I am not attending the event? Answer: Those employees not attending the event should have obtained prior approval from Cheryl Wiggins, Executive Assistant to Brint Ryan, at Cheryl.wiggins@ryan.com. If you are a non-exempt employee, you will be expected to work the required hours or take Personal Time Off (PTO). Question 15: Breakfast is scheduled from 7:00 am to 8:15 am on Wednesday and Thursday. Is the employee required to be there the entire time? Answer: No. All registered hotel guests and Dallas attendees that registered for breakfast may come and go as they like. Question 16: Do employees need to wear a name badge to all Firm-sponsored events? Answer: Yes. You will be provided with a name badge in your personal registration packet, and it will contain your unique employee code for scanning. You will be expected to badge in at the following mandatory events. 1. Tuesday Afternoon: Client Service Meeting 2. Wednesday: Annual Firm Meeting (including lunch) 3. Wednesday Evening: Awards Celebration 4. Thursday Morning: Annual Firm Meeting There will also be several members of the Ryan Hospitality Staff who will be circulating throughout each session to allow you to badge in quickly. Question 17: Will I receive CPE credit for the Annual Firm Meeting? Answer: Yes. CPE credit will be offered for the Client Service Meeting and Annual Firm Meeting Keynote Speaker. Ryan LEARN transcripts will be updated to reflect course completion. It is important that you badge in in order to receive CPE credit. Question 18: Will there be a place for me to store my luggage after check-out but before departure? Answer: Yes. The exact location of luggage storage after check-out will be provided to you on-site. Question 19: Who should I contact if I need assistance? Answer: Call 911 in the event of an emergency. For non-emergency situations, please call the Dallas Fan Fares at 800.498.0843 or Alyssa Alspaw at 214.389.4949 Question 20: Will I be taxed for the value of this trip? Answer: No. There are no taxable items that Ryan is paying for or reimbursing related to this event.