conagra foods travel & expense policy · 2 i. travel policy a. scope all conagra foods...
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ConAgra Foods Travel & Expense Policy
Revised June 2015
I. Travel Policy ................................................................................................................................................ 2
A. Scope ........................................................................................................................................................... 2
B. Compliance with Policy ....................................................................................................................... 2
C. Employee Safety ..................................................................................................................................... 2
D. Accountabilities-Teach and Trust ............................................................................................... 2
1. Online Booking Tool ..................................................................................................................... 2
2. Travel Agency ................................................................................................................................. 3
3. Travel Arrangements ................................................................................................................... 3
4. Air Travel .......................................................................................................................................... 4
5. Hotel ................................................................................................................................................... 5
6. Car Rental ......................................................................................................................................... 6
7. Other Transportation .................................................................................................................. 7
8. Meals and Entertainment ........................................................................................................... 8
E. International Travel outside US and Canada .............................................................................. 8
F. Personal Travel (US ONLY) ................................................................................................................ 9
G. Contractor/Consultant Travel .......................................................................................................... 9
II. Expense Policy .......................................................................................................................................... 10
A. Travel Card Program .......................................................................................................................... 10
B. Expense Report Procedure .............................................................................................................. 11
III. Related Policy Links ............................................................................................................................ 13
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I. Travel Policy
A. Scope
All ConAgra Foods employees unless another international policy applies
Interns
Employee candidate reservations booked or facilitated by HR
This policy is a guideline for Expatriate and International employees with exceptions as warranted by country-specific circumstances
B. Compliance with Policy
All travel expenses must comply with this policy, the ConAgra Foods Code of Conduct, any other
applicable company policies, and applicable laws and regulations. If non-compliance or abuse of the Policy is detected, the incident will be reported to Internal Audit. Further review and/or disciplinary action may be taken up to, and including, termination.
C. Employee Safety ConAgra is committed to a safe and secure work environment for all employees. This includes not only the physical locations in which we do our jobs, but also travel required to conduct business. As such, the company is fully committed to providing employees with resources to promote safe and secure travel for business activities. Safety and security concerns may override adherence to this policy. A list of safety and security tips while traveling can be found on the Travel Portal.
D. Accountabilities-Teach and Trust Employees and their Managers are:
Accountable to know and comply with the policies within this document
To consider less expensive travel options, and alternatives to travel such as conference calling, web or videoconferencing
To use sound business judgment when traveling or entertaining on behalf of the Company
1. Online Booking Tool All employees are to make travel arrangements through Concur Travel. This includes:
Domestic air (simple reservations with three or less stopovers)
Hotel & car reservations
Changes and cancellations to the above Employees must complete and maintain their travel profile in Concur to ensure key individual data, emergency contacts, and travel preferences are available. U.S. contact [email protected] if you have any questions. Canada Online Support: 1-877-385-6415 8:00 am – 8:00 pm Monday – Friday [email protected]
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2. Travel Agency When this policy states “travel agency”, please reference:
United States – Travel and Transport
Canada – Vision 2000 Travel and Transport has assigned dedicated agents to ConAgra Foods from 7 am to 5 pm CST for:
Complex airline, car & hotel reservations (more than three stopover cities).
International reservations.
Necessary changes to travel while en route.
One way car rentals.
For meetings, conventions, or seminars conducted or sponsored by someone other than ConAgra Foods, any external hotel reservations should be registered with Travel and Transport to ascertain a traveler’s whereabouts in case of emergency. The employee should compare the rates of the hotel from the external party with Travel and Transport and/or Concur to determine if a less expensive rate can be obtained.
Any questions concerning both Concur and agent reservations. Emergency situations arising after hours (5 pm - 7 am CST) should also be directed to Travel and Transport. Please note ConAgra Foods incurs additional fees for after hour calls. Vision 2000 agents will be available for questions and full service bookings as follows: Vision Travel Local: 416-915-2219 Toll Free: 1-866-908-7983 Email: [email protected] Hours: Monday- Friday 8:30 am- 8:00 pm, EST Online Support: 1-877-385-6415 8:00 am – 8:00 pm Monday – Friday [email protected] 24-HOUR EMERGENCY ASSISTANCE Outside of regular business hours (8:30 am – 8:00 pm EST) please call: VISION – 24 1-800-700-6063 (North America) or 1-514-855-4263 ( Global) Quote code V6P1
3. Travel Arrangements ConAgra uses the Concur booking and expense reporting tool and Travel Agency. Use of Concur and Travel Agency are critical for ConAgra Foods to:
Ascertain a traveler’s whereabouts in the event of an emergency
Provide comprehensive information for supplier negotiations
Manage the overall travel budget
Failure to use Concur and/or Travel Agency may result in ConAgra Foods requesting reimbursement from the employee.
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4. Air Travel Domestic Air Travel Travelers are required to use preferred airlines and the lowest logical airfare. The Concur system and Travel Agency provide this guidance when selecting a flight.
Employees should accept alternative lower cost flights departing/arriving within 2 hours of flight time as long as business needs are met. This time window restriction will be waived on the return portion of a trip if the employee would land after 7:00 p.m. local time.
Non-refundable fares should be selected unless the price difference of a refundable fare is less than $100.
Advance Purchase
Book airfare 14-21 days prior to departure to achieve lower cost fares and greater flight options.
Whenever possible, travel should be booked at least 7 days in advance except for emergencies and unanticipated trips.
Class of Service
U.S., Canada and Puerto Rico – coach/economy class must be used for all flights.
All other countries - coach class must be used when continuous flying time is less than 7 hours.
If you require a reasonable accommodation due to a disability please contact your HR representative.
Upgrades
A company paid upgrade is not permitted nor is booking a higher class fare to use personal frequent flyer upgrades.
Upgrades are allowed as a personal expense, and as such must not be charged on the corporate credit card.
Denied Boarding
Travelers may volunteer for denied boarding compensation (being bumped) while on company business if the delay will not result in any interruption or loss of business.
Any additional expenses incurred as a result, such as meals, car rental or lodging will not be reimbursed.
If you are involuntarily denied boarding or meet the above criteria, the compensation voucher is the property of the employee.
Loyalty Programs
Employees may maintain and personally utilize all loyalty program benefits derived from traveling on company business.
If employees choose to use loyalty program benefits for business travel, they are not entitled to reimbursement from the company.
Employees must not allow loyalty program participation to override air travel cost savings efforts.
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Baggage
ConAgra Foods recommends using only carry-on baggage whenever feasible.
If needed, checked bags should be limited to one. Checking bags online prior to arriving at the airport typically have a discounted cost and is recommended.
Excess baggage may be necessary when traveling with equipment, bulky materials or heavy property necessary for business. These reasons should be noted on the expense report.
Airline carriers are responsible for lost luggage. Employees should contact the carrier to file a claim prior to leaving the airport and then contact the DL-Concur Help.
Unused Airline Tickets
Must be cancelled prior to departure to ensure the Company receives a credit for future use.
Will be tracked by Travel Agency and are viewable in Concur when booking subsequent travel. Company Planes Travelers utilizing the Conagra Foods planes should contact the Aviation group. Hangar cars may be requested at certain locations, if available. Car rental bookings for pickup at the corporate hangars are made by calling Enterprise Holdings (National or Enterprise car rental) at the dedicated VIP line at 877-223-5835. Personal and Chartered Aircraft
Employees may not use personally owned, leased or chartered aircraft in connection with traveling on behalf of the Company or conducting business on behalf of the Company Group Air Security Requirements Unless specifically agreed by the CEO, no more than three executive management committee members are to travel on the same aircraft. Not more than 20% of the total staff from any one department should travel together by air unless agreed by the respective management committee member. In cases where small departments are required to travel by air, this guideline should be followed as closely as possible. Special consideration may be given during periods of special activity (where entire teams could be affected by an incident).
5. Hotel ConAgra Foods has negotiated rates at specific properties in each major travel destination. Travelers are encouraged to stay at a preferred property unless a safe and more economical choice in proximity to the business location is available.
Preferred properties are identified by the following symbols in Concur:
Most Preferred – Best total value package (room rate + amenities).
- More Preferred – Negotiated rate is slightly higher than Most Preferred and/or may not include all amenities.
- Preferred – Negotiated rate/amenities are less favorable & should only be used if no other preferred properties are available.
No-Logo – Make safe, economical choice
Employees are not permitted to allow loyalty program participation to override staying at a preferred property.
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All rooms booked through Concur or Travel Agency are guaranteed for late arrival.
Employees are responsible for canceling hotel rooms through Concur and/or the hotel directly to avoid a no-show charge.
US only - Travelers staying longer than seven days or involved in ongoing projects should contact Michelle Koenigsman, [email protected], regarding long-term stay discounts or leased hotel rooms.
6. Car Rental Car Rental Reservations Employee must have a current operator’s license that is in their state or nation of residence with the proper classification for the rental vehicle the driver will be operating. ConAgra Foods has negotiated an exclusive relationship with Enterprise Holdings (National and Enterprise Car rental companies).
National or Enterprise must be used exclusively unless their service or a vehicle is not available.
Car Rental is appropriate when: It is less expensive than other transportation modes such as taxis, airport limousines, shuttles, or personal vehicles, taking safety and travel time into consideration. Car Rental is not appropriate when:
Preferred hotels offer complimentary shuttle service to company locations and airports where a car rental would not be necessary.
Allowable Car Sizes Mid-size (intermediate) vehicles are the company standard (compact or subcompact may be used). Full-size (standard) vehicles should only be reserved for those occasions when:
There will be three or more passengers in the vehicle
Entertaining customers (name of client must be listed on expense report)
Cars in the mid-size category are not available
An upgrade results in no additional cost
Transporting excess baggage/equipment
Pre-approved for medical reasons One Way Rentals (dropping off at a location other than where the vehicle was rented) National offers one way rentals; however, Enterprise does not. Ensure one way mileage charges are considered when renting one way. Car Rental Insurance (United States and Canada)
Drivers must not accept any additional insurance coverage for contiguous U.S. rental agreements with Enterprise Holdings as both liability and collision insurance is included as part of the corporate contract.
The Travel Card must be used on all rental vehicles in Canada and the USA. The Travel Card provides additional insurance protection for rental cars while in company possession. ConAgra Foods’ insurance will not provide coverage on any rentals for personal use.
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Accepting/Returning the vehicle
Inspect rental cars for damage and note any damages on the rental agreement.
Return the vehicle on time to avoid additional hourly charges.
Refuel the vehicle to avoid high fuel options/charges.
Employees are responsible for canceling rental car reservations by contacting Travel Agency, updating through Concur, or directly with the rental car company.
Accidents In the event of a car accident while using a rental car, employees must immediately contact the police as well as the ConAgra Foods vehicle accident reporting hotline 1-866-669-4153. The hotline number is available 24/7.
7. Other Transportation
Company fleet cars (Pool vehicles) should be used for business travel whenever possible. For more details on the ConAgra Foods Fleet program, please click on the Treasury Management SharePoint Site. Personal Car Usage Personal cars may be utilized for business purposes if:
It is less expensive than other methods of ground transportation, including car rentals.*
In general, it is not used for overnight travel.
The vehicle is adequately covered by auto liability insurance and is in compliance with state mandated insurance limits. Proof of insurance must be in the vehicle at all times.
Driver of the vehicle has a current operator’s license that is in their state or nation of residence with the proper classification for the vehicle the driver is operating.
*As a general rule of thumb, the following can be used as a guideline for driving a personal vehicle vs. renting a car:
One-day trip, less than 75 miles - own car; over 75 miles - rent car
Two-day trip, less than 200 miles -own car; over 200 miles - rent car For a more in depth analysis, a Mileage Calculator (US ONLY) is available on the Travel Portal. Limo Service Utilize limo/black car service in areas where it is the most economical means of transportation compared to car rentals or other transportation modes. Rail Travel All rail travel must be booked through Travel Agency. Rail travel should be used if it is less expensive than air travel and adds no more than 90 minutes of total travel time or is faster than driving. Coach/Economy class is standard for Domestic U.S. and international travel. First class/reserved seating for domestic rail service may be utilized in any of the following situations:
When accompanying a client
When the upgrade is at no extra cost
When the upgrade is at the expense of the employee
Due to medical conditions
If traveling for more than three (3) hours
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8. Meals and Entertainment Business meals must be appropriate, and not excessive in cost for the area. Entertainment
Must have a legitimate business purpose that complements the business relationship
Not excessive value
Not against the law
Not against the ConAgra Foods’ Code of Conduct and the Conflict of Interest Policy
E. International Travel outside US and Canada Employees anticipating travel to international destinations should notify Travel Agency as soon as the traveler is aware that such a trip will be made to obtain the lowest fares and safest travel possible.
Business class is permissible when the continuous flight time is greater than seven (7) hours.
Employees traveling internationally with clients or customers may use the same class of service. In such cases, specific details must be noted on the travel itinerary.
Employees are required to convert their local monies to foreign currencies at currency exchange stations in airports, at banks or at ATMs. Conversion of currency at hotels should be avoided if at all possible due to the exchange rate typically being to the traveler’s disadvantage.
Loaner international cell phones can be requested or frequent international travelers should add international service to their company device by emailing [email protected]. When traveling internationally please make an effort to disconnect calls quickly and avoid downloading documents.
When renting a vehicle for business use outside of the contiguous U.S., Collision Damage Waiver (CDW)/Loss Damage Waiver (LDW) should be purchased. Automobile liability insurance coverage should be purchased in foreign countries where available.
When passport, visa, tourist card, vaccination and immunization requirements are necessary, Travel Agency will refer travelers to the appropriate source to ensure that the requirements are met. Expenses related to these requirements should be expensed under Travel Incidentals.
For further information, please refer to PVS Global’s website.
EMERGENCY MEDICAL AND EVACUATION ASSISTANCE Emergency medical and evacuation assistance is provided through International SOS for employees and family members accompanying employees on business. To use this service you should have a ConAgra Foods SOS card with you when traveling. You can obtain a card at the SOS website. At this site you can also find emergency contact information, information about the country and frequently asked questions about the program.
TRAVEL ADVISORY RESTRICTIONS & RISK RATINGS Employees should NOT travel to countries where a travel advisory has been issued by ConAgra Foods, the U.S. State Department or respective local governments. Individual country notices and risk ratings can be accessed on the International SOS site.
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TRAVEL TO HIGH RISK COUNTRIES For travel to a high risk or extreme risk country, please fill out the ConAgra Foods Corporate Security High Risk Travel Questionnaire. A link to the questionnaire can be found on the Pre-trip Advisory email from International SOS. All travel to extreme risk-rated countries is disallowed without a review of additional security and safety precautions by Corporate Security prior to booking the travel. Employ stringent security precautions for personal protection. Travelers should be aware that even stringent security precautions may not be sufficient to prevent serious injury, loss of life or property.
F. Personal Travel (US ONLY)
Personal travel may be booked through Travel Agency’s designated leisure travel line at 1-866-894-2734 or 402-548-3233.
Employees may not use their company Travel Card or Concur when booking personal travel.
ConAgra’s negotiated airfares and/or discounts are not allowed for personal travel.
Some preferred hotels will honor the ConAgra rate for personal travel. Employees should check with the property when making reservations.
Employees may utilize ConAgra’s car rental rates; however insurance coverage is not included. Employees should check their personal coverage to see if they are covered in a rental car.
Employees are responsible for paying Travel Agency’s booking fees.
G. Contractor/Consultant Travel Travel by contractors/consultants on behalf of and paid for by ConAgra Foods may be booked through Travel Agency. Consultants/contractors must follow Company's T&E Policy if included in their contract. Travel Profile and Reservations (US ONLY) To make travel arrangements, a Contractor Travel Profile Form must be filled out and sent to Travel Agency via email ([email protected]) or faxed to Corporate Travel at 402-343-1442. The profile must include a 7-digit Traveler ID number, cost center, as well as the name of the ConAgra Foods administrative assistant who will be responsible for making the reservations with Travel Agency. Incomplete forms will be returned to the sender for completion and travel may be delayed. Payment All airfare, car, hotel, and other reservations should be charged to the contractor’s/consultant’s own personal credit card. The contractor/consultant will include the travel reimbursement on the invoice for their services.
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II. Expense Policy
A. Travel Card Program All U.S. and Canada based employees with travel expenses must use a company paid Travel Card. Interns are considered employees. Contractors are not employees. The necessity of a company paid credit card for foreign based employees is reviewed on an exception basis. Applications Managers must anticipate travel needs and request credit cards to allow for 10 days processing time. Credit card applications are approved by the employee's manager. Both the employee and manager sign the application and card agreement signifying that they are familiar with all relevant policy and procedure and their accountabilities.
Non-compliance Abuse or non-compliance with the Travel Card policy will result in disciplinary action, up to and including termination. Personal Use Personal use of the company credit card is prohibited and may result in disciplinary action up to and including termination. Any inadvertent use of the company card for personal expense must be reported and reimbursed immediately.
Lost/Stolen Cards Lost or stolen cards or suspected fraud must be reported by the cardholder to U.S. Bank immediately at the 24 hour 800-344-5696 (toll free) or 701-461-2010. All other inquiries should be directed to the Enterprise Business Services Expense Report team by emailing [email protected] Monday through Friday 8 am - 5 pm.
Card Limits and Blocks Standard credit card limits are $5,000 single transaction and $15,000 monthly spend. Purchase transactions are not to be split to circumvent card limits. The employee's manager must request a card limit increase if necessary for business reasons. ConAgra has blocked certain merchant categories that would not generally be considered a business expense. Issues with credit limits or card blocks should be referred to the EBS Expense Report team at [email protected]. Cash Advance Cash advance is not generally available on the Travel card. If business needs require this, please contact the EBS Expense Report team at [email protected].
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B. Expense Report Procedure It is the responsibility of the employee to submit an expense report monthly through the Concur system for business and/or travel expenses that are incurred in the period. ConAgra Foods is on an IRS Accountable Plan and expense reports must be filed in a timely manner following specific procedures for IRS compliance. Canada expense reports must comply with CRA requirements. Expense reports are due by the last day of the month following the bank cycle close to their manager. The naming standard for reports is calendar MONTH YEAR (e.g. May 2012), not trip name. Out of Pocket Expenses The company credit card must be used for travel expenses whenever possible. Employee requests for reimbursement of out of pocket expenses (generally mileage, taxis, tips) are also reported on a Concur expense report. Reimbursement is made on the next payroll check and not subject to tax withholding. Reimbursement requests must be made within 60 days of being incurred or may be denied.
Manager Review Managers are responsible to review their employees' expense reports to ensure that all amounts are valid and necessary expenditures and comply with company policy. Approval signifies that the manager is knowledgeable of the business purpose of the expense and adequately reviewed supporting documentation, including receipts. Managers are to hold employees accountable for timely submission of expense reports and must approve reports by the 10th of the month following the report month. Failure by the manager to appropriately review employees’ expense reports may result in disciplinary action, up to and including termination of employment.
Termed Employees Managers are responsible for collecting company credits cards from terminated employees and ensuring that all expense reports have been completed. Cost Center and Approval Routing Employees' cost centers and approvers are updated in Concur daily based on HR data. Cost center reallocations cannot be made within Concur and require a manual journal entry to reclass. Contact your Finance representative if a reclass is required. Charges for transferred employees will post to the cost center attached at the time a report is created. Cardholders must have a manager listed in Peoplesoft/Outlook for reports to route for approval properly. Expense Types Employees and approvers must review, and change as needed, the appropriate Expense Type for each item which determines the mapping to a general ledger account. This ensures that financial statements are accurate. GL Posting Credit card charges are posted to the general ledger in the period the corresponding expense report is approved. An accrual is booked for all charges not yet linked to an approved expense report.
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Foreign Charges Charges incurred in foreign currency are translated by U.S Bank to USD (CAD for Canada cardholders) using the rate on the transaction date. Both currencies appear in Concur to create the expense report. Documentation The cardholder must electronically attach required supporting documents (bank statement and receipts) to the Concur expense report. Required Receipts Receipts are required for:
All cash expenditures over $25 USD (US ONLY).
Travel card transactions over $75 USD, excluding airline transactions (US ONLY).
All hotel transactions (itemized folio required with room rate and tax) unless system populated by E-receipt.
All receipts are required for purchases in foreign locations.
All receipts are required for Canada cardholders for tax purposes
Managers may use their discretion in requiring their employees to provide additional receipts for review and approval.
Business Purpose All expenses must be documented with a business purpose explaining the reason for the expense in Concur to meet federal tax requirements.
Meals and Entertainment All attendees at business meals and entertainment must be listed in the Concur expense report. The most senior employee attending must pay for the meal for the group.
Allowable Business Expense Allowable Expenses are those items that are valid and necessary business expenses and comply with Policy. Please refer to the Allowed/Disallowed Business Expenses document for specifics. Employee Recognition The Service Award program and E2 Recognition program should be utilized for employee recognition. For employee awards outside of these programs please refer to the Employee Recognition Guideline and consult your local HR.
Cell Phones Employees with a company issued mobile device should contact the Helpdesk to verify or add services for foreign travel. Employees without company cell phones may check out a loaner cell phone through the Helpdesk at least two weeks prior to the trip. Expense Report – Resources All questions concerning the Travel Card and Expense Reports should be referred to the Enterprise Business Services Expense Report team by emailing [email protected]. This email is monitored Monday through Friday from 8 am to 5 pm CST.
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III. Related Policy Links Relocation Policy Code of Conduct For Relocation Policy, click here. Meeting and Event Policy Conflict of Interest Policy For Meeting and Event Policy, click here.