Telemundo/NBC UNIVERSO T&E Policy Addendum October 2015
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Telemundo/NBC UNIVERSO T&E Policy Addendum October 2015 Issuance Date Table of Contents 1. Telemundo/NBC UNIVERSO T&E Policy Addendum 2. Telemundo/NBC UNIVERSO Method of Expenditure Guide 3. NBCU Travel and Entertainment Policy 4. High Cost Cities in the U.S. NBCUniversal Confidential & Proprietary. Use pursuant to Company Policy. 1 | Page TRAVEL & ENTERTAINMENT POLICY ADDENDUM UPDATED OCTOBER 2015 This Policy applies to all Telemundo/NBC UNIVERSO employees engaged in business activities. This document is meant to further explain/refine certain elements of the NBCU T&E policy that are particular to Telemundo/NBC UNIVERSO. Any items not addressed specifically in this addendum, should be considered to follow the NBCU T&E policy. Separate guidance will be provided for Olympics & FIFA travel; this document is not intended to cover certain elements of Olympics & FIFA travel policies. Failure to comply with this policy may result in disciplinary action, up to and including termination of employment. Reimbursement of Expenses The Citibank Visa Corporate Card is the required method of payment for all NBCUniversal business- related travel and expenses for those who travel regularly (more than once a year). Staff employees who incur regular business-related expenses may apply for the Corporate Card. Approval is required from your manager. P-Cards shall not be used for any travel expenses for Telemundo/NBC UNIVERSO employees, unless approved prior to use. Any expenses over and above base room rate and taxes should not be included as part of any master bills (regardless if payment is by production budget, or T&E cards). Freelancers (production payroll) and interns must receive controllership approval to obtain Corporate Cards, where a business need exists, otherwise they may submit for reimbursement of justified expenses via Concur. Please visit http://travel.nbcuni.com/ for guidance on how to set up a Concur account for reimbursement. If an employee finds fraudulent activity on their card, he/she must call Citibank (at the number on the back of the card) and notify his/her manager immediately. Citibank will provide the necessary forms to report fraudulent charges – it is the employee’s responsibility to take all necessary steps to resolve fraudulent charges to his/her card. Fraud forms must be completed within 60 days. General Definition of a Justified Expense For any claimed business expense to be a justified Company expense, the following must be true: • It must be an expense incurred in the course of ordinary and necessary business activities performed on behalf of Telemundo/NBC UNIVERSO by an employee. • It must be a necessary expense. An expense is "necessary" if it is pertinent to Telemundo/NBC UNIVERSO's business and is distinguishable from a personal expenditure which does not benefit Telemundo/NBC UNIVERSO. • It cannot be a capital expenditure, such as an amount paid for computers, office equipment, or furniture. • It cannot be for labor of any kind (including hair stylists, make-up artists, etc). • The expense in question must be reasonable. • For guidelines governing specific expenses an employee may encounter, consult the remainder of this policy. 2 | Page Personal Expenses Company credit cards are not to be used for personal expenses. If an employee inadvertently uses such a card for a personal expense, he/she must immediately notify his/her manager, promptly mark the expense as personal in Concur, and write a check to reimburse the company within 14 days from the date of such charge. Individuals found to have more than 3 personal charges on their Corporate Card will have their Corporate Card revoked permanently. Please send reimbursement checks for personal expenses incurred on the Corporate Card to: NBCU Travel Department 30 Rockefeller Plaza Office 4737E New York, NY 10112 Please note: If funds are owed to an employee by NBCUniversal for out of pocket expenses, this will be offset against any personal charges that the employee owes within the same report. Timing of Expenses Expense reports must be submitted within thirty (30) days following completion of a business trip or the occurrence of the expense event. Failure to submit reports and have reports approved within sixty (60) days will result in suspension of the employee’s Corporate Card. Reports must be submitted with a minimum aggregate expense total of $10 (if a report needs to be submitted under $10, please obtain controllership approval). The Corporate Card will not be reactivated until aged opened items are cleared/approved as per corporate guidelines. While certain senior executives may have their reports prepared on their behalf by an administrative assistant, the report is still the ultimate responsibility of the cardholder and should be reviewed prior to submission. Preparation by an assistant does not excuse inappropriate use of the card or untimely submissions. Please Note: If an employee’s corporate T&E card is suspended, please use personal funds for travel and submit for reimbursement via Concur. Approval of Expenses • The Company issued a new T&E policy in April 2014. As of this date, Managers are required to review and approve all expense reports of their employees. It is imperative that the manager is familiar with the Policy and all required documentation for expenses. Delegation of approval to an administrative assistant is prohibited – please consult with your Finance representative before delegating any approvals. Failure on behalf of the manager to accurately review expense reports may result in disciplinary action, including termination of employment. Reclassification of Expenses • If expenses are improperly coded in Concur and they have not been yet submitted to SAP then the manager should inform the employee to reclassify his/her expenses. Before the report has been extracted for payment, the employee can press “recall” on their expense report and resubmit the report with the correct coding/event code. • Once expenses have been processed in SAP then the finance team will have to manually put through a reclassification, if the amount is material. 3 | Page Terminated Employees • If an employee is terminated then their manager should ensure that their credit card is physically obtained and that all expenses are properly submitted prior to their departure. Receipt Policy A sample of the receipt documentation is listed below: Type of Threshold for Expenses Types Documentation Required Air/Rail All Air/Rail Expenses must be submitted Original copy of passenger coupon or the E-ticket invoice Lodging All Lodging Expenses must be submitted Hotel folio, including record of all paid charges Car Rental All Car Rental Expenses must be Receipt of paid rental car charges (e- submitted receipt) Meals / -Submit all receipts over $25 for Credit card or cash register receipt listing Entertainment individual meals of all food/beverage consumed at meal. -Submit all receipts (including itemized (summary bill total receipts are not receipts) for $100 for group meals. acceptable) Out-of Pocket All out-of-pocket expenses greater than Any valid supporting documentation Expenses $25 substantiating the expense All Other All other expenses greater than $25 Any valid supporting documentation Expenses substantiating the expense Please note that there is no record retention policy on receipts after the expense report has been approved, therefore you do not need to keep your receipts after approval. 4 | Page TRAVEL PROCEDURES AND RELATED EXPENSES Taxicabs / Car Service The lowest cost method of transportation should be selected (taxi vs car service). Black cars/Limo service is only permitted within the New York Tri-State area (approved vendors), and only under unusual circumstances with prior approval from Department Head and Controllership. No Black Car/Limo service is reimbursable in Miami (below the SVP Level). Please only use car service from point-to-point. Air Travel Advance Travel Requirement • Employees should consider making travel plans early enough to book flights at least fourteen (14) days before the trip begins, whenever possible. • If you are traveling in a group, all individuals are responsible for booking their own travel through Concur. • Please note that advance purchase of airfare or bus/rail/metro expenses will not trigger T&E card suspension. Airfare and other travel expenses relating to future trips should be submitted at the completion of the trip. (Note: hotel deposits must be expensed when charged). Flight Class • Unless otherwise approved (or designated in the below table), coach class is required for all flights, regardless of title. Employees who want to request a travel upgrade (outside of their designated flight class) must attain both manager and CFO approval. • For VP’s and above, flights greater than six hours are eligible to upgrade one cabin. Premium economy is the required upgrade when available on participating or partner airlines; otherwise business class is permitted. This is not an exception and does not require additional approvals as noted above. • On-Air talent will follow the same air travel policy guidelines as VP’s unless otherwise stated on their particular contract. If talent has their own T&E card, then travel should be booked through their card. Please do not arrange on-air talent flights/hotels on your personal T&E card. First Class travel (where not designated below) is not permitted unless: • The traveler is upgraded at no cost to Telemundo/NBC UNIVERSO; or • The traveler has advance approval by the Division President