AD211 ADTRAN Global Travel Policy

User Manual: AD211 ADTRAN Global Travel Policy

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GLOBAL
BUSINESS
TRAVEL
POLICY
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Table of Contents
Introduction and 4
Basic Information
Policy Administration 4
Business Travel 6
Travel Authorization 6
Travel Approval 6
Spouse/Companion/Family Travel 6
Tax Implications 6
Travel Agencies 6
Airline Travel 6
Class of Service 6
Flight Itinerary Changes 7
Flights outside your home country 7
Refunds for Unused Tickets 7
Lost/Damaged Baggage 7
Personal Aircraft 7
Hotels 7
Class of Hotel 7
Upgrades 7
Cancellations 7
Ground Transportation 8
Rental Cars 8
Airport/Hotel Shuttles 8
Public Transportation 8
Taxi Service 8
Chauffeured Car Service 9
Mileage Reimbursements 9
International Travel 9
Passport and Visa Services 9
Vaccinations 9
Currency Conversion 9
International Car Rental 9
Group Travel 9
Travel Safety 9
Other Expense 11
Reimbursement Guidelines
Meals and Entertainment 11
Other Reimbursable Expenses 11
Telephone/Fax Expense 11
Continuing Education 11
Electronics 11
Non-Reimbursable Expenses 11
Expense Payment
and Reimbursement 12
Corporate Credit Card Program 12
Payment Methods 12
and Reimbursement
Receipts and Support 12
Reimbursement 12
Appendix A: North America 14
Appendix B: Europe 14
Appendix C: Asia Pac 15
Appendix D: LATAM 15
Appendix E: 15
Travel Safety Guidelines
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The ADTRAN Global Business Travel Policy has been established to make sure all ADTRAN
employees understand the rules associated with business travel expenses, and that those
rules are uniform and clear.
This policy details how you should obtain travel services and how you should report the
expenses incurred while traveling on behalf of ADTRAN. It applies to both employees and
non-ADTRAN employees (contractors) who travel on ADTRAN business.
This revised policy is the only travel policy in effect, and should be used company-wide.
Country-specific additions may be needed to comply with each country’s legal, tax and
fiscal requirements. Country-specific information is included in the Appendices. Rules do
tend to change over time. If they do, you will be alerted, but you can be confident you have
the latest policy if you go to the following location to download the most current ADTRAN
Global Business Travel Policy: N:\Netdata\Work Instructions\TRL–Travel Policy\
Global_Business_Travel_Policy.pdf
When you travel for ADTRAN, we want you to be comfortable and have a reasonable
level of service at a reasonable cost. This document details the type of expenses that are
reimbursable, and the procedures you need to follow to make sure you receive a timely
reimbursement. This policy does not cover relocation or recruitment expense.
When you travel for ADTRAN, please remember that your actions are a reflection of our
company values and culture. You are expected to conduct yourself in a manner that reflects
positively on the company at all times and in all circumstances. It is your responsibility to
use sound judgment, and to be aware and observe the ADTRAN Global Business Travel
Policy. ADTRAN does not assume any liability or responsibility for any unsafe practices or
activities performed by employees on a business trip.
This policy covers travel services and travel-related expenses. This policy does not cover
business expenses for trade shows, booth rentals, mass entertainment events, etc. These
expenses must be submitted and authorized through ADTRAN’s purchase order system in
advance of the events.
POLICY ADMINISTRATION
If you travel for ADTRAN, you are responsible for knowing and following this policy and for
submitting expense reports in the manner described below.
It is your responsibility to submit accurate expense reports, including matching receipts,
for review and approval by your supervisor in compliance with this policy. If you have
questions regarding this policy, you should ask your supervisor or email your question
to expensereports@adtran.com.
At ADTRAN, you are expected to use good judgment in incurring expenses and you
should try to minimize cost while accomplishing your assigned objective. You should not
expect to incur a financial gain or a financial loss when traveling for ADTRAN. If, however,
you don’t comply with the policies outlined below, you may be personally liable for the
expenses, and could be subject to disciplinary action up to and including termination.
Prior approval from your Senior Vice President or Managing Director is required for any
deviation from this policy.
Introduction and Basic Information
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TRAVEL AUTHORIZATION
TRAVEL APPROVAL
Prior to initiating any travel plans (including purchasing
airline tickets, etc.), you should coordinate with
your supervisor.
You should consider alternatives to business travel (e.g.
telephone, online conferencing or video conferencing)
prior to initiating any travel arrangements.
SPOUSE/COMPANION/FAMILY TRAVEL
Business travel with your spouse or family is strongly
discouraged. Travel expenses for your spouse, family, or
companion are not reimbursable. However, if warranted
by certain circumstances, you should discuss with the
department Vice President or Managing Director and your
Supervisor and remain aware of possible tax implications
of spousal expense reimbursements.
TAX IMPLICATIONS
You are personally responsible for any tax implications
caused by claiming non-compliant expenses.
TRAVEL AGENCIES
The on-site agent at the Huntsville, Alabama office
can be reached as follows:
8:00 A.M. to 5:00 P.M. (CST)
256-963-8079
travel@adtran.com
After-hours: 888-428-8581, VIT (very important traveler)
Identifier is 71UA, which identifies the ADTRAN account to
the CWT representative.
Employees should refer to the country specific
Appendices included in this document for contact
information for their designated travel agent.
Each traveler should maintain a current completed
traveler profile on file with the designated travel agency
in the traveler’s respective country before any travel is
commenced. It is the traveler’s responsibility to ensure
the profile information is kept up to date and is accurate.
AIRLINE TRAVEL
You should book all air travel through ADTRAN’s
designated travel agent available in your region. Use
of designated travel agents will help ensure receipt of
preferred airline discounts. You are encouraged to
compare rates with your designated travel agent and
then book the lowest cost option. Tickets are typically
issued as non-refundable in the interest of lowering
the total cost to ADTRAN. Electronic tickets will be the
employee’s original receipt for filing of expense reports.
You should schedule flights as far in advance of travel
as practical, and use of discount advanced purchase
fares is strongly encouraged. A minimum of 7 days in
advance is encouraged. Air travel must be pre-approved
when destinations are within a 250 mile/400 kilometer
radius of the employee’s work location or residence.
CLASS OF SERVICE
All flights are required to be booked in coach class or
at a lower fare. Any exception to the coach class policy
requires prior approval by the department Vice President
or Managing Director. You may use upgrades earned
through frequent flyer programs for an upgraded class
of service, if there is no additional cost to ADTRAN.
You should not book a higher fare class in order to
use upgrade privileges when a lower fare exists on
the same flight.
Business Travel
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An upgrade in class of service may be warranted if
any of the following exceptions applies:
l Single flight segment greater than 10 hours and a
business meeting with a customer or prospective
customer is scheduled immediately after arrival at
an international location
l Business travel with a customer who is traveling in
a different class of service
If any of these exceptions applies, you should discuss
the circumstances with your department Vice President
or Managing Director and obtain approval prior to
completing your travel arrangements.
FLIGHT ITINERARY CHANGES
When your travel plans change, you should contact the
carrier or ADTRAN’s designated travel agent as soon as
possible. If you need to change your travel plans, you
must attach an explanation to your expense report to
support any additional expense.
FLIGHTS OUTSIDE YOUR HOME COUNTRY
If your plans change while on an international flight, note
that international carriers have different and sometimes
complicated rules and regulations. If plans change
while en-route, it is often less expensive to have the
ticket reissued, instead of getting a new or separate
ticket, which could result in additional cost. If you
need assistance with reissuance of a ticket, contact
your designated travel agent. See appendix.
REFUNDS FOR UNUSED TICKETS
If you have unused or partially used tickets, you must
notify ADTRAN’s designated travel agent so proper
measures may be taken to recover the value of the
ticket. Non-refundable tickets will be noted in the
employee’s profile and applied toward future travel.
LOST/DAMAGED BAGGAGE
If you have checked baggage that is lost or damaged
by the carrier, you should report this to the airline prior
to departing the airport. Any loss or damage of personal
items incurred while traveling for business purposes
may only be reimbursed with approval of the
department Vice President or Managing Director.
PERSONAL AIRCRAFT
You are not permitted to fly yourself or anyone else on
company business. There will be no reimbursement for
any associated cost of the use of a private aircraft.
HOTELS
To support prearranged discounts with hotels in certain
areas, you are encouraged to book all reservations
through ADTRAN’s designated travel agent or Cliqbook.
Convention/seminar travel with special rates provided
through the sponsor of the event should also be
compared to ADTRAN’s designated travel agent rates
for the venue, to ensure a better rate is not available.
To ensure availability of preferred hotels, you should
schedule reservations as far in advance of travel as
practical; at least 10-14 days is recommended.
Overnight stay is discouraged when destinations are
within a 75 mile/120 kilometer radius of your work
location or residence.
CLASS OF HOTEL
ADTRAN’s policy is to reserve moderate class of hotels
for overnight business travel. Any exception to this policy
requires prior approval from the Senior Vice President
or Managing Director. Employees are encouraged to use
ADTRAN’s designated travel agency’s services to reserve
a room. Refer to specific country Appendices for list of
preferred hotels. Lower priced hotels are encouraged
where they are known to be of good quality. It is the
employee’s responsibility to confirm the stated room
rate upon check-in. If you are attending a meeting or
conference involving a room block, please notify
ADTRAN’s designated travel agent of the meeting
name, or the employee may make the reservations
directly with the hotel.
UPGRADES
Employees may accept complimentary room upgrades
offered by the hotel upon check-in, as long as no
additional cost is incurred by ADTRAN.
CANCELLATIONS
Employees need to be aware of the cancellation policy
of the hotel they have requested and cancel within the
required deadlines to avoid any penalties. Be sure to
make a note of the cancellation number and the name
of the person cancelling the reservation.
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GROUND TRANSPORTATION
RENTAL CARS
You should avoid renting cars when public transportation or other
more economical modes of transportation are available. You should
rent cars for travel to destinations when driving is more cost-effec-
tive than airline travel. You should rent cars at destinations when
the rental cost is less expensive than other modes of transportation
such as taxis, shuttles, etc.
You are encouraged to book rental cars with ADTRAN’s preferred
suppliers through ADTRAN’s designated travel agent. ADTRAN is
self-insured within the United States, and therefore, you should
decline the insurance offered by the rental car agency. Refer to
country specific Appendices to determine if additional insurance
should be purchased in countries outside the United States.
Economy or mid-size cars are to be rented at all destinations that
require the use of a rental car. Full-size cars may be rented when
three or more employees and/or customers are traveling together
and should be selected based on space requirements.
A detailed rental receipt is required as proof of payment to qualify
for reimbursement.
One way rentals or a return to a different location often result
in higher fares due to drop-off fees. In most instances, returning
the rental car with a full tank of gas will be more economical
than returning the automobile empty, and you should adhere
to this policy.
In the event of an accident, it is your responsibility to file a police
report and promptly report all damages to the rental agency. You
should also immediately report the accident to ADTRAN’s Treasury/
Risk Management department.
AIRPORT/HOTEL SHUTTLES
Whenever possible, you should use the complimentary shuttle
service provided by most major hotels for transportation between
the airport and hotel and/or ADTRAN office.
PUBLIC TRANSPORTATION
Public Transportation, including trains and ferries, may be used
when feasible as alternative forms of transportation. A receipt must
be submitted with the expense claim form stating the date, cost,
and destination.
TAXI SERVICE
Taxis may be used for short distances where practical, or when other
public transportation is not available. You must pay the taxi fares
and submit them on an expense report for reimbursement.
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CHAUFFEURED CAR SERVICE
Chauffeured car services are authorized only when it is
the least expensive form of ground transportation, or
when personal car mileage plus parking charges exceed
the cost of this service. However, in certain countries
where safety is a concern, a chauffeured car service is
permitted. If you are traveling to a country where hired
drivers are typically recommended, you should discuss
with your supervisor prior to your trip.
MILEAGE REIMBURSEMENTS
You will be reimbursed for travel in a personal vehicle,
while on ADTRAN business for incremental miles or
kilometers driven (excluding normal commute distance
between the permanent workplace and employee’s
home) in accordance with local country rules concerning
tax exempt mileage allowances, if applicable.
The mileage purpose, detail, and the distance
traveled must appear on the expense report. If mileage
is the only reimbursed expense and is submitted on a
monthly basis (as one reimbursement item), a detailed
log including business purpose, destination, etc. must
be provided. Generally, mileage reimbursement requests
must be submitted on the same report with any other
expenses incurred during the corresponding travel. Use
of rental cars instead of personal vehicles is encouraged
when doing so reduces the overall cost to the company.
Refer to country specific Appendices for mileage
reimbursement rates by country.
INTERNATIONAL TRAVEL
PASSPORT AND VISA SERVICES
If your job function necessitates travel outside your
home country, you are responsible for having a valid
passport. It your responsibility to determine any VISA
requirements and obtain any necessary VISAs prior to
leaving for business travel in foreign countries. Any
costs related to VISA and passport application will be
reimbursed by ADTRAN and should be claimed together
when submitting the Concur expense report. If you have
questions, passport and VISA information can be
obtained from your designated travel agency. It is recom-
mended that you keep a photocopy of your passport with
you, separate from the passport, in the event the original
passport is lost or stolen.
VACCINATIONS
When you are arranging business travel, it is your
responsibility to obtain all necessary vaccinations as
required by the authorities of the country of visit. The
cost of the vaccination may be claimed when you submit
your expense report through Concur after the trip.
CURRENCY CONVERSION
Bank Fees associated with converting one currency to
another are allowed for reimbursement. The rate for
international hotels is shown on travel itineraries in the
currency of your home country, which is converted from
the currency of the hotel’s country using an exchange
rate in effect on the day the reservation was made. This
exchange rate may differ from the exchange rate actually
used when the bill is charged. When claiming reimburse-
ment, you must use the exchange rate applied when you
are ultimately charged. You should not have the currency
converted at the hotel due to use of unfavorable exchange
rates and additional charges that may be incurred. You
should neither benefit nor be penalized from variations
or fluctuations in monetary exchange rates.
INTERNATIONAL CAR RENTAL
All international drivers must be in possession of a valid
driver’s license from their country of residence, and
have held this for at least one year. Some countries may
require an international Drivers License to be able to rent
cars. It is your responsibility to determine and hold the
type driver’s licenses needed for business travel.
GROUP TRAVEL
No more than 25% of a department can travel together
without Senior Vice President or Managing Director
approval, with the exception that two employees may
travel together, regardless of department size. No more
than two senior level executives should travel together.
TRAVEL SAFETY
Your safety is ADTRAN’s utmost concern. You should
avoid areas of regional conflict when traveling on
Company business. In addition, the following website may
be helpful when planning your trip: www.travel.state.gov.
You should contact Human Resources if there are
questions regarding travel safety. See Appendix E
for Travel Safety Guidelines.
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Other Expense Reimbursement Guidelines
MEALS AND ENTERTAINMENT
ADTRAN does not restrict travelers to a per diem
rate. When traveling, we expect you to accomplish the
business objectives, while minimizing Company expense
by finding reasonably priced meals and entertainment.
Meals will be reimbursed for the period of time you are
traveling and conducting company-related business.
Meals and entertainment between employees are
permitted to the extent there is a valid business purpose
associated with such expenses. The senior employee
shall pay the charges incurred and file the expense
report to be reimbursed.
ADTRAN expressly prohibits business entertainment
in a questionable or inappropriate manner. Any and all
expenses deemed inappropriate will not be considered
for reimbursement.
OTHER REIMBURSABLE EXPENSES
TELEPHONE/FAX EXPENSE
When traveling, you should use the most cost effective
method available for telecommunications. Use of air
phones is permitted for emergency use only. Personal
long distance calls while traveling on business are
permitted, but you are expected to use good judgment
in the frequency and duration of such calls. If you
are approved for cell phone reimbursement, you are
encouraged to participate in the corporate billing
program. If you choose to submit cell phone expenses
incurred for business purposes on a personal cell phone
plan, you will be limited to set monthly amounts. Refer
to country specific Appendices for allowable amounts.
When submitting cell phone bills, please submit only the
page(s) corresponding to the amount of the reimburse-
ment being requested.
CONTINUING EDUCATION
Your continuing education expenses and travel cost
associated with this education will be reimbursed by
ADTRAN to the extent they are incurred at the lowest
possible cost to ADTRAN. They must be approved in
advance by your supervisor, or must be required to
maintain certifications necessary for your job.
ELECTRONICS
Purchases of electronics (iPad, smart phones, computers,
headphones, and earbuds) require a supervisor’s
preapproval to be attached with the receipt/report.
NON-REIMBURSABLE EXPENSES
The following list of expenses, which is not intended to
be all-inclusive, is not reimbursable. If you have questions
about whether or not an expense is reimbursable, you
should consult your department supervisor or the
accounts payable / travel department.
l Movie rentals or in-room movies
l Cost incurred for hotel room or service upgrades
l Baby or pet sitting services
l Dry cleaning/laundry services (exception if employee
has been out of town on business travel for four
consecutive nights or longer)
l Health or fitness club fees
l Mini-bar refreshments
l Spa, massage or beauty services
l Luggage/briefcases required
l Replacement laptop bags greater than $50
l Clothing
l Airline, hotel, or other club membership dues or fees
l Traffic fines or parking tickets
l Meal tips in excess of 20%
l Other gratuities exceeding $10 not accompanied
by a receipt
l Credit card membership fees
l Credit card finance charges
l Sightseeing or personal side trips
l Personal items such as toiletries, medicine,
and sunscreen
l Payments made by gift cards
l Loss/theft of personal funds or property
l Optional travel or baggage insurance
l Phone calls made from aircraft
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Expense Payment and Reimbursement
CORPORATE CREDIT CARD PROGRAM
If you travel on company business frequently, and
you prefer not to use your own credit card, ADTRAN
will provide you a Corporate Credit Card. If you incur
business related expenses routinely, you are encouraged
to apply for a Corporate Credit Card. Charges on these
cards will auto-populate the Concur expense report.
Corporate credit cards should only be used for approved
business expenditures. No personal items should be
submitted for reimbursement, and if they are submitted,
they will not be reimbursed.
All charges on the Corporate cards will be paid
directly by the Company. Accounts payable personnel
will match the travel card charges appearing on a central
bill with the receipt details submitted through Concur. The
department purchasing card charges appearing on the
central bill will be matched up with paper copies of the
receipts, which must be submitted with the departmental
card statements. It is very important to submit all credit
card documentation promptly to allow accounts payable
sufficient time to match and review receipts and submit
payment before the end of the statement grace period.
Corporate cards must be returned to accounts payable
upon leaving employment with ADTRAN.
PAYMENT METHODS AND
REIMBURSEMENT
You should pay for non-airfare travel and other
reimbursable expenses on your company issued or
personal credit card where practical. Cash payment
is suggested only when Corporate Credit Card is not
accepted or applicable (i.e. very low value amounts).
Airline travel booked through ADTRAN’s designated travel
agent or with the Cliqbook reservation tool can either be
direct billed to ADTRAN, charged to the Corporate travel
card, or charged on the employee’s personal card. In
certain instances, hotel reservations may be direct billed
to ADTRAN. Airline travel and hotel reservations that are
direct billed to ADTRAN are required to be listed on the
employee’s expense report as “company paid,” and a
copy of the receipts for these items should be included
with the expense report submission.
All guidelines included in this policy apply regardless
of payment method.
RECEIPTS AND SUPPORT
While the submission of receipts for all expenditures
is encouraged for reimbursement, an original receipt
is required for expenditures of more than $20 USD,
€20 EUR, or equivalent in your local currency. In the case
of a lost original receipt, a copy of a credit card statement
clearly identifying the charge may be substituted and
should be accompanied by a brief note explaining the
absence of a receipt. Expenditures for business related
meals and entertainment require the employee to
document on the expense report the place, persons
entertained, business relationship, and business
purpose. Company-reimbursed entertainment should
always be in conjunction with a valid business purpose.
Receipts submitted for reimbursement must be intact
(all headings, etc. clearly visible) and contain the details
supporting the expenditure claimed (“balance forwards”
will not be reimbursed).
If you travel or are located outside the United States
you may sometimes receive receipts in a foreign
language. If so, and if the nature of the expense
is not readily apparent, you must provide an English
explanation on the receipt or in the comments section
in Concur.
REIMBURSEMENT
You are responsible for submitting your expense reports
promptly and accurately for all business expenses
(Company paid and employee paid) through ADTRAN’s
electronic expense report system, Concur. If you have
questions about accessing or using the Concur system,
you should email expensereports@adtran.com.
When submitting an expense report, you should enter
all expenses into Concur and attach the required receipts
either through the fax or scan method. Prior to submitting
the report, you should carefully view all receipts attached
to each Concur electronic filing to determine that they
are clearly readable to avoid delays in processing for
reimbursement. You should then submit your report for
your supervisor’s approval by using the instructions. It is
your responsibility to file your own expenses using Concur.
You should never seek reimbursement through another
employee. You should retain your original receipts
scanned or faxed into the Concur system for one year
from the date the report is submitted for reimbursement,
or longer if required by tax laws in your location.
Your expense reports should be submitted in a timely
manner. Each travel expense claim should be completed
within seven days once the trip has been completed.
Charges not submitted for reimbursement within 45 days
of date incurred will not be reimbursed by ADTRAN.
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Designated Travel Agent Carlson Wagonlit (CWT)
Preferred Airline Delta for domestic travel
Preferred Hotel Marriott Courtyard, Hilton Garden Inn, or other
comparable provider
Preferred Car Rental Agency Hertz
Optional Insurance Coverage not reimbursable for travel inside the U.S. or
Canada, as ADTRAN is self-insured
Corporate Credit Card Provider Bank of America
Mileage Reimbursement Rates:
Current mileage reimbursement rates are main-
tained in Concur and automatically populate the
expense report when miles driven are entered.
Employees who do not receive car allowance $0.55
Employees who receive car allowance $0.27
Reimbursable Cell Phone Charges,
if not on Corporate plan:
Voice/data plans $70 per month
Voice only plans $50 per month
APPENDIX A: NORTH AMERICA
Designated Travel Agent Carlson Wagonlit (CWT)
Preferred Airline No preferred provider currently
Preferred Hotel No preferred provider currently
Preferred Car Rental Agency No preferred provider currently
Optional Insurance Coverage Required
Corporate Credit Card Provider Bank of America
Mileage Reimbursement Rates: Current mileage reimbursement rates are main-
tained in Concur and automatically populate the
expense report when miles driven are entered.
Employees who do not receive car allowance Current rates in Concur
Employees who receive car allowance Current rates in Concur
APPENDIX B: EUROPE
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l The travel route should be selected so as to avoid
areas of crisis and any known strikes that could
adversely affect the implementation of the trip.
l The supervisor/travel arranger and the employee’s
family are to be informed of any significant changes
in the travel program.
l Valuables should be kept in the hotel safe.
l All luggage should be kept secured and under
constant observation.
l The location of the emergency exits should
be noted and checked.
l Services are to be accepted with caution
(taxis, porters, etc.).
Designated Travel Agent In Australia for International Travel:
Corporate Traveller Vic107
Phone Contact: (03) 9026 3758
Email: elizabeth.newton@corporatetraveller.com.au
In Australia for Domestic Travel:
Executive Edge Travel & Events
Phone Contact: (03) 9519 7777
Email: corporate@executiveedge.com.au
Preferred Airline No preferred provider currently
Preferred Hotel No preferred provider currently
Preferred Car Rental Agency No preferred provider currently
Optional Insurance Coverage Required
Corporate Credit Card Provider Bank of America
Mileage Reimbursement Rates: Current mileage reimbursement rates are maintained
in Concur and automatically populate the expense
report when miles driven are entered.
APPENDIX C: ASIA PAC
Designated Travel Agent
Preferred Airline No preferred provider currently
Preferred Hotel No preferred provider currently
Preferred Car Rental Agency No preferred provider currently
Optional Insurance Coverage Required
Corporate Credit Card Provider None currently
Mileage Reimbursement Rates:
Current mileage reimbursement rates are maintained
in Concur and automatically populate the expense
report when miles driven are entered.
APPENDIX D: LATAM
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APPENDIX E: TRAVEL SAFETY GUIDELINES
We encourage you to consider the following general principles in the preparation for business travel:
ADTRAN, Inc.
901 Explorer Boulevard
Huntsville, AL 35806
P.O. Box 140000
Huntsville, AL 35814–4000
256 963–8000
256 963–8699 fax
General Information
800 9ADTRAN
info@adtran.com
www.adtran.com
AD211B January Copyright
©
2013 ADTRAN, Inc. All rights reserved. ADTRAN believes the information in this
publication to be accurate as of publication date, and is not responsible for error. ADTRAN is a registered trademark
of ADTRAN, Inc. All other trademarks mentioned in this document are the property of their respective owners.

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