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GUIDANCE NOTE 17

TRAVEL POLICY &

BOOKING PROCEDURE

- ONSHORE

Revision Number: 11

Issue Date: 06-Aug-2015

COPYRIGHT

This guidance note and the information contained herein is the property of Vantage.

It may not be reproduced in whole or in part or otherwise disclosed without the

prior consent in writing from Vantage

UNCONTROLLED

GUIDANCE NOTE 17 – TRAVEL POLICY & BOOKING PROCEDURE (ONSHORE)

FOREWORD

Table of Contents

Document No: HQ/GN17/BPG Rev No: 11 Issue Date: 06-Aug-2015 Page 1 of 1

If printed, this document is regarded as “uncontrolled”

SECTION NUMBER TITLE

SECTION 1

SECTION 2

SECTION 3

SECTION 4

SECTION 5

SECTION 6

SECTION 7

SECTION 8

SECTION 9

SECTION 10

SECTION 11

SECTION 12

VANTAGE GUIDANCE NOTES

INTRODUCTION

TRAVEL BOOKING PROCEDURE

THE VANTAGE TRAVEL POLICY

TRAVEL BOOKING CONTACTS

COST CONTROL

REPORTING

APPROVED AIRLINES

CHANGES TO EXISTING ITINERARIES

ACCOMMODATION

CAR RENTAL

TRAVEL AGENT RESPONSIBILITIES


SECTION 1

Vantage Guidance Notes



Vantage Guidance Notes

The following guidance note, despite the title “guidance” is in fact a formal policy of Vantage, and therefore

must be adhered to at all times. Failure to follow this Guidance Note is a breach of Company policy. If an

Employee has any questions at all, please do not hesitate to contact a senior member of the People

Department.


SECTION 3

Travel Booking Procedure



Introduction

Where there is a requirement to send the Employee on business outside of his/her country of domicile or

country of employment residency (e.g. business meetings, training courses, crew changes) the Company will

arrange flights on behalf of the Employee. The Company will purchase flight tickets using the lowest logical

airfare. This may include the following:

o Advance purchase

o Alternative airports

o Connecting/one stop

o Lower cost/budget airlines

o Non-refundable fares

o Offshore fares

o Penalty fares

o Preferred airlines

o Saturday night stay

This policy applies to the following Employee Sub-Groups:

Executive Officer (CEO, COO & CFO)

NEO/VP

Office Director

Manager

Specialist

Staff Senior

Staff Regular

Rotator A

This policy is the official Company stance on travel matters for all aforementioned personnel.

It is important to know that employees should conduct themselves as though they are “on company business”

from the moment they step foot outside their own front door to begin travelling to/from any airport or crew

change location. Despite perhaps not physically being on shift, offshore or literally at work, you are reminded

that that you are travelling for the purposes of your activities for the Company and so your actions and

behaviour are subject to Company policy and procedure.


SECTION 3





In order to provide economy of scale opportunities for the Company, as well as a more streamlined structure

for bookings, tracking and reporting, Vantage has approved only one travel provider for all Global Travel

bookings. That travel provider is currently ATPI Griffin Travel. The utilization of any other travel agency is

not authorized.

How do Onshore Employees book a flight and what is the approval procedure?

The following booking procedure is intended to streamline the booking process, ensure the most appropriate

approach is being followed in each case, and to make travel booking as time efficient as possible; all whilst

not compromising on the need for approvals at certain levels. ATPI Griffin will have an up to date listing of

all Vantage employees and sub-groupings; for verification purposes

STEP 1 All Employees

Contact a Company Travel Booker or ATPI Griffin Travel Agency to make them aware of

your travel requirements - and copy in the person whom you report to directly (i.e. your

functional report). For the purpose of this policy we will refer to them as your Manager.

Thereafter the travel agency will only liaise with the traveller/travel booker until they narrow

down the selection to a few suitable options at which time your Manager should be re-

included in the emails. If your Manager wishes to be included in the entire process they may

notify ATPI Griffin Travel Agency of this requirement at this time.

STEP 2 The Manager will already be aware of the trip (as a result of following STEP 1 which was to

copy them in). Now:

Executive Officers & NEO/VP’s Flights - If the total flight cost for the trip is under

US$10,000 no approval is required for this level of employee. However, any flight/trip that is

going to exceed US$10,000 in flight costs need to be pre-approved by the Manager. In order

to do this, the traveller will narrow down the options with ATPI Griffin then gain approval

with their Manager for the final flight selection.

Directors/Managers/Specialist Flights - If the total flight cost for the trip is under US$1,000

no approval is required for this level of employee however any flight/trip that is going to

exceed $1,000 in flight costs, need to be pre-approved by the Manager. To do this the

traveller will narrow down the options with ATPI Griffin then gain approval with their

Manager for the final flight selection.

Staff and Staff Senior – A staff level employee is not authorized to incur any travel related

costs to the Company without first having email approval from their Manager specifically

relating to the same amount. Contact a Company Travel Booker or ATPI Griffin Travel

Agency to make them aware of your travel requirements - and copy in the person whom you

report to directly (i.e. your functional report). For the purpose of this policy we will refer to

them as your Manager.


SECTION 3




STEP 3 All Employees

From here on the travel agency will only liaise with the traveller/travel booker until they

narrow down the selection to a few suitable options at which time your Manager should be re-

included in the emails. If your Manager wishes to be included in the entire process they may

notify ATPI Griffin Travel Agency of this requirement at this time.

Once the appropriate Manager approval has been received by ATPI Griffin Travel Agency,

they will only then ticket the flights and send the final itinerary to both the traveller and

Manager.


SECTION 4

The Vantage Travel Policy




Employees must accept to travel in whatever mode of transport has been allocated by the Company.

Where there is a requirement to send the Employee on business outside of his/her country of domicile or

country of employment residency (e.g. business meetings, training courses, crew changes) the Company will

arrange flights on behalf of the Employee. In all cases, a cost conscious selection will be made.

All Onshore Employee Sub-Groupings have changed since the original offer templates were created and so an

Employee cannot refer to their Formal Offer of Employment for this information as it will not be accurate. If

the Employee is unsure of their Employee Sub-Groupings please contact a member of the People Department.

ONSHORE POSITIONS (including Rotator A)

Effective 1st April 2015

Employee Sub Group Work Related Flights **All Other Flights

Executive Officer (CEO, CFO & COO) *Business or Economy BC > 4 consecutive hours

NEO/VP *Business or Economy BC > 4 consecutive hours

Director BC > 4 consecutive flying hours BC > 4 consecutive hours

Manager I BC > 4 consecutive flying hours Economy

Specialist I BC > 4 consecutive flying hours Economy

Manager II & III Premium Economy Economy

Specialist II & III Premium Economy Economy

Staff – Senior I Economy Economy

Staff – Senior II Economy Economy

Staff – Senior III Economy Economy

Staff Regular Economy Economy

*At the Executives/NEO/VP’s discretion however the expectation is that flights under 2hrs do not need to be

in Business Class unless Economy seats are unavailable.

**All Other Flights - includes Annual Vacation Flight Home (AVFH), Initial Relocation, Reconnaissance

Flights and attending Training Courses.

Initial Relocation is the first relocation flight an Employee (and his/her family if applicable) takes with the

Company (assuming relocation is required).

In Employment Relocation is when an Employee is already in employment and they are now being relocated

once again (e.g. a Rig/Country Manager moving from one Country/City to another Country/City). In

Employment Relocation Flights allows the Employee (and his/her family, if applicable) to travel in the same

Class of Travel as “Work Related”. In Employment Relocation flights are charged to the receiving cost

centre.


SECTION 4




Where the Employee is of a Sub-Grouping that entitles them to travel Business Class, where a sector exceeds

4 hours, the entire trip (i.e. all sectors) will be booked in Business Class. Where there is an overnight break in

the journey and the latter part of the journey is less than 4 consecutive flying hours, the flight will still remain

in Business Class.

Onshore Position Exceptions

Long Haul Flights Onshore Employees who are required to travel on a flight that is in excess of 10

consecutive hours, who are not entitled to Business Class travel, will be eligible to

fly 1 or 2 days earlier so that they may have a period of rest and recuperation. This

will need to be managed on a case by case basis and will need to be approved in

advance by the Department Manager. The Company will bear the costs for both

the hotel and per diem/expenses for these additional 1 or 2 days.

West Africa Rotator A Operations Engineers and Rotator A Controllers traveling to and from

West Africa are entitled to fly in Premium Economy (if available) for any flights in

excess of 4 consecutive hours. Where Premium Economy is not available,

Economy will be booked.

Marketing Group The Marketing Team will still be able to fly at their discretion. People travelling

with the Marketing Team are entitled to fly in the same class as them.


SECTION 5

Travel Booking Contacts



Travel Booking Contacts

Vantage – India Office Hours Tel: +0065 62949377 Extension: 1617 or

[email protected]

24hrs + 1 832 369 1566

Vantage - Singapore Office Hours Tel: +65 6294 9377 Extension: 1613 or

[email protected]

24hrs + 1 832 369 1566

Vantage - All Other Office Hours + 1 832 369 1566 or

[email protected]

24hrs, Toll free +1 866 218 8739 Vantage Pin: 80232

mailto:[email protected]




SECTION 6

Cost Control



Cost Control

It is the responsibility of all travellers to ensure that Company Travel is booked in a cost effective manner.

You can attempt to achieve the best fares by:

1) Make contact with the Travel Booker or ATPI Griffin Travel Agency 14 to 21 days in advance when

possible. Any delay in notification could result in limited availability and unnecessary additional costs to

the Company.

2) Try to be flexible with your departure/return dates and inform ATPI Griffin Travel Agency so they can try

to source less expensive flying days for your trip.

3) Select a cost effective routing by balancing total travel time, stopovers and layovers vs total ticket cost.

4) Instruct the Travel Booker or ATPI Griffin Travel Agent to ticket your flight as soon as you have the

authorization to do so.


SECTION 7

Reporting



Reporting

ATPI Griffin Travel will issue monthly reports to the Travel Manager and the Director of HR on items such as

total travel spend, change fees and where Policy was not followed. Any areas of concern will be addressed to

the CEO.


SECTION 8

Approved Airlines



Approved Airlines

The Company prefers to use IATA Approved Airlines. For a list of IATA Approved Airlines please access

IATA Current Airline Members. Not all affiliates are listed so if an Employee does not find the airline he/she

is looking for, please contact your Travel Booker for help.

Budget Airlines

The Company will not normally use budget airlines however if a traveller him/herself makes a request to fly

on such an airline, or no IATA approved airlines are available in the selected country then in most cases

approval will be given. If the Company Travel Booker is unable to make the reservation via the Company

Travel Agent (which can often be the case with budget airlines) the traveller will be given the option to make

the reservation him/herself and claim the expense back via the Employee Expense Report. For travel within

countries where IATA approved flights are unavailable, for example some West African countries, then the

local base office should be notified and the local agent contacted.

Booking budget travel will cause ATPI Griffin to not have control over the reservation and will not be able to

track the employee.

http://www.iata.org/about/members/Pages/airline-list.aspx?All=true


SECTION 9

Changes to Existing Itineraries



Changes to Existing Itineraries

If the traveller needs to make a change that is not the result of an emergency (weather, delay, political crisis,

etc.) to an existing reservation, all requests should be routed via the person who made your original travel

booking if possible. In this instance, you should notify your Manager via email that your travel plans have

changed.

If the cost to change the flight is in excess of $500 USD the Travel Agent will alert the Manager of the flight

change request. The Manager will need to respond immediately if they have any objections to the change.

In an emergency situation the Employees changes will be approved up to $1,000 USD. Any cost higher than

$1,000 USD will need Manager approval.

The Company Travel Booker or ATPI Griffin Travel Agency will then ticket the flights and send the final

itinerary to both the traveller and the Manager.


SECTION 10

Accommodation



Accommodation

Effective 1st July 2015, the following Vantage Corporate Hotels must be booked when travelling to such

locations:

City Hotel/Apartment Rate Rate is for

Room Type

Employee

Level

Loyalty

Scheme

Included in Rate

Singapore Stamford

Swissotel S$275

Classic

Single All FRHI 2 pieces of Laundry

Singapore Copthorne

King’s S$235 Deluxe Crew

Broadband Internet

Breakfast

4 pieces of Laundry

Houston Granduca Hotel $249 Junior Suite Executives Leaders

Club Wifi

Houston Omni Hotel $179 Deluxe

King/Double All

Wifi

Breakfast

Parking

Houston Sheraton

Brookhollow $106

Standard

Single/Double Crew Starwood

Breakfast

4 pieces of Laundry

We recommend that all Vantage Corporate Hotels are booked via ATPI Griffin. When booked in conjunction

with an airline ticket there is no additional transaction fee for hotel reservation, so the traveller/travel booker

should make hotel arrangements at the same time as the flight request. The fee for hotel bookings, if not made

at the same time as the flights or in the case where flights are not required, is US$15.


SECTION 11

Car Rental



Car Rental

Policy

Car Rental is only permitted for company business purposes i.e. Vehicles cannot be rented to assist employees

with personal vehicle needs such as for own vehicle repairs, etc.

All individuals operating a rental vehicle must be an Employee of Vantage. Employees must show valid

driving identification to the rental agent upon arrival.

While operating a rental vehicle the Employee must obey all posted driving signs and laws. Employees are

considered “at work” while operating a rented vehicle and any violation of motor vehicle laws, i.e. Driving

under the Influence, or Speeding will be dealt with as violations of company policy whilst “at work”.

When renting a company vehicle, consideration should be given as to whether one vehicle can be rented for a

group of employees. In this case, all driving Employees must identify themselves with a valid driver’s license

to the rental agent as possible drivers.

In the event the Employee is involved in a motor vehicle accident during the rental period the Employee shall

contact the local rental office indicated on their rental agreement. The Employee must then contact their

Manager and report the incident. That Manager/Supervisor must then contact an HR Manager.

If during the rental period the vehicle has any mechanical failure the Employee should contact the number on

the rental agreement for the local office where they received the vehicle.

For locations where there is a potential security risk, transportation must be arranged by the base office for

that country. For tracking reasons only approved transport services must be used. The base office should be

aware of the Employees movements while in the country at all times.

Car Hire Singapore

Short Term/Business trips

We do not currently have any agreements for International Car Rental. Business travellers to Singapore

should use taxis as this has been evaluated and is the most economical mode of transport +65 6552 1111

Long Term Car Rental

Expat Resident Employees based in Singapore should reference Guidance Note - 25 for the Policies and

Procedures for long term car rentals.

Car USA & Canada

Vantage has put in place an agreement with Enterprise/ National car rental to be the exclusive provider of car

rental vehicles for our organization for all car hire inside the United States and Canada. Please contact your

Company Travel Booker or ATPI Griffin Travel to organize.


SECTION 11

Car Rental



Car Insurance USA & Canada

During the rental process at Enterprise/ National Employees should decline any insurance offered to them and

refrain from giving over personal auto insurance to the rental agent. Vantage has included vehicle insurance in

the rental price of the vehicle.

If the reservation is not with Vantage’s preferred vendor (Enterprise/National) then the most reasonable

comprehensive insurance option offered by the rental company should be taken.

All Other Locations

As Vantage do not have agreements set up outside USA & Canada, Employees in need of car hire for

approved Business purposes may contact their Company Travel Booker, ATPI Griffin Travel or go online

with any Car Hire Company to organize it themselves.

Car Insurance outside the USA

The most reasonable comprehensive insurance option offered by the rental company should be taken.


SECTION 12

Travel Agent Responsibilities



Travel Agent Responsibilities

Company Travel Agents are responsible to notify the Company of any safety issues or concerns in relation to

flight carriers or routes, etc. Where there has been a natural disaster, terrorist threat or any other low, medium

or high alert activity, the Travel Agent must communicate with the Travel Booker to advise on possible

rerouting recommendations so that none of our travellers are put at risk. In the event of a major catastrophe or

natural event the Travel Manager should be made aware of possible delays in flights that could affect the

movement of Vantage Employees.

If a major disaster at an airport or on an airline that is carrying a Vantage Employee occurs then the Travel

Manager, HR Manager and Director of HR should be notified immediately.

ATPI Griffin Travel Agents will be responsible for all booking of accommodations during an Employee’s trip.

Vantage will be responsible for providing any rate agreements that are in place to ATPI Griffin who will use

these agreements whenever possible. If a hotel will not honour a signed agreement due to the fact the

reservation is not coming directly from Vantage then the Travel Manager must be notified.

The Company Travel Policy, as with all Company Policies,

are subject to change and therefore may not always be as beneficial

to an Employee as what is detailed in this current revision.

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