travel and expense management policy - home - corporate … · 2019-08-21 · expense management...
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fcx.com
Travel and Expense Management Policy
July 2019
Revised Policy Training
Contacts
Expense Management
Roxie Albright – T&E Manager
O: 602-366-7009
C: 602-346-5138
Kim Burley – T&E Supervisor
O: 602-345-5717
C: 480-489-7649
Travel Management
Michele Gannon – Director Global Travel Services
O: 504-582-4573
C: 504-430-3030
Genorie Church – Account Manager
O: 504-582-4117
C: 504-491-7603
Nick Lieberman – Operations Manager
O: 504-582-4564
C: 520-227-1506
CONUR – Should be used to book all domestic travel
• Concur Travel has been updated with new policy requirements and tracking
• Common sense approach to the new requirements - if you feel that you have a valid
reason for choosing an airfare or hotel that is being called out of policy, use the
comments section to provide details to the T&E team. Reasonable variances are
going to take place.
• The following air/hotel rates have been blocked in Concur due to the highly
restrictive terms.
- HOTEL - Non-Refundable rates have been blocked (norefundable/nonchangeable)
- AIR - Basic economy fares have been blocked (no seat selection, last to board, no ticket
changes)
Travel Policy Updates
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4
Travel Policy Updates
DMR (Departmental Meeting Request) Requirement
• Link to the form is also on T&E SharePoint and FM Travel Center
• Note that the form will not launch in IE. If it defaults to IE you must cut/paste the URL
into Edge
• Form should be submitted prior to signing any contracts with potential venues
• Unique form ID# beginning with DMR should be included with the invitation to
attendees
• Attendees will be required to provide the DMR# when confirming travel as well as
doing expenses. Please provide only the DMR# in the box in Concur, not the name of
the meeting.
• The form is currently a notification and tracking tool. It will automatically route to the
first Director level in your department as well as the Travel Center.
Notable Policy Changes
• Non-refundable vs. refundable ($300 rule of thumb on domestic)
- When choosing between a non-refundable vs a refundable domestic airfare, the general
rule of thumb is that the non-refundable should represent a savings of $300 or more (which
= 1.5 times a normal change fee of $200). This may get called out of policy on Concur, but
there is a reason code for this choice which is allowable.
• 20% rule
- Employees may choose any airline, within the preferred group, as long as the chosen
airfare does not exceed twenty percent (20%) of the lowest fare on a comparable schedule.
This will be called out of policy on Concur and will require a reason code.
• Southwest - always default to non-refundable airfare
- No change fees apply to non-refundable fares
- Early Bird check in is reimbursable. If you are an A-List member you do not need Early Bird
check in, as you are guaranteed an A boarding pass.
- Business Select requires agent booking
Travel Policy Updates
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• Preferred Hotel tracking in Concur
- This is being done to track usage of our preferred properties as well as identify areas of
need in certain cities.
- Room night rates over $350 are being tracked for reporting, with the understanding that
areas like New York, DC and San Francisco will have higher rates for standard properties.
• 14 day advance purchase (guideline not a requirement)
- Every effort should be made to book as early as possible to obtain lowest cost
Travel Policy Updates
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Travel Tips
Preferred suppliers
• Sign up for car rental programs in FM Travel Center to obtain FM contract perks such as
counter bypass, choose your own vehicle (larger vehicles can be chosen for the mid-size price)
and E receipts
Add hotel and / or car to an existing Concur reservation
• Travel home page -> Upcoming Trips -> Click on the trip -> Click on Add to your Itinerary on the
right hand side of screen
Help Menu in Concur
• Top right corner of the screen; offers video training and FAQs on both Travel and Expense.
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Travel & Expense Resources & Tools FM Travel Center
• FM Travel Announcements, Travel Policy, DMR, Visa & Passport
requirements, Preferred Suppliers, Safety & Security, Company Charters
ISOS Mobile (found in your FM Apps)
• Security alerts, 24 hour safety and medical assistance
• Security check in
Itinerary Management Tools (found in your FM Apps)
• TripCase & TripIt
Concur Mobile Application (found in your FM Apps)
• Book travel
• Photograph receipts
• Process expense reports
• Contact T&E for initial password
• Link to training portal
How to Find Your Airfare Receipt
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How to Find Your Airfare Receipts
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Expense Management Policy Highlights
Issued to employees traveling 2+ times / year
Personal Liability Card
Annual Rebate
Reimbursement of reasonable expenses
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Corporate Credit Card Use
Gym / sports facilities
DO Seminar / Conference Fees
Laundry 5+ days
Passport / Visa Fees
Parking / Tolls
Fuel / Gasoline
Rental Cars
Ground Transportation
Lodging - Hotel
Meals – Individual and Group
Airfare
DON’TOffice Supplies
Phone Accessories
Excessive Alcohol
Spas
Auto Repair
Gift Cards
Inflight and Hotel Movies
Pet food
New limits
What if I am over the limit?
• Manager approval may be required
• T&E Team will take into account:
- Location
- Trip duration
- Occasion
- Circumstance
Meals – Dining Alone
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BREAKFAST:
$25 DINNER:
$65
LUNCH:
$40
NEW LIMITS
Entertainment vs. Group Meals Expense Types
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1
2
1
2
3
FMI Employees Only
• Breakfast
• Lunch
• Dinner
• Happy Hours
1
2
3Attendee List
• Outlook Invite
• Exists in Concur
Non-FMI employees
Attendee List
• Outlook Invite
• Create list in Concur
• Group meals
• Entertainment
• Recreation
• Detailed receipts required
Personal Mileage vs. Car Rentals
3
1
2
1
2
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Reserve using FM Travel
Center or Concur to ensure
you are covered by insurance
Intermediate or compact cars
1
2
34x4
• CO, El Abra
• Inclement weather
• Insert comment
Use when it is the most cost
effective method of
transportation
Over 250 miles round trip
requires the use of the
Concur mileage calculator
Addresses required
• Don’t use “home”
MIS Policy
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iTunes storage, music, movies, etc. are not reimbursable
iTunes01
May not use a tethered hotspot without prior approval from
MIS.
Hotspot02
May not expense downloaded applications. .
Applications03
Accessories should be procured through MIS.
Accessories04
Cardholders Expense Management
No
Payment extract
Review report
Text Here
Text Here
Text HereBook travel or
purchase items
Create expense report
Process transactions
Upload receipts
Submit report
Approve report
Send report back to employee
Credit card payment or
cash reimbursement
Concur Process Overview
Yes
Payment Information
1919
APPROVED expense reports
by FRIDAY, 2:00 PM MST
Paid the following Wednesday
Posts by FridayCREDIT CARD
Paid the following Wednesday
Deposited within 3-5 business days
CASH
Expense Concur Tips & Tricks
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Attach calendar invite for attendees
Use comments to explain special
circumstances
New end-user interface
•Helpful for itemizing hotels
•Must contact T&E for access
- Email fsst&[email protected]
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Important Phone Numbers
FM Travel Center Agent
1-602-366-7878 or 1-504-582-4559
International SOS / FCX Reporting Hotline:
(Medical or Security Related Emergency)
1-215-942-550003
04
Expense Management – Credit Card Issues
1-602-345-5654
fsst&[email protected]
After hours travel help – Available 24/7
1-877-562-1158 or 1-203-787-6266
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Risk Management – Reporting Hotline
1-800-455-2405
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01
Need help processing expense reports?
T&E
OFFICE
T&E
SHAREPOINT
SAP
CONCUR
T&E OFFICE
602-345-5654
FSST&[email protected]
T&E
SHAREPOINT
LINK
CONCUR
TRAINING
LINK