Download Dollar Tree and Family Dollar Travel and Expense Reimbursement Policy and more Study notes Mathematical finance in PDF only on Docsity!
Policy Owner: Michael Spoon – Travel Manager
Travel & Expense Policy (US)
- Last Revision Date: July - APPLICABLE AUDIENCE ………………………………………………………………………………………………………… TABLE OF CONTENTS - PURPOSE & OVERVIEW ……………………………………………………………………………………………………….. - POLICY – DOLLAR TREE & FAMILY DOLLAR ………………………………………………………………………….. - Corporate Credit Cards……………………………………………………………………………………………… - Expense Report Requirements………………………………………………………………………………….. - Receipt Requirements……………………………………………………………………………………………….. - Air Travel…………………………………………………………………………………………………………………… - Hotel & Lodging…………………………………………………………………………………………………………. - Car Rentals………………………………………………………………………………………………………………… - Meal Expenses…………………………………............................................................................. - Mileage Reimbursement…………………………………………………………………………………………… - Per Diem…………………………………………………………………………………………………………………… - Reimbursable/Non Reimbursable Expenses………………………………………………………………. - Travel for Hourly Paid Associates…………………………………………………………………………. 13-
- RELATED TRAINING MATERIALS …………………..………………………………………………………………………
- RELATED FORMS …………………………………………………………………………………………………………………..
- CONTACT INFORMATION ……………………………………………………………………………………………………..
APPLICABLE AUDIENCE
These policies apply to all Associates who incur expenses while conducting Dollar Tree and Family Dollar business
PURPOSE & OVERVIEW
The purpose of this document is to explain the guidelines and requirements surrounding travel, expense and reimbursement. The “Company” means Dollar Tree, Inc. and all of its subsidiaries.
D R A F T
EXPENSE REPORT REQUIREMENTS
Combine expense reports where possible and ensure expenses are submitted in the month they occur. Expense reports should be submitted no more than once a week. “General Travel and Expense” is the default Activity Code for all expense reports. Create a separate expense report for large events utilizing the events Activity Code to track expenses accordingly. Expense reports must be submitted by the last Wednesday of the month to ensure the expense posts to the current period for budgeting purposes.
D R A F T
RECEIPT REQUIREMENTS
Detailed receipts are required for all hotel and meal expenses charged to your corporate card except those under $10.00. Detailed receipts are also required for these purchase types: Company and Associate Events Office Supplies Meetings Meeting Materials Postage Store Supplies Miscellaneous Travel Entertainment – other Copies Awards Gifts Training and Education Materials Other out of pocket expenses (not charged to the corporate card), less than $10.00 DO NOT require receipts. Other out of pocket expenses (not charged to the corporate card), more than $10.00 DO require receipts. Concur will provide you with a notification when a receipt is required. Be sure to include all required receipts to avoid reimbursement delays. Receipts can be attached to your expenses by taking a picture of the receipt with the Concur app or scanning/faxing receipts into Concur.
D R A F T
HOTEL & LODGING
Associates should purchase the most cost effective lodging option that meets their requirements. Associates should leverage Corporate Lodging Consultants (CLC), and/or direct hotel discounts in Concur. Please contact your department admin to request a CLC card. Anyone who possess a Company Credit Card should also have a CLC card to pay for hotel stays. Any associate without a Corporate Credit Card who must make an overnight stay should contact their department admin to assist with booking the hotel reservation. Overnight lodging should only be used when visiting a location where 2 or more days’ work is necessary and the location is more than 90 miles from the Associate’s base store. The Company uses a guideline of $85.00 per night for lodging. The Company recognizes that the price of lodging will vary geographically. The Associate should use his/her discretion in controlling lodging expenses. CLC should be utilized as a primary vendor where suitable. Review hotel cancellation policies when booking. Cancellation policies can vary from 6pm day of arrival to 48 hours in advance. Always get a cancellation number when calling a hotel to cancel a reservation. The Company’s preferred hotel chains are IHG (Holiday Inn, Holiday Inn Express, Crowne Plaza, Intercontinental, Staybridge, and Candlewood Hotels), Choice International (Comfort Suites, Comfort Inn, Quality Inn, Sleep Inn, Clarion) and LaQuinta properties. If traveling internationally and away from home more than 5 days, certain miscellaneous hotel expenses are reimbursable such as laundry and tipping of hotel staff. FOR STORE OPERATIONS ASSOCIATES : All hotel stays must have prior approval from your RD/ZVP.
D R A F T
CAR RENTALS
Concur should be used for all car rental bookings. Bookings made via the internet and outside of the Concur are not permitted and are not credited to the Company’s trackable travel volume. This could compromise both our negotiated rates and our ability to negotiate deeper discounts in the future. Hertz is the Company’s primary preferred rental car vendor and should be used when booking a rental. Always choose an intermediate (mid-size) car even if other vendors have a less expense rate. Additional insurances are included in our corporate agreement. Intermediate (mid-size) cars are to be rented unless 3 or more Associates are traveling together and sharing a vehicle. A full size car is permitted when 3 or more Associates are traveling together. You will be required to give a business purpose in Concur for choosing a larger vehicle. The driver and all passengers of the rental car must be a Dollar Tree/Family Dollar Associate traveling on company business. Always refuel the rental car prior to returning the vehicle. DO NOT pre-pay for gasoline with the rental car vendor. Car rental upgrades such as navigation systems and satellite radio charges will not be reimbursed and should be declined at the time of rental. Always decline all rental and liability insurances offered as you are covered under the Company’s corporate auto insurance policy while traveling on business. If you are in an accident while driving a rental car for business, contact the rental car vendor along with the local authorities to report the incident. Also, report the accident to Sedgewick at 877-215-3437 immediately. Consider taxi, Uber or other ground transportation services whenever practical. A Credit card (in the driver’s name) is required by rental car agencies to pay for the rental. If an associate needs a rental but does not have a Company Credit Card, contact your department admin to assist with making a reservation. Associates should leverage local resources/vehicles when traveling. FOR STORE OPERATIONS ASSOCIATES : If a fleet vehicle is not available and a rental car is needed, please contact Fleet Administration at fadministration@dollartree.com to have a rental reservation created.
D R A F T
MILEAGE REIMBURSEMENT
When the use of an Associates vehicle for business related reasons is required by the Company, the associate will be reimbursed at a rate of $0.625 cents per mile, unless applicable state law requires differently. Mileage reimbursement rates may be revised periodically. Expenses related to personal vehicle maintenance and repair will not be reimbursed, regardless of whether the expenses were incurred while using the vehicle on company business. Associates must deduct miles normally driven to and from their base store (SSC or DC) from the miles they expense. Only incremental miles are reimbursable Non-reimbursable Expense Reimbursable Expense A Store Manager drives 12 miles roundtrip to work at their base store. No reimbursement mileage would be paid.
The same Store Manager is requested to attend a training class at a different store. This would require the manager to drive 40 miles roundtrip.
The Store Manager would be reimbursed $17.50 for the incremental 28 miles driven.
40 miles – 12 miles = 28 miles 28 miles X $0.625 = $17.
Mileage reimbursement from home to the airport (and vice versa) will not be reimbursed. Travel to the airport is in lieu of traveling to/from the SSC, DC or store on a normal workday for company business. In cases where multiple Associates are driving to/from the same location, carpooling is strongly encouraged. For long distance and multi-day travel, a rental car should be driven instead of using your personal vehicle. Please reserve a rental car via Concur or contact your department admin for assistance.
D R A F T
PER DIEM
(Please note: If you are a salaried Associate and will be traveling more than 2 times per year, please request a Corporate Credit Card. Only salaried Associates are eligible for Corporate Credit Cards) Per Diem will be provided only when a hotel stay is required All salaried/hourly Associates that do not have a Corporate Credit Card are required to submit a request for Per Diem to cover their meal expenses when traveling. The Per Diem rate is $35.00 per day. On travel days, Associates receive $25.00, regardless of the time of day. If an Associate received Per Diem and the Associate (a) does not travel, (b) travels a shorter duration than requested, or (c) has meals provided for them, the Associate is required to return any excess funds to the Company. Failure to do so may result in disciplinary action. Associates that received Per Diem are not required to submit receipts for meals upon the completion of their trip. Per Diem requests are submitted thru Concur. If you are not a Concur user, you may request an account by completing the New Concur User Request Form located on The Aisles. All Per Diem requests must be approved by a supervisor. Per Diem requests should be submitted as soon as travel is confirmed via your department admin, if your Concur profile has not been requested/completed.
D R A F T
TRAVEL FOR HOURLY PAID ASSOCIATES
The Company reimburses business related expenses incurred as a result of approved travel for the Company with respect to hourly-paid Associates, the following guidelines apply:
Travel for hourly-paid Associates to a different store: Associates asked to work at a different store, which is beyond normal commuting distance, must be paid wages and mileage for driving time and distance that is in excess. For example, if an Associate normally commutes two miles to Store A but on a given day she must work at Store B, which is six miles from her home, the Associate should be paid his or her wage rate for driving time as well as mileage for four miles at both the beginning and end of the day. Travel for hourly-paid Associates between stores: Associates asked to work at more than one store in a given day should be paid for commuting time between stores as well as mileage but there is no reimbursement for meals. If the first or last store is located a greater distance away than the Associate’s normal commute, then he or she should be paid both wages and mileage for the excess. For example, if an Associate normally commutes two miles to Store A but on a given day she must first go to Store B, which is six miles from her home, and then go to Store A, the Associate should be paid her wage rate for driving time as well as mileage for four miles at the beginning of the day and also mileage and her wage rate for commuting time between Stores B and A. No additional compensation is due for her drive home since it’s her usual commuting distance. Long-distance travel out-of-town for hourly-paid Associates not involving an overnight stay: With certain exceptions, hours spent in authorized travel out-of-town on approved business, when an overnight stay is not required, is considered time worked for pay purposes. However, there is no compensation for meal times and commuting time between an associate’s home and the airport, railroad, or bus station. For example, an hourly-paid Associate flies to Savannah to perform work for the Company and returns home the same day, he or she will be compensated for travel time to and from the work site (e.g., flight time and cab rides), but not for commuting time between home and the airport. Long-distance travel out-of-town for Hourly-Paid Associates involving an overnight stay: All time spent in "travel status," including time spent "in transit," during the associate's regular working hours and in the regular workweek is considered hours worked for pay purposes. For example, an hourly-paid Associate who is regularly scheduled to work Monday through Friday from 9 a.m. to 5 p.m., flies to Savannah on Tuesday on an 8 a.m. flight for two days of work. On Day one, he or she is entitled to compensation for time spent traveling to Savannah after 9 a.m. and all time at the work site, and if not at the work site then he or she will be paid until 5 p.m. Meal times will not be counted as hours worked unless the Associate is required to attend the meal, in which case that time is counted. And on day two, he or she should be compensated for all work-related activities or any non-work-related activities between 9 a.m. and 5 p.m., but not for the time spent flying back home after 5 p.m.
D R A F T
TRAVEL FOR HOURLY PAID ASSOCIATES
Travel of hourly-paid associates involving weekends and holiday: Time spent "in transit" on Saturdays, Sundays, and holidays during hours that correspond to the associate's regular working hours should be counted as time worked for pay purposes. For example, an Associate who regularly works Monday through Friday, 7 a.m. to 3 p.m., takes the train home on Saturday after a three-day trip to Savannah. The train departs at noon; therefore, he will be paid for three hours. However, time spent on personal activities (e.g., eating or sleeping) on Saturdays, Sundays, and holidays, but not while "in transit," is not counted as time worked for pay purposes, provided the Associate has not performed work. Hourly-Paid Associates who are in transit during sleeping periods (typically 11 p.m. to 7 a.m.) should be paid for such time. For example, an Associate should be compensated for time spent after midnight taking a train from Savannah to Jacksonville. Travel time for hourly-paid Associates will be paid at the normal wage rate unless total accumulation of hours triggers compensation for more than 40 hours in a work week (or over 8 hours per day in certain applicable states) and then overtime pay rates will be used.
D R A F T
CONTACT INFORMATION
If you have any question related to Concur Travel & Expense please email the following:
Concur Expense Questions – concur@dollartree.com Concur Travel Questions – travel@dollartree.com
Please use Concur for your business travel needs. For travel & expense related questions or issues during business hours, contact the Travel & Expense Department: Phone: (757) 991-5114, ext. 14114
For emergency travel assistance , contact Travel Incorporated: Phone: (844) 740-4523 (US Travelers) Phone: (877) 568-3658 (CA Travelers)
Additional contact information: Michael Spoon – 757-321-5285 or ext. 15285
D R A F T
(Rev 07 /202 2 )
Associa te Name:
Associa te Signature:
Date:
Travel & Expense Policy (US) Signature Page
D R A F T
Dasha Grant
