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1. GENERAL POLICY REQUIREMENTS
1.1. Purpose All Seagate consultants, contractors and outside representatives are responsible for controlling travel and entertainment expenses, and are expected to use good judgement when requesting reimbursement from Seagate.
1.2. Scope This policy covers all contractors and contract personnel who are authorised to incur expenses that will be reimbursed by Seagate. This policy applies on a worldwide basis. For non-US operations, this policy may be subject to additional terms or modifications to meet local requirements within the individual country.
1.3. Authorization This policy does not authorise contractors to incur any expense on behalf of Seagate. This policy defines the type of expenses that can be reimbursed, if authorised, and the procedures for obtaining reimbursements. All contractors must obtain advance authorisation from Seagate before incurring any travel or entertainment expenses, and must obtain reauthorisation if there is any change in the expenses after the original authorisation.
1.4. Policy Exceptions Any exception to this policy will be considered a deviation and will require the written approval of the responsible Seagate Vice President for deviations up to US$500 or a Senior VP or above for deviations exceeding US$500. NOTE: There are no exceptions for vehicle violations or for violations of customs and export control requirements.
2. AIR TRAVEL
2.1. Lowest Logical Airfare Contract personnel travelling by air are expected to accept flights with the lowest logical airfare. The “lowest logical” airfare means that contractors cannot use a more expensive flight if there is a less expensive flight available that meets the following requirements:
- Does not change the departure or arrival time by more than two hours.
- Does not increase the one-way total elapsed journey time by more than two hours.
- Does not add more than one additional stop each way.
- Provides savings of at least 20% or more (minimum US$100) off the cost of the return air ticket.
- May use alternative carriers or airports (i.e. regional discount carriers or secondary airports).
2.2. Class of Travel All travellers must fly in coach or economy class unless the traveller obtains an exception in advance from the applicable Senior VP.
- A traveller may fly in business class or first class when travelling with a Seagate VP or above for the purpose of conducting Seagate business with the VP. This exception is available only at the request of the VP and must be approved in advance by the applicable Senior VP.
- A traveller may fly in business class or first class when travelling with a customer or potential customer who is travelling in business class or first class. This exception must be approved in advance by the applicable Senior VP.
2.3. Unauthorised Upgrading Upgrading air tickets to a higher class of service without the advance written approval of a Senior VP is considered a personal expense and will not be reimbursed by Seagate.
2.4. Unauthorised Downgrading A traveller may not downgrade air tickets to subsidise personal travel or to subsidise travel for accompanying individuals. If the air carrier downgrades a ticket for any reason, the refund must be returned to Seagate.
2.5. Cancelled or Changed Reservations If a journey is ticketed and then cancelled or changed, it is the responsibility of the individual traveller to ensure that the original ticket price is refunded or documented and used towards future travel.
2.6. Frequent Traveller Programmes. Contractors are permitted to accumulate mileage credits and other benefits from individual frequent traveller programmes; however, contractors are prohibited from selecting travel providers based on membership or benefits in any programme.
2.7. Chartered/Personal Aircraft All aircraft charter requests, as well as requests to use personal or corporate aircraft, must be approved in writing by Seagate's President, Chief Financial Officer or Chief Executive Officer.
2.8. Group Travel If ten or more travellers are going to the same destination for the purpose of conducting Seagate business, then contractors should co-ordinate with Seagate's Corporate Travel Administration for contract negotiations with airlines, lodging and ground transport suppliers. For further information regarding group travel, please contact Seagate Corporate Travel Administration in Scotts Valley, California, USA.
3. GROUND TRANSPORTATION
3.1. Use of Alternative Transportation Contractors must use the most cost-effective means of ground transport while on Seagate business, and must evaluate alternative transport, such as airport shuttles and taxis, before electing to hire a car.
3.2. Mid-Size Cars or Smaller All travellers are expected to rent mid-size cars or smaller. Contractors are responsible for ensuring that the correct rate is charged at the time of hiring.
3.3. Fuel Options Travellers must decline all fuel option purchases and return the car with a full tank of petrol. If circumstances prevent refuelling a car, a detailed explanation must be included on the expense report.
3.4. Personal Cars Travellers are permitted to use their personal cars for Seagate business, and Seagate will reimburse actual mileage, tolls and parking fees. In the USA, mileage will be reimbursed at the US Internal Revenue Service standard mileage rate. In all other countries, mileage will be reimbursed at the local country rates. Contractors are responsible for ensuring that all travellers using personal cars have all the correct licences, insurance and permits for the vehicles.
3.5. Transportation from Home to Airport Travellers may use shuttle services for return transport from a traveller's home to the airport if the cost is lower than the total cost of the mileage allowance plus airport parking. If a personal car is used to travel to the airport, the traveller must use long-term parking.
3.6. Use of Taxi Service In the USA, the cumulative daily expense for taxi services must not exceed the cost of hiring a car.
3.7. Vehicle Violations and Fines Seagate will not reimburse contractors for any traffic fines, parking tickets or any other vehicle violations. There are no exceptions to this requirement.
4. OVERNIGHT ACCOMMODATION
4.1. Accommodation If Seagate business requires the use of overnight accommodation, contractors must use moderately priced single room accommodation. The Seagate Corporate Travel Department has negotiated corporate hotel rates in most major cities. Contractors are expected to use these rates unless a lower rate is available. If contractors pay a higher rate than approved, then Seagate will not reimburse the difference in price. Preference for a hotel because of frequent traveller programmes should never receive priority over cost savings for Seagate.
4.2. Cancellations If any reservations must be cancelled or changed, contractors are responsible for ensuring that the reservation is cancelled or changed in a timely fashion to avoid any "no show" charges. Seagate will not reimburse "no show" charges incurred due to failure to diligently cancel or change any reservation.
4.3. Use of Private Homes In some instances, it may be convenient or necessary to use a private home of family or friends while travelling on Seagate business. Seagate will reimbursement up to US$50 per day for use of private homes.
5.1. Travel Meals Seagate will reimburse actual and reasonable meal expenses when overnight travel is required in order to conduct Seagate business or when a one-day trip takes the traveller outside his or her normal work location. This includes breakfast if the traveller is required to leave home more than two hours earlier than normal, and dinner if the traveller cannot reasonably return home until two hours or more after normal working hours. The “reasonable” meal expense depends on the location of the travel and the prevailing exchange rate.
5.2. Business Meals and Entertainment All meal and entertainment expenses (other than travel meals described above) must be approved by Seagate in advance. Any non-travel meal or expense that exceeds US$500 must be approved by a Senior VP, or above.
5.3. Receipts Receipts are required for any single meal costing US$50 or more. If a receipt is not provided with the Expense Report, Seagate will not reimburse more than US$50. All receipts must be imprinted with the name of the establishment. The date and amount of the expense must also appear, but do not necessarily need to be imprinted.
5.4. Attendee List An attendee list must be submitted with all requests for meal and entertainment expense reimbursements.
6. EXPENSE REPORTS AND REIMBURSEMENT
6.1. Original Receipts All receipts must be imprinted with the name of the establishment. The date and amount of the expense must appear, but do not necessarily need to be imprinted. If the original receipt is lost, the credit card statement can be used. The following documentation must be included with each expense report:
- Airline tickets - the invoice, e-ticket, or the original passenger copy of the airline ticket, regardless of the amount.
- Car hire - the original hire receipt, regardless of the amount.
- Accommodation - the original accommodation receipt, regardless of the amount.
- Meals - the original meal receipt for any single meal costing US$50 or more.
- Other expenses - for all other expenses, the original receipt must be provided for any single item costing US$50 or more.
6.2. Explanation of Exceptions The expense report must include an explanation of any expenses for which no receipts are provided, such as meals less than US$50. The expense report must also include an explanation of any deviations from the policy, such as the use of unauthorised travel agencies, accommodation or transportation providers.
6.3. Non-Reimbursable Expenses Seagate will not reimburse the following items under any circumstances:
- Flight insurance
- Boarding fees for pets
- Babysitting fees
- Transportation between home and office on regular workdays
- Traffic or parking tickets
- Frequent traveller programme fees
- Additional travel or car hire insurance costs
- Navigational systems in hire cars
- Corporate card late fees
- Airline club membership fees
- In-room movies
- Personal items lost, stolen or damaged while travelling
- Medications or prescriptions
- Transportation, duties, taxes and other fees associated with the shipment of personal effects.
7. CUSTOMS AND EXPORT CONTROL REQUIREMENTS
7.1. US Embargo List All travellers are prohibited from travelling for business purposes to any country identified on the US embargo list.
7.2. Customs Declarations Government regulations may require the declaration of any merchandise, technical data or currency that is exported and imported. Contractors are responsible for complying with all government regulations and declaring all carried items with the local customs authorities before departure and after arrival. In most cases, travellers arriving in a foreign country will be requested to complete a customs declaration form prior to entry. All travellers are required to properly declare all items (including technical data) being carried by hand into any foreign country.
7.3. Violations There are no exceptions to the customs and export control requirements. Any violation of government regulations may subject contractors and individual travellers to civil or criminal penalties, including fines, imprisonment, expulsion, forfeiture of goods, or loss of import and export licences. Violations may also subject contractors or Seagate to adverse publicity. Any violation will be considered an incurable and material breach of contract with Seagate.
Last updated 22 January 2010