salesforce.com non employee travel and expense guidelines

SALESFORCE.COMNON EMPLOYEE TRAVEL AND EXPENSE GUIDELINESGENERAL INFORMATIONThese SALESFORCE.COM NON EMPLOYEE TRAVEL AND EXPENSE GUIDELINES (these “Guidelines”)apply to all contractors, consultants, temporary employees and suppliers (collectively, “Supplier”) of services(“Services”) to salesforce.com, inc. or an entity controlled by salesforce.com, inc. (“SFDC”) under purchaseorders issued by SFDC and agreements, engagement letters, statements of work, or other documents executed bySFDC and Supplier (each a “Purchasing Document”) and seek to have expenses reimbursed by SFDC.To be eligible for expense reimbursement, all Suppliers must enter into a binding Purchasing Document priorto incurring expenses submitted for reimbursement, including any business travel undertaken on behalf ofSFDC. All travel-related expenses must be approved in writing by the authorized SFDC representative inadvance of travel.Supplier must adhere to the SFDC Supplier Code of Conduct (available athttp://www.salesforce.com/company/legal/supplier.jsp) and follow the intent of these guidelines. Wherepolicies/guidelines lack specificity, Supplier should use discretion and good judgment in incurring andsubmitting expenses to be reimbursed by SFDC and ensure that such expenses are appropriate business needs.The absence of a specific direction or definition in SFDC policies/guidelines does not mean that the item isapproved as an acceptable practice or an approved expense. If there is a question, Supplier should raise thequestion to the SFDC representative.Failure to adhere to SFDC travel and expense policies/guidelines may result in non reimbursement ofexpenses and termination of the Purchasing Document, in accordance with the applicable terms andconditions.All expenses submitted for reimbursement from SFDC must be reasonable, incurred while providingServices, be pre-approved in writing, and comply with SFDC policies/guidelines.In the event of conflict or inconsistency between these Guidelines and any Purchasing Document, theseGuidelines shall apply unless the Purchasing Document has tighter controls than those outlined in theseGuidelines.No external customer or supplier policies may supersede SFDC policies/guidelines for SFDC employees, orwhere SFDC is paying for the services of non employees.When expenses are being passed through to an SFDC customer, SFDC personnel must use an SFDCapprovedtravel agency for the booking of air, lodging and rental car reservations. SFDC personnel willfollow the travel specific guidelines (class of service, etc.) of the paying company, as long as it is not aviolation of SFDC policies or Code of Conduct.Supplier may utilize, but are not required to use, SFDC’s authorized travel agency in order to take advantageof SFDC discount pricing with its preferred commercial air, lodging and rental car suppliers.SFDC does not provide insurance of any type for non employees. This includes health, life, disability or anyother form of insurance, unless otherwise specifically agreed in writing.SFDC employees cannot pay for non employee expenses and seek reimbursement.AIR TRAVELSFDC’s approved air class of service is coach/economy for domestic or international travel.Supplier must consider booking non-refundable (rather than refundable) tickets unless non-refundable ticketsare unavailable, or the change fees for non-refundable tickets exceed the refundable ticket expense.(November 30, 2012, V4)

SFDC will only reimburse for the lowest logical coach class or economy class tickets, irrespective of the classof airfare purchased. Supplier must accept the lowest logical airfares and use non refundable airfares whenavailable and a viable option.Any associated expense with the use of privately owned aircraft or chartered aircraft for SFDC business usewill not be reimbursed.All travel expenses incurred through SFDC’s approved travel agency must be paid in full at the time ofbooking. Additionally:o All expenses include applicable service fees charged by SFDC approved travel agency.o Supplier is required to pay SFDC’s approved travel agency directly using Supplier’s own means, (e.g.Supplier’s credit card).o Direct billing or charge backs are not allowed.Supplier should make air reservations as early as possible, in order to take advantage of discounted fares.Any airline upgrades (to include mileage), airline memberships, or excessive baggage fees will not bereimbursed.Supplier must not book a higher priced airfare for the purposes of:o Using frequent flyer points to upgrade;ooGaining additional frequent flyer points; orDowngrading a higher priced airfare for personal gain (e.g. converting a higher priced airfare to twocheaper fares).LODGING AND GROUND TRANSPORTATIONSupplier should utilize SFDC’s preferred lodging and rental car suppliers to take advantage of SFDC discountpricing.All authorized lodging and ground transportation expenses are to be paid directly to the provider.Additionally:o Supplier is required to pay lodging (hotel) and all ground transportation directly using own means (e.g.Supplier’s credit card).o Direct Bill/Charge backs are not allowed.SFDC will not reimburse the use of suites, lodging no-show fees, reservation fees, etc.Taxi or public transportation when traveling on SFDC business are encouraged verses rental cars, unlessimpractical. SFDC will not reimburse for cab fares if Supplier is also renting a car in the same city on thesame trip.AVIS and Budget are SFDC’s preferred rental car suppliers and have agreed to include LDW and CDW aspart of the negotiated discounted rental fees in most key SFDC markets. Supplier may consider takingadditional insurance to further protect their personnel or property, but at no cost to SFDC.Compact sized cars are authorized for use but, luxury and sports cars will not be reimbursed.SFDC will reimburse for reasonable mileage when a private car is authorized for business use at theprevailing government rate for mileage reimbursement. Clear and accurate documentation noting to and fromdestinations must be provided and approved by SFDC when submitting for reimbursement.EXPENSE REIMBURSEMENT GUIDELINESNon complying expenses will be deducted from the Expense Reimbursement (ER) and associated invoice.SFDC does not issue travel advances for travel expenses.All Supplier ER’s must be submitted within 30 days of the occurred expense, approved as aforementioned,and are subject to internal audit.All expenses greater than $25.00 must be itemized and have original receipts attached to the ER when seekingreimbursement.(November 30, 2012, V4)

SFDC will not reimburse for “per diem” or other type fixed daily expenses.A. Submittal Processo Temporary employees may not use Concur Expense for their business related expense.o Temporary employees must engage their employment agency for their methods of reimbursement.The agency will bill SFDC and reimburse the temporary employee accordingly.o Subcontractors may use Concur Expense for their projects related expenses.o Subcontractors will use the projects policy to submit expense against specific client/jobs: Instructionswill be sent with the individual’s Concur credentials.o SFDC will remit reimbursement to the subcontractor’s company. The subcontracting company is thenresponsible for forwarding payment to the subcontractor employee and may withhold payment untilproject billings are complete.B. Non Reimbursable Items - include but are not limited to;o Additional/optional travel insuranceo Additional/optional rental car insuranceo Air, rail phone charges except in emergency situationso Airline, airport, hotel, auto club membershipso Baby sitting services, Childcare expenseso Barber/hair dresserso Books, newspapers, magazines while travelingo Credit card annual fees or late payment feeso Cellular/mobile phone equipment or hardwareo Clothingo Computer or related hardware or softwareo Charter services of any kindo Expenses associated with interim stopovers if not business relatedo Gentlemen’s clubs and/or similar adult entertainment facilities/activitieso Gifts for employees, Flowers, Greeting Cards of any kindo Helicopter serviceso Hotel “no show’ chargeso Hotel Suites of any kindo Hotel mini bar expenseso House sitting serviceso Kennel or pet care serviceso Outside legal serviceso Laundry or Dry Cleaning services unless duration of stay is 4 nights or longero Lost or delayed luggageo Hotel or any movie rentalso Past due / delinquency feeso Shoeshine serviceso Spouse or domestic partnership travel expenses, unless business related and approved in advanceo Toiletrieso Air or hotel upgradeso Office furniture or furnishingso Travel to and from home to normal place of businessReservation of Right to Change PoliciesSFDC reserves the right to change these Guidelines at anytime, with or without notice.(November 30, 2012, V4)