2017 Flash Global Employee Handbook FINAL

PERSONAL CREDIT CARDS AND TRAVEL ADVANCES
Method of arranging Travel
1) Upon approval from the appropriate manager, all business arrangements can be made by the employee traveling through
company preferred booking tool CONCUR. Other online booking tools may be used if there is a cost savings over the company
preferred CONCUR. Employees should keep documentation to justify any use of other online booking tools.
2) Trips that were not forecasted through the travel tracker must be approved by your management prior to making travel
arrangements.
Payment of Travel Expenses
1) Employees are expected to utilize their own credit card for business travel and entertainment and submit expense reports with
the applicable receipts. All expenses are to be submitted through the Company’s expense reimbursement system no later than
one (1) week after the previous month, no exceptions.
2) Expenses for airfares booked more than 4 weeks prior to departure and convention fees can be submitted at the time of
making a reservation (i.e. prior to the travel/event taking place). If the trip is subsequently cancelled the airfare credit must be
submitted in the next expense report.
3) Prior approval by the CFO is required for a cash advance for business travel and/or entertainment expenses.
4) You must break out the various charges of your hotel bill on the expense report (i.e., hotel charge in the hotel column; meal
charge in the meal column).
AIR TRAVEL
Air travel is an appropriate means for trips exceeding 250 miles one way.
• All domestic and international air travel should be booked economy/coach class.
• Reservations should be made at least fourteen (14) days in advance whenever possible, though not later than seven (7) days
prior to departure. Pre-approval from a VP level or higher is required for travel on short notice. The request of a customer for the
short notice travel is required
• Employees should always select an airline and airfare that is the most economical within the timeframe that travel is required.
• FLASH travelers may not book First Class or Business Class tickets without prior approval from the CEO. Frequent travelers who
have earned electronic upgrades may use these upgrades when traveling for FLASH business. Any upgrades resulting in
additional cost will become the personal responsibility of the traveler. FLASH will not reimburse for the purchase of upgrade
certificates.
• Unused air travel tickets must be returned attached to a separate expense report and the expense report must have a notation
indicating that the attached ticket has an unused portion. This separate expense report is to be submitted to the Controller of
FLASH.
• All intercontinental travel requires pre-approval by a VP level or higher.
FREQUENT FLYER AND OTHER BENEFITS
• TSA PreCheck, GOES, and NEXUS programs are reimbursable for employees who travel more than 25% of their time.
• Frequent Flyer Miles and Hotel Points programs are considered the property of the individual and may be used by the traveler at
his/her discretion. Employees are not reimbursed for use of Frequent Flyer Miles or Hotel Points for business related travel.
• A cash exchange will not be allowed in conjunction with reporting travel and entertainment expenses.
• Membership dues in airline clubs are not reimbursable. Employees may join airline clubs at their own expense.
E M P L O Y E E H A N D B O O K
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