Hubbell Policies

ineffective use of the employee’s working time or unreasonable personal inconvenience in the judgment of the employee’ s direct supervisor. The company maintains volume-based fee arrangements through Travel Incorporated, and the savings can be significant. Employees may use other booking options only in the case of emergencies, while enroute, or when traveling internationally and the Travel Management Company agent services are unavailable. Such travel arrangements booked outside of the Travel Management Company must be documented in the comment field on the expense report.

1.3 Each employee’s direct supervisor must authorize travel. The supervisor who authorizes travel is responsible for:

i. Determining, in advance, whether travel is necessary. ii. Instructing the employee as to his or her responsibilities with respect to incurring and reporting expenses and applicable travel policies.

2. Transportation . Where a choice in transportation methods exists, the traveler should consider:

i. The ultimate cost of the trip and availability of special fares. ii. The requirements of the traveler’s business schedule and effective use of time , and iii. The availability of company-owned transportation equipment.

2.1 Air Travel. Employees must book domestic US airline tickets at least 14 days prior to travel and international airline tickets at least 21 days prior to travel. Concur Users must purchase airline tickets through the Travel Management Company; those purchased outside Concur will not be reimbursed. No fare should exceed the cost of the lowest logical fare option recommended by Concur/ Travel Management Company by more than $200.

All unused and partially unused tickets must be returned to the corporate-designated travel management company immediately for use on future business travel.

Class of travel: Employees should book coach tickets only , with the following exceptions.

i. They may book business-class tickets for international flights longer than 6 hours, considering the total duration of the full itinerary within 24 hours (e.g. NY-Dubai-India). ii. Group Presidents may place further limitations on class of service at their discretion; employees should comply with any such limitations.

The company provides travel accident insurance for employees flying on commercial airlines on company business; employees will not be reimbursed for the cost of additional flight insurance coverage.

The company allows employees to retain frequent flyer program incentives but booking more expensive air travel to accumulate more frequent flyer or other incentives is prohibited.

The company will reimburse High-Frequency Travelers for the membership fees for one airline club per year and will reimburse the cost of TSA pre-check or Global Entry enrollment for those high-frequency travelers.

Exceptions to booking less than 14 days in advance: i. Less than 14 days domestic/21 days international notice from customer to sales/marketing personnel; ii. Address field problem; or

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