Hubbell Policies

iii. Hubbell management request

Exceptions to booking lowest fare available on Concur: i. Lowest cost option has more than 1 stop;

ii. Timings not suited to meet business trip need; or iii. Layover is greater than 3 hours

2.2 Taxi and Local Fares. Buses, subways, and shuttles should be used wherever practical. Taxis and car services such as Uber and Lyft should be used when circumstances warrant and should be charged to a corporate card. Safety should always be the primary consideration when choosing alternate means of travel. 2.3 Rental Vehicle. Vehicles may be rented when other travel options are more costly or will result in a significant loss of time. Mid-size (intermediate) cars should be rented unless unusual conditions warrant. Concur Users must make travel arrangements, including vehicle rentals, through The Travel Management Company, preferably using Concur Travel. i. Preferred vehicle rental agencies - Employees should only select company preferred vehicle rental agencies. The primary rental car agency is Avis. Enterprise is the secondary provider. When renting through a preferred vehicle rental agency in the 48 contiguous states, U.S. employees should decline insurance coverage (Loss damage waiver, liability, theft protection, personal accident and personal effect) as the rates of the preferred rental agencies include this coverage. ii. Other vehicle rental agencies - Email notification will be sent to an employee’s manager by Concur Travel when booking through a non-preferred agency. When renting through a non preferred agency, employees MUST select loss damage waiver insurance as part of the rental agreement. iii. For non-U.S. rentals through any vehicle rental agency, loss/collision damage waiver insurance MUST be purchased, and the employee should consult the local vehicle rental agency for guidance regarding other insurance coverage that may be required in that country. The cost of unauthorized insurance coverage will not be reimbursed.

Employees should at all times refer to the Rental Vehicle Insurance Coverage Matrix to determine what insurance coverage is required to be purchased with a vehicle rental. That matrix can be found here.

All accidents involving rental vehicles should be reported to the rental agency with a copy to the Corporate Risk Management Department immediately.

In the event an employee is required to purchase loss/collision damage waiver insurance and does not, it is the responsibility of the employee to obtain an estimate of repairs from the vehicle rental agency. Employees will be responsible for repairs less than $500. If the estimate for repairs is in excess of $500 the employee is required to inform the Corporate Risk Management Department and their manager. The Corporate Risk Management department will review and approve the estimate for repairs and the employee may be reimbursed. The amount of the approved settlement should be included on the employee’s expense report.

Employees are expected to refuel rental cars prior to return to avoid refueling charges. If an employee rents a vehicle for business purposes, and also makes use of the vehicle for personal matters, the charges

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