Hubbell Policies

attributable to personal use are not reimbursable.

2.4 High Value Property. Approval from the employee’s manager and the Corporate Risk Management Department must be obtained before an employee transports company property or equipment valued in excess of $20,000 via personal/rented vehicles or hand-carried aboard air/ground carriers. 3. Hotel . Concur Users must make travel arrangements, including hotels, through The Travel Management Company, preferably through Concur Travel. Hotels booked outside of Concur will need to be approved by employee’s direct supervisor with appropriate reason and must be documented in expense report. Employees must book Hubbell preferred hotels where available.

Preferred hotels are indicated in Concur by a triple or double diamond shape

In cities or destinations with no preferred hotels, employees must book a rate that is within guidelines of allowable hotel expenses among the options suggested by Concur. For reservations made outside of Concur, the hotel reservation confirmation must be sent by email to Concur Travel at plans@concur.com to be added to the traveler itinerary.

Suites or other premium- priced rooms should be rented only with advance authorization by the employee’s manager based on clear business necessity.

Cancellations: The employee is responsible for cancelling hotel reservations in order to prevent no-show hotel charges. This can be done by notifying the hotel directly or through The Travel Management Company.

Saturday night stay-over: Saturday night stay-over is acceptable if the stay-over does not impact the overall cost or reduces the total trip cost. The stay-over location must be within 50 miles of the place of business originally requiring an employee to be in Travel Status.

Spouse/Family: When an employee on a business trip is accompanied by a spouse (or other family member), the excess of the double occupancy rate over the single rate or any additional expenses pertaining to spouse or family is a personal expense and is not reimbursable. Itemized receipts for hotels are required regardless of amount. Expenses must be entered on the expense report day by day, not “lump summed” on the last day of the trip. Itemized expenses should be distributed to the appropriate expense category (lodging, meals, parking, etc.) on the expense report. All exceptions must receive documented approval from manager, and any approved bookings must be forwarded to plans@concur.com. Exceptions to booking Hotel in Concur include:

i. Hotel dictated by customer or event/ conference hosted is not available in Concur; ii. No option within 30 miles of destination address; iii. Hubbell Customer discount better than Hubbell/Concur rate; or iv. No hotels for selected location

Exceptions to using preferred Hotels

i. Preferred hotel is over 30 miles away from destination address/zip code or ii. Hotel dictated by customer or event/ conference hosted is not a preferred hotel

4. Meals .

189