If you can t find the answer to your questions below, take a look at the Travel pages on the intranet as well as the Travel and Expenses policy.

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Maximilian Terry
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1 General questions If you can t find the answer to your questions below, take a look at the Travel pages on the intranet as well as the Travel and Expenses policy. Q: How do I book my travel? A: All your travel has to be booked through the travel portal managed by Capita, EE s travel provider. The portal is available 24/7, accessible from work or home and means that you don t have to claim your travel costs back through expenses. If you have trouble logging onto the portal or have any questions around booking travel, get in touch with Capita on (Option 1) / onlinesupport@capitatravelandevents.co.uk All employees, including contractors, have to use their EE employee number when making a travel booking. Bookings made without a valid employee number won t be processed. Contractors who aren t sure of their employee number should check with hr.contractor.aftercare@ee.co.uk Q: Can I making a booking over the phone or by ? A: Only when the travel you re booking can t be booked online, e.g. group bookings, Eurostar or ferry bookings. Q: How do I book my travel? A: You can access the travel portal at: or follow the links on the Travel Booking pages of the intranet. Q: Why do we need to book our travel this way? A: We ve negotiated the best deals and advanced booking discounts with our travel provider. In order to get the best rates throughout the organisation over a period of time, we need to channel as much business as we can through our preferred suppliers. There are a number of benefits of using Capita: Hotel availability and lower rates are secured for the whole year; Comprehensive Management Information is used to understand travel patterns and identify opportunities for further savings; T raveller tracking functionality enabling Capita and EE to identify where employees have travelled to, in the event of any crisis. T his allows us to meet our duty of care for our employees; T ravel alert system Capita can also provide travel alerts to notify travellers of travel disruption. This can be requested through the online booking system. Q: I can find cheaper tickets online through other websites A: Capita will offer the best available fare or rate at the time of booking. If you do find any fare discrepancies please forward evidence of this to onlinesupport@capitatravelandevents.co.uk. Please include a screenshot showing the date and time of your findings. We ll check that the fare or rate c omparison was made at the same time (within 10 minutes) and shows that a lower fare or rate is available via an alternative, UK-based agent. The comparison must be based on a like-for-like basis Q: I work from home. Can I still book my travel? A: Yes - the system is available 24/7 from work or home Q: I work in a store - can I book my own travel? A: Only if you re a store manager. If your store manager isn t available, then please your travel requests to fieldsupportandsupplyteam@ee.co.uk

2 Q: Can everyone book their own travel? A: Yes, everyone can access and book their own travel apart from in Retail. Teams do vary though and you may have your own travel administrator within your area, so please check first to make sure that travel bookings aren t controlled centrally before booking your own travel. Q: Can contractors book their Travel through the portal? A: Yes, contractors should log-in the normal way using their own employee number. Please note that the payment option for Project (capex) contractors for all travel bookings, including booking fees, is the Pay on Departure (POD) basis. This ensures that all expenses are correctly billed to the Project budget. All employees, including contractors, have to use their EE employee number when making a travel booking. Bookings made without a valid employee number won t be processed. Contractors who aren t sure of their employee number should check with hr.contractor.aftercare@ee.co.uk Q: I m new to EE and my details aren t recognised on the travel portal. A: You ll need to wait until your details have been loaded onto the system (about a week) before you can create your own profile. If you need to book travel for others as part of your role, you ll need to be set up as a booker. Contact Capita on Option 1 or onlinesupport@capitatravelandevents.co.uk. Approval process Q: How is my travel approved? A: For train tickets or car hire, an is sent to your cost centre manager including the details and cost of your booking. For flights, an will be sent to your approver which they ll need to accept, and for hotel bookings approval is only needed when the hotel rate is more than the rate cap. Q: I m a manager, how do I approve flights? A: You ll receive an asking for your approval, just follow the link and you ll see the options available. Q: My flight booking has been sent to my approver but they haven t been approved it. A: Before you select the approver make sure they re in the business to approve your flights. If they re out the office and the approval has been sent to them, contact onlinesupport@capitatravelandevents.co.uk. Trains EE use Trainline for booking rail travel; please refer to their FAQ for further information to support you in planning and booking Rail online. Hotels Q: What is the EE preferred hotel list? A: To make sure that we get the best deals from EE s high volume of hotel stays, there s a preferred hotel list with spend limits depending on the region you re in. The hotel list is available within The Lounge area of the travel portal, and you can see the list of the new spend limits by region within this document. Make sure you book hotels through the online travel portal, as bookings made directly with the hotel can t be claimed back through expenses.

3 Q: How were the hotels on the list selected? A: We created a range of criteria - including proximity to EE sites, room rates and cancellation policies and worked with procurement to decide on the best hotels for our business. Q: What happens if a hotel isn t on the list? A: If the hotel you want to stay at isn t on the list this means that you can t stay there. It s important that you stay at one of the hotels on the list so that we can get the best rates available and reduce our overall hotel spend. T here are loads of hotels on the list, including those that we use the most already, so there s bound to be something to suit you. Q: Why is the hotel closest to my office not on the hotel list? A: Although it s close to the office it might be that the hotel didn t meet the rest of criteria in order to be included on the list. The majority of the hotels on the list are already used by EE and have been selected as the best fit in the area for our business. The current hotel list is available within The Lounge area of the travel portal, and you can see the list of the new spend limits by region within this document. Q: What happens if the hotel (on the list) that I want to stay in isn t available? A: If the hotel you ve chosen is fully booked or unavailable for any reason, the online booking system will give you alternative, cost effective, hotel options in the area. If you don t choose the most cost effective alternative available, your hotel choice will need to go to your cost centre m anager for approval. Q: Can I negotiate a rate with a hotel and ask for them to be added to the hotel list? A: No, as EE have already negotiated room rates with the hotels on the list. If there s a hotel that you want to stay at but it isn t on the list then you can t stay there. Q: Is there anything I can do to help manage hotel and travel costs? A: Yes, you can help reduce hotel and travel costs by booking as far in advance as possible, avoiding stays/travel around busy periods or popular events and letting Capita know as soon as possible if you ve had to cancel any booked travel plans. Q: Why can I book above the rate cap on hotels? A: EE have a comprehensive rate programme negotiated based on best value in your key locations. Every hotel on our preferred listing has a negotiated rate for a standard room which is within rate cap. If hotel availability is limited you will require approval if a hotel is booked above the capped rate. Q: I can t find a hotel in the requested location. A: T he hotel programme is designed to work for all EE locations. However if any are unsuitable please let Capita know. T heir comprehensive database not only includes chain hotels but also some of the best coverage of independent hotels, and apartments. All of these properties are visible and bookable using the online tool. Q: I ve booked a hotel but don t need it anymore. What should I do? A: If you have a hotel booking you don t need it s really important you let Capita know straight away they work directly with our hotels to get the best cancellation rates.

4 Car hire Q: How do I book a hire car? A: All hire cars must be booked through the Car Hire section of the travel portal. You must provide a copy of your driving licence to your Cost Centre Manager who will need to keep a copy before approving your request. Unless your Cost Centre Manager has had a copy of your licence in the last six months, this should be provided every time you hire a car. Q: Why do I need to log on separately to Enterprise? A: Enterprise is currently working on a seamless logon process which will be launched as soon as it is available. Q: How do I request a password? A: On the Enterprise login screen, enter your username as your address and click on Forgotten Password, you ll be ed your temporary password Q: Why can t I select the airport I am arriving at to collect the car? A: If an airport is not listed then please select the outsource office - this will have the airport listed and a vehicle will be supplied using Enterprise s outsource provider. Q: If I need a car at 6am do I need to book it from the day before? A: Please book the vehicle for the time that you need to commence driving and Enterprise will make sure the car is ready for you. Q: What does APU mean? A: APU stands for automatic pick up; when this box is selected you can enter a pre-determined end of hire date and time, and then won t need to enter any further information on your booking. If you don t select this, you ll need to go back into your booking details and change as necessary. Q: How is the car delivered and collected? A: Where possible, you should make use of Enterprise's free Pick Up and Return service. Visit the hire car pages of the intranet for more information. Otherwise, Enterprise can drop the car off at your place of work, home address or you can collect from one of their branches. When the car is delivered, check it for any pre-existing damage which isn't already noted on the Enterprise paperwork. If you find any damage, report this to Enterprise before you drive the car to make sure EE isn't charged for any damage repairs in error. If the car is collected from your home or office address at the end of the hire, under no circumstances should the keys can t be left unattended, i.e. under a plant pot or bin. If you re not going to be around when the car is collected then you could drop the keys back to the rental branch or take them to work and leave at reception, just let Enterprise know. Q: How long can I hire a car for? A: You can hire a car for up to seven days at a time, for anything longer you ll need to get authorisation from your Cost Centre Manager and hr.reward@ee.co.uk. Hiring cars back to back, i.e. one car for seven days and then another directly after for three days, will be classed as continuous use and will need additional authorisation. If you have a hire car for over 28 days, including back to back hire cars, this, under HMRC rules, will be a taxable benefit and reported on your P11D. We ll let you know if this is the case.

5 Q: Can I use the hire car for private use? A: No. You re only insured while you re doing business mileage, so if the car is delivered on a Saturday morning for use on a Monday morning, you aren t insured to drive it until Monday morning. Q: Do I need to return the hire car with a full tank of fuel? A: Yes. Hire cars are provided with a full tank of fuel, less the fuel used for delivery. You must return the car with a full tank otherwise we re charged an additional 20% on top of the cost of filling up the car by the car hire company. If you don t return the car with a full tank, the 20% additional charge will be deducted from your pay. For example, if the refill of fuel costs 100, you'll incur a 20 charge. To reclaim fuel costs, raise an expense claim for fuel for hire car through the expenses system, including details of the business travel completed. This must be accompanied by a valid VAT fuel receipt (called a Tax Receipt on the expenses system). Claims will be checked to ensure they comply with this policy. The miles travelled multiplied by the cost of fuel reimbursed must calculate to a pence per mile rate that s within the limits set by HMRC, around 18p per mile as a guide. No private mileage can be included in the claim. Q: What should I do if the hire car is damaged? A: If the hire car gets damaged in any way during the time you ve had it, you need to contact the emergency number given on the paperwork you received from Enterprise with the hire car as soon as possible. You must also tell your manager and you ll also need to report the incident to Allianz on , quoting Policy No: BV If you re asked to complete an accident damage report you need to do this as quickly as you can, otherwise it s likely that your cost centre will be charged for any costs incurred. If any damage happens to the car, you're responsible for the insurance excess in the result of an 'at fault' incident, where an insurance excess relating to your hire car is passed to EE. The cost of repairs up to the 250 excess amount will be deducted from your salary. Flights Q: Can I book all my flights online? A: Yes, but if you need to book international flights or flights with multiple connections/destinations then contact Capita on eeair@capita.co.uk or , Option 5. Q: Can I book budget airlines using the online system? A: Yes, you will need to use the CVV number at the end of the booking process for budget airlines, which is displayed on the flight system. Q: What class of flight can I book? A: Please see the Travel policy. Meetings Q: I need to book a meeting room. What should I do? A: Take a look at the book a hot desk or meeting room pages on the intranet for all the information you need. Internal meeting space should be sourced first before booking any external venues. Q: If I need to book an external venue what do I do? A: First of all you ll need to obtain a reference number from internal meeting space, and then it to Capita or call the meetings and events team to arrange.

6 Online Q: How do I login to the travel portal? A: Login using your employee number. Q: I don t have a password for the site. A: The first time you use the portal you ll need to click on Register New Users. You ll then be ed a link to follow where you can add your password. Q: When I login, it doesn t recognise my employee number A: Contact onlinesupport@capitatravelandevents.co.uk or , Option 1 Q: I ve not received my password A: Please contact onlinesupport@capitatravelandevents.co.uk or Option 1. Q: I ve got a certificate error when I access the site. A: If this does happen, please click on proceed to website, not recommended Q: When I try to access the rail booking tool it asks for a username and password. A: Close out of the rail tool and go to the rail booking section of the travel portal. If you still can t log-on, contact Capita. Q: I book for various managers. Can I access their profile online? A: Yes you can, if this is the agreement between yourself and them. Login to the travel portal as yourself and then access Profile, and login as them using their employee number. Q: Are there any user guides for using the travel site? A: Yes, they re on the travel site under the support tab. Please read these first before contacting the Travel Support Desk. Q: Do I need to update my profile? A: Capita hold basic information including your name, address, employee number and cost centre. You can update your profile adding in your frequent flyer numbers, passport information etc if you want to though. Help I m stuck You can call our online support team using the details below, or drop them an . T E. onlinesupport@capitatravelandevents.co.uk

How to optimise your travel budget

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