Document Owner: BBR HR Director Review before 31/12/2013 Page 1 of 8
Introduction This policy sets out guidelines to ensure that employee business travel is consistent within Balfour Beatty Limited. It ensures fair and equitable treatment for employees by defining authorised business travel and guidelines for reimbursement of expenses incurred in the course of approved business. A clear policy allows people to be fairly and considerately reimbursed for approved, reasonable travel on the company s behalf. Generally, a balance must be struck between the need for cost-effectiveness and the need for quality travelling conditions and support. It is company policy that a reasonable standard of travel is provided. Employee travel will be authorised only in circumstances which are consistent with the goals and objectives of the business. It is the responsibility of the Line Manager to ensure that all employee travel complies with this policy, and that reimbursement is made only for actual and reasonable business expenses in connection with authorised travel. Travel costs under 50 are to be booked by employees themselves to save admin costs. All other travel bookings should be made via ATPI, our travel agent, who have been given instructions to follow the policy strictly. In order to maintain and control our expenditure, any expenses submitted which do not comply with the following guidelines will not be reimbursed. All travel outside the UK must be requested using the official company Personnel Travelling Authority (PTA) form, signed by the appropriate Business Director. Subsequent to this approval, travel arrangements including airfare, accommodation etc must be arranged through the appropriate travel booker. All bookings/reservations etc must be made through these channels. Applicability The information and instructions contained in this document apply to all employees of Balfour Beatty Limited. Employees who have contractual entitlements over and above those stated in this policy should follow those contractual entitlements. In the event that a travel expense claim is contemplated that is not included in this document, the matter should be referred to the employee s Line Manager, and subsequently to the Finance Department. This Travel Policy does not apply to UK-based employees returning home during or after postings overseas. Document Owner: BBR HR Director Review before 31/12/2013 Page 2 of 8
Personal Safety The Company is determined that employees personal safety is never compromised through application of this Policy. Should any employee have concerns about their personal safety on a forthcoming journey (i.e. late night travelling or visits to higher risk countries) they should raise it with their Line Manager prior to travelling. Responsibilities Line Managers should: Know and understand the current Travel Policy, and be able to direct staff to this procedure. Determine if travel is necessary Ensure that the employee is not in breach of any visa regulations Ensure the traveller is aware that they should not travel unless they have had the relevant vaccinations Approve expenses in line with the Policy Inform the Travel booker if the duration of an overseas visit changes Inform HR if the trip extends past 90 days, and complete the Overseas Transfer Form for the outgoing and incoming periods Inform HR if the employee reaches 180 overseas days in a tax year. Employees should: Comply with the guidelines detailed in this policy Ensure that they are compliant with visa and immigration regulations at all times. Notify the Travel Booker as early as possible of necessary travel arrangements. Work to a customer s schedule when requesting travel arrangements. Incur only reasonable expenses that are consistent with the business needs and exercise care in determining appropriate expenditure. Submit expenses forms as outlines in this policy in a timely manner, (within 28 days). Inform the Travel Booker and HR if the trip extends past 90 days Inform your Line Manager and HR if the total time spent overseas approaches 180 days. Keep passports and other travel documentation up to date and compliant with international demands Contact HR to arrange appropriate vaccinations (please note some vaccinations need 28 days to become fully effective) Provide HR with a copy of an up to date vaccination record card. Document Owner: BBR HR Director Review before 31/12/2013 Page 3 of 8
UK Travel The Company s work is carried out across a large number of sites and offices. This fact, coupled with our interface with customers and other parts of the BB group, means that travel represents a very significant element of our expenditure and how we use our time and effort. There are four main factors which influence our approach to travel The relative costs in travelling by car, train, air etc The time involved in the journey The impact on the environment The safety and security of the traveller The objective is to achieve necessary travel at the lowest cost consistent with placing a reasonable demand on the employee s time and effort and minimising the impact on the environment. When travelling in London, please use the Underground instead of a Taxi. Is the travel necessary? The Company encourages employees to make a reasonable and informed decision as to whether it is necessary to travel. Video conferencing equipment is located at key offices throughout the UK and overseas it may be preferable to travel a short distance to a VC-equipped premises and interface with colleagues via this technology. The Company also subscribes to various Teleconferencing facilities, whereby delegates dial in remotely to a telephone conference number. The Company wishes employees time at work to be as productive as possible and therefore urges against any unnecessary travel wherever possible. Document Owner: BBR HR Director Review before 31/12/2013 Page 4 of 8
Planning in Advance In most cases, substantial discounts are available for flights/train tickets booked in advance. Train tickets booked at least 7 days in advance offer great savings to companies that can adequately plan some meetings well in advance. The Company encourages employees to follow this principle, as the cost of the few inevitable cancellations is outweighed by the total savings that may be made. Booking a ticket on the day of travel can produce savings if planned outside 'peak' travel times and not simply just purchasing an 'open return' ticket' which is more expensive. Savings can be made by booking two single tickets. Your Travel Booker can advise on this when you notify them of your request. In some other instances, for example, it may be cheaper and more convenient to arrange for a hire car at an airport or train station rather than take a long/expensive taxi journey. UK Travel The company policy is that all employees travel by Standard Class (unless employees have a contractual entitlement to ATOC travel etc). Fully flexible tickets should not be booked. As with plane travel, it is more cost effective to book a fixed fare in advance and then to pay any charges incurred as a result of a change, than it is to pay for a fully flexible return. Those employees who are contractually entitled to travel first class will be entitled to do so. Document Owner: BBR HR Director Review before 31/12/2013 Page 5 of 8
Overnight Accommodation. The Company does not encourage employees to drive for long hours to and from a faraway meeting. Employees and managers are advised that it is often preferable to arrange overnight accommodation to ensure that an employee is not fatigued on arrival at a meeting. Accommodation must be arranged through the appropriate travel booker. All accommodation must be booked by a travel booker and on the basis of pay on departure except for graduates and other exceptional circumstances. Inside M25 150 per night B&B rate cap Meal Allowance: 25 per night (for meals and soft drinks strictly no alcohol) Outside M25 100 per night B&B rate cap Meal Allowance: 25 per night (for meals and soft drinks strictly no alcohol) Any other reasonable and relevant costs incurred will need to be claimed via the expenses process. The employee is responsible for confirming that the rate being charged is also the rate listed on the travel itinerary. Any discrepancies should be reported to the travel booker. It is the employee s responsibility to cancel hotel reservations within the hotel cancellation time frame policy. This can be done by contacting the travel booker or the travel management company direct. The company will not pay no show fees, unless approved by a Manager. Items of a personal nature are not reimbursable by the company. However, for the avoidance of doubt, employees are reminded that they are on company business while staying in any such accommodation including for training courses etc and thus all company rules regarding behaviour etc are applicable. Document Owner: BBR HR Director Review before 31/12/2013 Page 6 of 8
International Travel All international travel must be approved using the Personnel Travelling Authority Form (PTA). Employees must ensure that their passport details and emergency contact numbers are up to date and held by HR and your local travel booker in case of emergency. The company will not ordinarily pay the cost of applying for or renewing passports. However, in certain circumstances the company will meet the additional cost of fast tracking passport applications or for obtaining extended passports. Approval for these costs should be obtained from the International General Manager/International Operations Manager/HR Director. The company will pay for inoculations as per the advise received from a GP or appropriate Body. It is the employees responsibility to ensure that suitable inoculations have been received prior to travel. In the interests of cost control, managers, employees and travel bookers are asked to consider the following: Late changes to travel arrangements will only be made in exceptional circumstances. Using flights through Europe (changing in Europe for a long haul flight) can be considerably cheaper than booking direct from the UK. With the increasing costs of airport parking, consideration should be given to using a taxi/private hire vehicle to and from the airport. While the company will be flexible and take account of employee preference of airline and route, it is at the absolute discretion of the company which airline and route are booked e.g. to minimise numbers of key staff travelling on one flight. PTA forms must be authorised by Business Directors. Document Owner: BBR HR Director Review before 31/12/2013 Page 7 of 8
Class of Flight Travel Please refer to the following guidelines when considering/arranging/booking travel: All Flights (regardless of destination) are to be approved as follows: - Requests from Projects staff (including Civils) approval required from the Director & General Manager Projects - Requests from Renewals staff approval required from the Director & General Manager Renewals - Requests from Technologies staff approval required from the Head of Systems and Technology - Requests from Commercial staff (including Procurement) approval required form the Commercial Director - Requests from Finance staff - approval required from the Finance Director - Requests from HR staff approval required from the HR Director Fully flexible tickets are very expensive and should not be booked. A fixed fare should be booked and then the charge paid if necessary if a flight has to be changed. Destinations in Europe and of less than 8 hours flying duration should be by economy / standard class. The use of low cost or budget airlines travel is encouraged. Destinations of greater than 8 hours flying duration for trips of less than 10 days duration may be club / business class. If the length of the stay at the destination is 10 days or more, economy / standard class should be booked since there will be time to recover from the flight prior to starting work at the destination. Any variations on the above rules, or any booking of club/business class, must be authorised by an Executive Director and approved by the Managing Director. Expenses Claim Form Travel expenses incurred on behalf of the Company should be recorded in detail on an Expenses Claim Form. All items claimed must be itemised and described fully. All items claimed must be receipted Claims must be limited to the actual amount of expense incurred and not claimed as a round sum allowance. The narrative should include a description of the expense claimed Claims should be made in a timely manner, i.e. on a monthly basis. Document Owner: BBR HR Director Review before 31/12/2013 Page 8 of 8
Medical and General Insurance All employees who travel on behalf of the company are covered under the ACE Group Travel Insurance Policy for trips of up to 90 days. This policy is valid worldwide. It is the individual s responsibility to contact HR to arrange for relevant vaccinations prior to travel. They should also provide HR with a copy of any vaccination records. The Travel Booker/Insurance contact will issue such employees with appropriate documentation each employee must request this via the appropriate contact. The documentation issued will cover: The cost of replacement of lost or stolen passports, tickets or other travel documents The cancellation of lost or stolen credit cards, charge or bankers cards and travellers cheques The advance of emergency cash funds Provision of interpreters ad translation services Tracking lost luggage Legal advice Medical advice Replacement of essential medication Payment of hospital bills Emergency repatriation. The Policy has a single article limit of UK 2000 and a UK 25 excess. The employee must cover the excess on the policy. Baggage and Personal Effect Claim Forms are available from your local Insurance contact. Document Owner: BBR HR Director Review before 31/12/2013 Page 9 of 1