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1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

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Page 1: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

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Page 2: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Important Message

A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate Credit Card This is a friendly reminder that your VISA corporate credit card is to be used only for business related travel. If personal use is confirmed, your corporate credit card can be suspended or closed. Additionally, your management and HR will be notified and disciplinary action may be taken, up to and including separation. Please be mindful of this when you use your corporate credit card.

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Page 3: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Recent Change in Travel & Expense Policy

Important Change in Disney Travel Policy – Mobile Phone Reimbursement

Effective immediately thanks to a recent change in Disney’s Travel policies, individuals are no longer required to mail or fax receipts or cover sheets to DWSS for mobile phone expenses if the dollar amount to be reimbursed is under $50.00 USD, and the reimbursement is for 100% business use. Simply complete an expense report, submit it for approval and you are done! Should you still wish to save the trip cover sheet for your records, please consider saving it as a PDF file, rather than printing it.Individuals who have personal calls on their statement will still be required to break out those calls using the mobile calculation worksheet, and submit the worksheet and coversheet to DWSS even if the dollar amount is less than $50. The mobile calculation worksheet can be found on the ESPN T&E Help page on the Hub @ ESPN T&E HelpPlease contact Karen Rehberg on the ESPN SAP Site Sustainment Team @ 860 766 2348 if you have any questions.

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Page 4: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

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Cash AdvanceSlide 17

Credit Card BufferSlide 18

Hotel ItemizationSlide 19

Business Meals, Travel and Snack

or Per DiemSlides 20 & 21

Ground Transportation

Slide 22

Tips andTricks

forT & E

ExpenseReporting

T&ETravel & Expense

Quick Tips and Tricks

Airline Travel Rules

Slide 10

Corporate Travel Rules

Slide 11

JPMorgan Chase Pathway.Net

Slide 12

Monitoring Your Expense Reports

Slide 13

Trip Payment Calculator

Slide 14

Expense Types

Slide 15

Log-On Procedures

Slide 16

Training Courses Available

Slides 6 & 7

Direct Deposit in T&E

Slide 8

PoliciesSlide 9

Did You Know??Slide 5

Do Not Pay OptionSlide 23

Printing/ReprintingBar Code Sheets

Slide 24

Page 5: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

Did you know?

Did you know?You can access T&E instructions

and HELP informationby clicking on the T&E Speed Dial button from the ITK Home page?

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Page 6: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&E Travel & ExpenseQuick Tips and Tricks

Instructor Led T&E Training Available

1) Log on to Disney Hub2) Click on Development Connection Quick Link3) Log-in4) Click on Disney Connection link5) Search Catalog (upper right hand side)

• ESPN SAP Travel & ExpenseThis course is Instructor-LedIf you have not attended this course, sign up ASAP

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

It is STRONGLY recommended that you attendT&E training as soon as you receive a CorporateCredit Card !!!

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Page 7: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&E Travel & ExpenseQuick Tips and Tricks

On Line T&E Training Available

1) Log on to Disney Hub2) Click on Development Connection Quick Link3) Log-in4) Click on Disney Connection link5) Search Catalog (upper right hand side)

• T&E (hit enter)Click on Online button and click on SEARCHListed are the ONLINE courses available to you..You can review these courses from your desk

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 8: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Are you set up for Direct Deposit in T&E?For payments of personal T&E expenses, you must set yourself up in SAP Travel & ExpenseThis is separate from your normal payroll direct deposit set up.

1) Log On To SAP via HUB2) Click on Employee (ESS) - US3) Click on Travel and Expense4) Click on View or Update Bank Selection for Expense

Reimbursement

5) Click on Change

6) Fill in your banking account information for direct deposit7) Select AP ACH (incl T&E Dir Dep) as Payment Method8) Select Checking Acct or Savings Acct9) Select SAVE

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 9: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Walt Disney Travel and Entertainment PolicySome policies you really NEED to know and understand…

T&E Travel & ExpenseQuick Tips and Tricks

Company Policy states: Personal Use of Corporate Credit Cards are strictly prohibited. Your VISA corporate card is to be used for business related travel expenses ONLY. Employees found utilizing their Corporate Card for personal use or who do not pay their balance in full when contractually due are subject to disciplinary action, up to and including termination. The Company will have access to all billing records and statements of each employee’s Corporate Card account and may review those records and statements without notice to employees. Use of the Corporate Card constitutes the employee’s consent to such access and review.

Mileage: The Company reimburses employees for mileage incurred when using a personal vehicle for necessary business travel. Gas is included in the mileage reimbursement, therefore you are not to expense gas used. Please Note: Reimbursement is limited to mileage incurred outside of your usual round trip commuting mileage to your work location. Employees working in locations with paid parking, such as large metropolitan areas, or incurring tolls in their normal daily commute cannot submit the cost of parking or tolls for reimbursement.

You can find the complete Travel and Entertainment Policy by following this menu path: Disney Hub→ ESPN Tab→ SAP HELP→ T&E

Upon resignation/termination of employment, all Corporate Card holders must: Cut the Corporate Card and the AT&T Calling Card in half and discard properly Ensure that all charges have been submitted on a SAP T&E expense report for payment

Any Corporate Card activity incurred after the last day of work will not be reimbursed. Employees are responsible for reconciling and paying their Corporate card after termination. Expenses submitted more than 30 days after resignation/termination will not be reimbursed. Unpaid amounts over 180 days will be reflected on the employee’s credit report and any outstanding balance will be submitted to a third party collection agency.

Int’l Travel: For tax purposes, if you travel internationally, you must secure receipts for EVERYTHING. Receipts are REQUIRED for EVERYTHING.

Domestic Travel: Receipts are always required for Lodging, Mobile Phone Devices – Company Owned over $50, Miscellaneous charges and Production Location Research charges.

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 10: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&E Travel & ExpenseQuick Tips and Tricks

Airline Travel Rules…

Employees should make AIRLINE reservations as early as possible to take advantage of advance purchase discounts. Airline Reservations should be booked at least 21 days in advance unless the circumstances do not allow for such planning. Due to this requirement, you may be required to create an expense report for this airline charge(s) prior to you taking your trip. Employees are required to use the lowest logical airfare available.

Employees may retain frequent flyer program benefits. However, participation in these programs must not influence flight selection in a manner that would result in incremental cost to the company beyond the lowest available airfare.

All employees are required to use the Company's Travel Department to make hotel, air, and ground transportation arrangements. Corporate Travel's web based on-line reservation system, TraveLink, provides numerous benefits and should be used when requesting domestic department travel or simple round-trip reservations.

If a trip is cancelled, the employee should work with Corporate Travel to arrange for the use of the ticket for future travel if it is a non-refundable ticket. Corporate Travel will cancel all reservations and initiate any refunds to the Corporate Card if that was the means of payment. The employee will still need to submit an expense report for the airfare credit to clear the balance on their corporate card.

The After Hours Travel Number is 1-877-777-3974. ESPN In House Number is 1-860-766-2283.

Air Phone and In-flight Internet Charges Reasonable charges related to Air phone and In-Flight internet services required for business purposes will be reimbursed to Vice Presidents and above, and to other employees whose business responsibilities demonstrate such a need. Use of the JPMorgan Chase Corporate Visa Card is required to receive the Company’s preferential air phone rates.

Non-refundable Tickets: Exchange fees related to changing non-refundable tickets are costly and the exchange process is time consuming. Therefore, it is recommended that employees utilize non-refundable tickets when they are confident that their travel plans will not change or the savings is significant relative to potential exchange fees.

Baggage Fees - Employees will be reimbursed for reasonable airline baggage fees. Amounts should be coded to “Airfare” in the employee’s SAP T&E expense report.

Always:Carry valuables (jewelry, laptop computers, cameras, etc.) on board the aircraft.Carry important and/or confidential documents on board the aircraft.Clearly tag your luggage with name, address and phone number.Retain baggage claim receipts for checked luggage.

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 11: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&E Travel & ExpenseQuick Tips and Tricks

Corporate Travel and TraveLink Tips…

• All employees are required to use the company’s Corporate Travel Department (“Corporate Travel”) or TraveLink (Corporate Travel’s online reservation system) to make hotel, air and ground transportation arrangements.

• TraveLink is to be used by all domestic employees with a Company Corporate Card.

• TSA Regulation: To comply with TSA regulation changes for airline travel, your TraveLink profile must include your date of birth and gender.

• TraveLink: Be sure your traveler profile is complete and up to date with your business and personal information. Your profile should contain all relevant information including the following:

• Name, Title, home and work phone numbers and home address

• Department, delivery address, SAP cost center number

• E-Mail Address• Seating preferences, dietary requirements• Corporate Card Number • Frequent flyer numbers, hotel memberships• Passport Information• Emergency phone contact or mobile phone

number• To review your profile, log on to the Disney Hub,

click TraveLink Quick Link and click on PROFILE.

• Don’t have a Company Corporate Card? You must use the Corporate Travel Department (“Corporate Travel”)

• You can access Corporate Travel thru the HUB under the Personal tab.• Click on Travel & Expense

• Click on No corporate card?

• Follow the instructions on this screen

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 12: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

JP Morgan Chase and Pathway Net…

Reconciling Your Corporate Credit CardJP Morgan Chase provides an online service tool (Pathway Net) for you to view card activity and statements.Employees should reconcile their Corporate Card Statements each month. Reasons to do this are:

1. To ensure that all expenses/receipts are submitted for reimbursement2. To confirm that all payments have been received3. To account for all credits issued to your corporate Card account4. To avoid late charges, account suspension and account cancellation.

The Company’s Corporate Card (“Corporate Card”) vendors are JPMorgan Chase for domestic employees and American Express for international employees. All employees who meet one of the following criteria are required to apply for a Corporate Card:1)Employees who travel regularly2)Employees who frequently incur local business related expensesThe Corporate Card provides a payment mechanism for T&E expenses and is permitted for such use only. Use of this card for personal expenses is prohibited. The amount due on the Corporate Card is due within 25 days of the statement date (i.e., payment due date). An account becomes delinquent when full payment is not received and credited to the account by the payment due date. JPMorgan and American Express will notify both the employee and the Company of all delinquent accounts.

• If the cardholder does not make payment within 60 days of the statement date, late payment fees will apply. Charge privileges will be suspended if payment is not received within 90 days of the statement date.

• If payment is not received within 120 days of the statement date, the card will be automatically cancelled. Additionally, personal use may result in cancellation of the Corporate Card. If the card is cancelled, the employee cannot be issued another Corporate Card for a period of one year from the date of cancellation. After one year, approval to reinstate the card must be obtained from the employee’s manager, Business Unit Controller and Corporate Controllership.

• Late fees are not reimbursable and are the responsibility of the employee.

Complete instructions for accessing the Pathway Net can be found at: Disney Hub→ ESPN Tab→ SAP HELP→ T&E → Resources & Tools

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

Who you going to call?? Did you lock your password in Pathway.net?? Do you need an increase in your credit card limit?? Call DWSS Commercial Card –> 1-321-939-6005

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Page 13: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

Monitor/Check status of your expense reports…

T&E Travel & ExpenseQuick Tips and Tricks

It is CRITICAL that you monitor the status of yourExpense Reports ! 1.Log on to SAP2.Click on Pending Exp Reports tab3.Change View to Standard View4.Check the Approval Status and Processing Status

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

Be sure to monitor your Buffer too !! You should be able to reconcile all charges in your Buffer.

Tip: If you are a frequent traveler: You should monitor your Expense Reports and Buffer 2-3 times a week. Other travelers: check on a weekly basis.

Trip Status MeaningTrip Completed / Open The expense report needs to be submitted for approval

Trip Completed / To Be SettledThe expense report was submitted but still needs manager approval.

Trip Approved / To Be Settled

The expense report has manager approval, but the system has not settled it yet. The system will usually update the status to Trip Approved / Settled in the evening after it enters this status.

Trip On Hold / To Be Settled

The expense report has manager approval, but receipts have not yet been received. If a few days have passed since they were submitted, it would be fine to submit the receipts again.

Trip Completed / Canceled

The expense report has been canceled for one of three reasons: The expense report was rejected by the approver The expense report was not approved within 24 days The expense report was approved, but receipts were not received within 45 daysIt will not pay unless it is resubmitted and all approvals are met.

Trip Approved / Settled

The expense report has been fully approved and is waiting to be transferred to Accounts Payable for payment. Usually the transfer happens in the late evening or early morning after it enters this status.

The expense report can only pay while in this statusTrip Status Meaning

Trip Approved / Transferred to FI

The expense report has posted and is ready for payment.

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Page 14: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

JP Morgan Chase Visa – When will my credit card get paid?

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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JP Morgan Chase Visa - Due Dates (2011)

Month: Cycle Begin Date Cycle End DatePayment Released to JP

Morgan Chase Date:January 12/25/2010 1/24/2011 2/18/2011 **February 1/25/2011 2/24/2011 3/21/2011 **March 2/25/2011 3/24/2011 4/18/2011 **April 3/25/2011 4/25/2011 5/20/2011 **May 4/26/2011 5/24/2011 6/20/2011 **June 5/25/2011 6/24/2011 7/19/2011 **July 6/25/2011 7/25/2011 8/19/2011 **August 7/26/2011 8/24/2011 9/19/2011 **September 8/25/2011 9/26/2011 10/21/2011 **October 9/27/2011 10/24/2011 11/18/2011 **November 10/25/2011 11/25/2011 12/20/2011 **December 11/26/2011 12/26/2011 1/20/2012 **

* Please reference monthly statements as dates are subject to change by JP Morgan Chase.** Late Fees will be charged if payment not received by 58 days from this dateNOTE: Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date" for payment to post on time to JP Morgan Chase

Page 15: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Definitions for most frequently used expense types: Air Travel-The expense of public air transportation while on company business. Also includes baggage fees.Automobile Rental-The expense of renting vehicles while on company business. Document No: If this field is blank, input the “Virtually There” 6-digit itinerary code assigned by Corporate Travel.Business Meals-A meal shared by an employee and business partner(s) to discuss business matters that pertain to and benefit the Company. A meal consumed by oneself is not considered a business meal and will not be reimbursed. The purpose of the meal is to conduct business. In SAP T&E, the number field should be used to detail the total number of people in attendance. Travel Meals and Snacks-The expense of a meal or snacks consumed while traveling on Company business, by one or more Company employees, for which a business discussion was not the primary purpose. In SAP T&E, the number field should be used to detail the total number of people dining. Employees receiving Per Diem do not expense personal meals. Per Diem Meals/Incidentals (US Only)-The daily allowances by TWDC for employees with Per Diem travel status. IRS limits apply. Lodging (Room & Tax Only)-The expense of lodging while on company business. Other hotel charges (e.g. room service, internet connection, parking, etc.) can not be included in this expense type. In SAP T&E, the number field should be used to detail the number of nights of lodging. If the Document No. field is blank, fill it with “1000”.Mileage-When using personal, employee owned vehicle for business related travel. The amount of miles driven can be expensed. SAP calculates the rate based on IRS guidelines. Detailed mileage log is required. Ground Transportation-The expense of public ground transportation, including taxi, shuttle, bus or subway, while on company business. In SAP T&E, the number field should be used to detail the number of trips (1 for a one-way trip, 2 for a round-trip fare).Business Calls (Non-Wireless)-The expense associated with making business related telephone calls from a land line. AT&T Calling card charges would also be expensed in this category.Mobile Phones-The monthly expense associated with a TWDC employee cell phone or Blackberry. Only the business usage amounts may be expensed. Documentation of itemization showing the personal vs. business usage is required.

Expense Types: did you know this is the most common error made in creating expense reports?

Complete list of expense types with definitions can be found at: Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 16: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

How To Log On From The Disney Hub1.Open Internet Explorer2.Enter http://itk.corp.disney.com in the Address Field 3.Click on Disney Hub link in upper left hand corner4.Enter your Disney Hub Username and Password in upper right hand corner5.You can Click on

1. SAP WORKPLACE or2. PORTAL EXPRESS

These are Quick Links on right side of screen

How To Log On From Citrix Metaframe1.Open Internet Explorer2.Enter http://itk.corp.disney.com in the Address Field3.Move curser over Disney SAP – upper left hand corner4.Click on Citrix Metaframe5.Enter your Mainframe Username and Password6.Select NENA from Domain drop down menu7.Click on Log In8.Select SAP Work Place 710 CorpOHNext step, you will need to log on to Disney Hub9.Enter your Disney Hub Username and Password

Also, if you have the SAP icon on your desktop or in your taskbar, you can get into SAP there.

T&ELogging into SAP to begin a T&E Expense report

Travel & ExpenseQuick Tips and Tricks

Front End Screen of SAPTo Begin an Expense Report:1)Click on →Employee (ESS) – US (this will drop down a menu)2)Click on Travel and Expense3)Click on Update and Submit Expense Report4)You are now ready to begin your Expense Report

Remember: Business trip expense reports should be completed within 7 days following your return

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 17: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Do you need a cash advance?

After logging into SAP T&E, you will need to create a New Travel Request

• After completing the trip data information, select Cash Advance as your activity.• Click on Enter Advances• Enter $ Amount you need for your advance. • DO NOT CLICK ON THE CASH BOX LOCATED ON THIS LINE. • Clicking on this box will stop the payment of your cash advance

• Instructions for creating a Travel Request/Cash Advance can be found on the HUBDisney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides • Upon completion, your Travel Request will be assign a Trip Number.• To settle this Cash Advance, you will need to create an expense report using this Trip Number.• All of the information from the Travel Request will be imported into the Expense Report

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

Hint: Make sure you are set up for Direct Deposit in T&E…Cash Advances will be direct deposited into your bank account.

(Refer to Direct Deposit Slide #8)

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Page 18: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

What is a “BUFFER”?The Credit Card Buffer is the repository in SAP of all expenses and credits posted to your JPMorgan Chase Corporate Visa card.Understanding your “BUFFER”All your Corporate credit card receipts (and credits too) will be in your ‘buffer’ (Credit Card Imports). If you would like to display your buffer without opening an expense report, select the Credit Card Imports tab (in SAP).JPMorgan Chase updates these expense items on a nightly basis

Policy states: The credit card buffer within the T&E system includes all merchant charges and credits and facilitates the completion of expense reports by allowing you to select items from the buffer without having to re-key the information. Another time saver is that most buffer items related to domestic travel can be submitted on an expense report without requiring a receipt.

Using the buffer items to populate your expense reports along with timely filing of expense reports also enables you to reconcile your monthly corporate credit card statement more easily, avoiding the possibility of late charges that are not reimbursable by the company.

Credit Card Buffer…

Tips regarding your “BUFFER”:1.You MUST pull your credit card receipts from your buffer when filling out your expense report. 2.Credits applied to your corporate credit card MUST be expensed also. If your credit is for an expense report already processed, that expense report must be re-opened and the credit applied to that expense report. 3.NEVER, NEVER attempt to delete a credit (or any other charges) from your “BUFFER”4.Wait for your credit card receipts to hit your buffer. Do not create/complete your expense report until your credit card receipts are in your buffer.

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 19: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Itemization Tool in SAPHotel Folios must be itemized to separate and submit expenses individually as follows:Lodging (room and applicable tax)ParkingMeals (business and personal)Business CallsLaundryModem/ISDN/Fax MachineBusiness MealsTips (bellman and housekeeping)Production Location (hotel’s business office services)Personal items

(DO NOT PAY option)In addition:

Mobile Phone Business Meal General Business Entertainment Miscellaneous

Itemization: Hotel Receipts

Itemization tool allows you to deduct non-room and tax type expenses from your hotel receipt that you imported from your credit card buffer. The calculations are done automatically in SAP. Complete instructions on how to use this tool can be found at: Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides

Reminder: •When expensing Lodging, you MUST fill in the NUMBER field with the number of nights spent at the hotel. •If the Document No. field is blank, fill it with “1000”•Provider Code = Hotel name. If not listed, select “Other”•Country/Region: Must fill this field with the information based on where your trip is located.

TIP: Receipts are always required for Lodging expenses (i.e., hotel folio).Need Help?

For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 20: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Meals: Business, Travel (Per Diem on slide 21)

A Business Meal is a meal with other Company employees and/or third parties at which business is discussed. There must be a 3rd party attendee to qualify as a Business Meal.

Company will reimburse employees for the reasonable and customary cost of business meals. Per IRS guidelines, Travel Meals and Snacks are meals consumed by one or more Company employees who

are traveling on Company business with an overnight stay. Again, reasonable and customary cost only. Payment Protocol: The highest-ranking employee in attendance must pay (and expense) for the meal.

Don’t forget: When expensing a Business Meal, the following fields MUST be populated:1.Number field. This field represents total number of people attending this meal, including yourself.2.Description: Description of Business Meal. 3.Location - Country/Region: Where did Business Meal take place. It is critical that the Country/Region field be completed correctly. If incorrect, reimbursement could be subjected to federal and state income taxes.4.Business Purpose: Business purpose of meal5.Participants: Names of all attendees (including 3rd party attendees).

Travel Meal and Snacks only requires the Number Field to be populated. This number represents the number of people in attendance. Need Help?

For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 21: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&E Travel & ExpenseQuick Tips and Tricks

Per Diem.. What is that??

Definition of Per Diem:

Per Diem is the reimbursement for meals and incidentals (breakfast, lunch, dinner, snacks and tips) at a flat daily rate. This eliminates the need for the employee to maintain receipts for these types of expenses. The actual costs for the meals and incidentals are not reimbursed, only the flat rate.To qualify for Per Diem reimbursement, it requires overnight travel.The United States General Service Administration (GSA) sets the Per Diem rates.For U.S., Canada and Mexico, current Per Diem daily rate is $48 per day. This equates to:

• $27 for dinner• $13 for lunch • $8 for breakfast

IRS Guidelines states that on travel days (both departure and return), depending on time of travel, the Per Diem must be prorated and reimbursed at 75%. Example: if you are traveling in the afternoon, you are not entitled to a full day of Per Diem.

75% of the daily Per Diem rate $48 = $36.

Don’t forget…Enter the number of days you are claiming Per Diem in the Number Field. You must fill in the description field for number of days @ Per Diem rate.

When requesting Per Diem reimbursements, it is critical that the Country/Region fields be completed correctly.

(General Data screen and Receipts screen) If incorrect, reimbursement could be subjected to federal and state income taxes.

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 22: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Ground Transportation Rules…

Don’t forget: When expensing Ground Transportation, you MUST populate the Number field. The NUMBER used for Ground Transportation is the number of ONE-WAY trips for this expense. Also, be sure to document how many ONE-WAY trips you are expensing and at what cost (in the description field).

Ground transportation is to be used to/from airports for business travel. Also includes taxi, shuttle, bus or subway. All charges for rentals and shuttle services should be billed to the employee’s Corporate Card and submitted for reimbursement on a SAP T&E expense report. The Company will not reimburse an employee for the rental of Global Positioning System (GPS) devices or services.

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Reminder, Train Transportation has it’s own expense type.

Page 23: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&EWhen do I use the DO NOT PAY Expense Type?

Travel & ExpenseQuick Tips and Tricks

• T&E Corporate Policy clearly states that Corporate Credit Cards are NOT to be used for personal reasons.

• The only time personal expenses may be charged to the Corporate Card is when traveling on company business.

• Personal expenses, such as in-room movies and health club or spa charges which appear on the hotel folio, may be charged to the Corporate Card.

• Using the Itemization tool in the T&E module, you can remove the personal expenses from your lodging receipt by selecting DO NOT PAY expense type.

• Using the Itemization tool will allow these charges to be segregated from JPMorgan Chase and the employee will be responsible for payment.

• If the Corporate Credit Card is used by mistake for personal expenses, the receipt will appear in your Credit Card Buffer and you will need to remove by using the DO NOT PAY expense type. JPMorgan Chase will not pay and the employee will be responsible for payment. Never, Never attempt to delete charges from your Credit Card Buffer.

Itemization tool and DO NOT PAY: Complete instructions on how to use these tools can be found at: Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Page 24: 1. T&E Travel & Expense Important Message A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller Personal Use of Your Corporate

T&ETravel & Expense

Quick Tips and Tricks

Printing / Reprinting Bar Code Sheet

1) Click on Expense Report Submission Sheet2) Enter Trip # and Click on Show Coversheet3) Print Travel Expense Coversheet4) If there are items showing on left side, you must submit

receipts5) Fax this cover sheet and receipts to 866-246-13216) If no items are showing on left side, you DO NOT have to fax

anything to Disney.

Need Help?For questions regarding T&E , call Karen Rehberg at 860-766-2348 or Kathy Zurek at 860-766-2056 or email us at ESPN T&E Help Desk

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Tip: When submitting international expense reports, you must mail using T&E INTEROFFICE ENVELOPES. DO NOT FAX !