Sonoco Travel Essentials For U.S. AND CANADA Travelers Use Sonoco Travel Information as your jump off point for all things travel within Sonoco. There are many training tools, documents and contacts on the travel web page, so start here first. While we have tried to provide sufficient information here, this is only a summary. For more travel policy details, review Sonoco’s Travel Expense Policy. In the event of a conflict between this document and any other travel policies found elsewhere, this document prevails.

All travelers are expected to use their company authorized corporate credit card to make all travel- related purchases. Sonoco will reimburse for essential business purchases made with cash for things like cabs, buses, tips, etc. However, you will not be reimbursed for these expenses until you process your expense report and receive your next paycheck. Use of a personal credit card for business purposes and use of the company credit card for any personal expenses is prohibited. For a copy of the complete policy for Canada and the U.S., visit Sonoco Travel Expense Policy.

Travelers may obtain a business-use credit card via the ISSR system: https://issr.sonoco.com/. If you do not know how to complete an ISSR, contact your supervisor.

Duty of Care – We have established a Duty of Care program to ensure we are aware of where you are traveling so we can assist you in the event of unfavorable circumstances. When you use Concur or Carlson Wagonlit to book your travel, your travel itinerary is automatically uploaded to our Duty of Care provider – ISOS. If you are attending a conference, customer or supplier visit and must book your travel outside of Concur or Carlson Wagonlit to take advantage of a better hotel rate, you are required to forward your itinerary to Plans@mycwt.com.

Travel Agency – Our only approved travel agency is Carlson Wagonlit. For all domestic trips and simple international trips, use Concur, our online booking tool. You can access the booking tool by clicking Concur CWT Online Booking Tool. You must use Concur to book car, hotel and air unless you are attending a conference or participating in a customer or supplier event where they coordinate the hotel accommodations. In those rare cases, book your air and car via Concur and your hotel outside of the tool, then send your hotel arrangements to plans@mycwt.com. Once you are in the travel portal for Concur, noted above, you can also find helpful training tools and information. If you have a complicated domestic trip or for most international trips, call 615-690-2363 or 800-643-1204 (U.S.) OR 866-742-3338 (Canada) to reach an agent.

Air Travel – You are expected to book the lowest airfare you can, consistent with your travel needs. Non-stop tickets are usually preferred due to time savings and more accurate arrival times. However, if a one-stop ticket saves $200 or more, compared to a non-stop ticket, and the one-stop ticket does not add more than two hours to the trip, then the one-stop ticket should be purchased. You may book with a non-preferred airline if the cost of the ticket is at least $100 less expensive than a preferred airline. Travelers who have premium status with non-preferred carriers can get similar status with pre-ferred carriers. If this applies to you, let us know at TRIP@sonoco.com. Travelers are expected to use coach/economy class seating for all trips except those that have a segment over 10 hours in length and are transpacific. For a transpacific trip, travelers are authorized to use business class if approved by their General Manager/VP. Paying extra for upgraded seat assignments for trips less than three hours, or for more than one piece of luggage, unless taking business tools, is not allowed.

UNIQUE INFO FOR U.S. TRAVELERS: Airlines – American, Delta and Southwest Airlines are the preferred airlines.

UNIQUE INFO FOR CANADIAN TRAVELERS:Airlines – Use Air Canada and WestJet for most domestic travel and compare prices with American and Delta when flying outside Canada.

Car – Hertz is the Sonoco preferred rental car company. It is expected that travelers will use Hertz unless Hertz is not available. You are authorized to use Enterprise/National only if Hertz is not available. Travelers should use midsize/intermediate size or smaller cars unless there are multiple passengers. In addition to the convenience and proven performance of Hertz, if a traveler is in an accident, Hertz takes care of most of the paperwork, and the traveler is soon on their way. Use of other car rental companies, even if priced lower, is not allowed. You should fill up the car with fuel before you return it to Hertz. Do not accept travel insurance if driving with Hertz. Travelers can become Hertz Gold club members through a simple process. Just follow the steps to obtain Hertz #1 Gold Status. Click Here

Rental Cars vs Uber vs Personal Car Usage - Use the following guidelines to determine when to use your personal car, rental car or Uber. Use a rental car if you are going to drive more than 100 miles/day on the trip. In most cases if you are flying into and spending time in a major city, using Uber will save money. You can use your personal car if the mileage per day is less than 100 miles. You will be reimbursed at the established government rate. You will not be reimbursed for any gas you buy for your personal car. In the event of an accident, in your personal car for business use, you will be reimbursed up to $500 towards the deductible on your personal car insurance. You will not be reimbursed for theft of personal items left in the car.

Hotels – Sonoco has a myriad of hotels that are used in various parts of the country and world. Sonoco has established standards for which hotels are approved, including cleanliness, pricing and amenities. All of the preferred hotel information is located within Concur or via the travel agency. Hilton and Holiday Inn are the hotel chains we predominately use, along with a broad number of other hotels best situated for each city where we do a lot of travel. You must book all hotel reservations via Concur or the travel agency, unless you are attending a conference or a customer or supplier visit where there is a better hotel rate offered. If you book a hotel outside of Concur or Carlson Wagonlit, forward your hotel itinerary to Plans@mycwt.com. This ensures we have information about where you are staying for Duty of Care, and that we can leverage your stay for better pricing across Sonoco.

Meal Spend – There is a meal spend cap of $65/day (U.S.) $90/day (CAD) for all meals on a business trip – not including customer meals, supplier meals, conference meals and meals with five employees or more. The spend cap includes all meals, snacks, taxes and tips for a given day. If you are traveling with a group of five Sonoco employees or less, each person should pay separately for their own meal.

Expense Reporting – All travel expenses must be regularly reconciled using the Chrome River expense reporting tool within 30 days of incurring the expense. You can find tips, training documents and a link to Chrome River here: Chrome River Information SharePoint Site.

Exception Process – We know travel is complex and sometimes general policy rules don’t fit every situation. If this happens to you, let your General Manager/VP know, and they will determine if an exception is warranted.

Travel Card PIN Information – You may access your travel card PIN number via the Online PIN Check & Global Card Alerts website. Please see the Online PIN Check & Global Card Alerts Reference Guide for information on your Sonoco Travel Card PIN and how to use the online PIN check website. Your verification ID is a 9-digit number consisting of 1000 followed by your 5-digit employee ID, or 100 followed by your 6-digit employee ID.

IMPORTANT GENERAL INFORMATION:

Personal Car Mileage Limitation – While you can be reimbursed for using your own vehicle for business use (per the guidelines covered previously), the reimbursement is limited each calendar year to 15,000 miles (U.S.), 22,000 kilometers (CAD).

Can you use Sonoco travel discounts for personal use? – Generally the answer is “yes,” although there are some exceptions. Sonoco’s traveler insurance with Hertz for business travel does not apply for personal travel, so you can get the Hertz rate but would need to add your own insur-ance coverage. You can use the travel agency to book a trip, using our airline discounts, but you will have to provide a personal credit card to pay the transaction and ticket costs. Hilton hotel properties are one hotel group that does allow their hotel rates for personal use. Some IHG/Holiday Inn properties also may. Contact the specific hotel to verify.

Saturday Night Stay – In the course of normal business travel when you have a desire to fly to location early or stay longer, you may be reimbursed for extra hotel, rental car and meal costs if the total extra cost is less than the reduced air fare from the Saturday night stay.

Hotel Cost Offset – In the course of normal business travel where a hotel stay is required, you can expense up to $50 for a gift given to friend/family in lieu of hotel cost. A receipt is required.

Internet Fees – Internet fees are reimbursable if required for essential business use. Those with smart phones can tether to the smart phone and access the Internet.

Clothing – Clothing purchased on a business trip is not reimbursable.

Laundry – Laundry and dry cleaning expenses are not reimbursable for trips less than five days.

Questions about this document? Email TRIP@sonoco.com