Travel and Entertainment Policyts.tandt.com/schneider/tepolicy.doc · Web viewSNI has a rental car program, called the “SNI Courtesy Car Rental Program” that is available through

Travel Guidelines

and Expense Reimbursement Policy

Schneider National, Inc.

For Calendar Year 2009Last Revision Date: November 20, 2009

Travel Guidelines and Expense Reimbursement Policy

Schneider Corporate Business Traveler,As we continue to maintain a competitive advantage in the marketplace, cost savings will remain a priority at Schneider National, Inc. We must all have great passion around cost control and how we manage our individual department spending. The Corporate Travel Guidelines and Expense Reimbursement Policy will enable you to contribute to the goal of obtaining the greatest return of the dollar we invest in business travel.

This policy has been designed to meet your business travel needs in an efficient matter. Please exercise good judgment and always consider alternatives to business travel (e.g. conference calls, e-mail, etc.). All associates are an integral part of the enterprise effort to make this policy effective.

Key changes to this revised version include guidance relative to refueling of rental cars, GPS, and process changes with air travel.

Thank you in advance for your support.

John BrenholtChief Financial Officer

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Table of Contents

Administrative InformationPolicy Statement Expense Reporting PolicyExpense Report Approval ProcessException ProcessImportant NotesReimbursementReceipts

Policy InformationCorporate Travel Cards Corporate Travel CenterAir Transportation Travel Incentive Programs Rental CarsPersonal Vehicle for Business Travel Lodging Policy Meals and Entertainment Recognition and Expressions of GoodwillGroup Meetings, Events and ActivitiesTelephone Calls Technology Related Auxiliary EquipmentNon-Reimbursable Expenses Travel Advances Miscellaneous Information Accommodation of Disabilities and Religion Telephone Numbers Leadership Approval Checklist

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Policy Statement

It is the policy of Schneider National, Inc. to reimburse its associates for all reasonable travel and/or business expenses incurred in connection with authorized company business.

All associates are required to read these guidelines and policy changes. Failure to read and understand the policy changes will not relieve the associate of their responsibility to follow them. Reimbursements will only be made in accordance with these policies.

Each associate has a responsibility to adhere to this policy when incurring business expenditures on behalf of the organization. It is the responsibility of the associate and the leader to be familiar with the need for the expenditures and to be satisfied that they are in compliance with this policy. The burden of proof to substantiate all expenses is the responsibility of the associate.

Expense Reporting Policy

Associates are required to prepare and submit an Expense Report within 30 calendar days after completion of the trip. Expense reports received after this period may not be reimbursed. US Treasury recognizes 60 days to be the maximum amount of time that people seem to be able to recall events with sufficient detail. Reports received within 30 days will insure we are able to process your report timely enough to meet these criteria and reimburse your expenses to meet this threshold and stay within time to pay your Corporate Travel Card bill. Reports received after 60 days will not be processed for reimbursement since the company assumes the risk of not being able to claim these as business expenses. Associates who incur pre-trip expenses (airline ticket booked on company issued credit card) may submit an expense report with paid receipts and manager authorization.

Expense Report completion procedures:

1. Attach receipts to the Expense Report (See “Receipts” for detailed description of required receipts) to include airline passenger receipts, even though they are being directly billed.

2. Explain the business purpose of expense and any unusual transactions or items.

3. Attach exception process pre-approval documentation for reimbursement, if applicable.

4. Associates must sign their expense report form before reimbursement can occur.

5. Associates must submit expense reports to their leader for approval. If the associate or the associate’s leader (or both) is at a location other than the CBC, a faxed copy of the “Associate Expense Report” with leader signature is acceptable.

6. Submit approved Expense Report for processing to Accounts Payable.

Expense reports must be complete and accurate for prompt reimbursement. Associates with incomplete reports will be contacted via company email. Step-by-step instructions are available on the Intranet.

Foreign Currency

Foreign currency expenditures should be converted and shown on the Expense Report in U.S. dollars. Use the exchange rate at the time the currency was exchanged and provides a copy of the exchange receipt. Keep good records and show documentation. Canadian expenditures may be reported in Canadian dollars.

Expense Report Approval Process

The intent of this approval process is leadership will have visibility to where his/her team is spending time and money in pursuit of the goals. The expectation going forward is leaders will review the destination, purpose, and accomplishment of each expense reimbursement. The expectation for leaders is NOT to tie receipts to the expenditures.

An appropriate departmental designee, approved by the Corporate Controller, may also approve expense reports.

All associates must submit expense reports to his or her leader for approval.

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If an associate and the associate’s leader are not at a common location, a faxed copy of the “Associate Expense Report” form with leader signature attached to the original “Associate Expense Report” is acceptable approval. Attached approval e-mails will also be accepted. If these methods are not available for use, please contact Accounts Payable x2813.

If a leader is out of the office, the leader’s leader or VP of Finance can approve expense reports.

Exception Process Contact approval will continue to be required for meals greater than $50 per person, tangible item purchases, and all other items not specifically defined in the policy. Please see “Exception Process” for further details.

All expense reports greater than $2,500 must also have “Exception Process Contact” approval.

Leader approval does not guarantee payment of an expense report.

Executives will be required to obtain CFO or CEO approval on expense reports. The CFO will obtain CEO or Corporate Controller approval on expense reports. The CEO will obtain CFO or Corporate Controller approval on expense reports.

Exception Process

This policy will serve as a guideline. If an expense is not listed in this policy, it should be treated as non-reimbursable. If an associate has questions regarding expense reimbursement, please contact the Accounts Payable Manager at extension 3102. Items which appear to be exceptions should be pre-approved before the expense occurs.

If an associate has an expense that has been denied reimbursement, the associate should contact his/her leader. If the leader deems it a valid charge, then he/she will contact the Accounts Payable Manager via email (Lori Mueller [email protected]). The Accounts Payable Manager has the authority to approve amounts less than $100. Amounts less than $100 may need Exception Process Contact approval if deemed necessary. If the Accounts Payable Manager does not approve the expense, the associate’s leader can seek approval from the Exception Process Contact. If the Exception Process Contact approves the expense, an e-mail describing the situation will be sent to the Accounts Payable Manager. Exception Process Contacts can not approve missing documentation that is necessary for IRS reporting purposes (i.e. proof of payment). If the Exception Process Contact is not available and approval is urgent, please contact the Exception Process Contact’s leader (VP of Finance).

Exception Process Contact Approvals Needed:

Prior to Booking Trip:

.Airfare lowest cost alternative not accepted within two hours of original requested departure time.

Requesting airline upgrades other than coach class. .

Air travel booked less than 7 days prior to travel or airline changes within 7 days of departure.

Changes to airline tickets for same day travel (other than stand-by at the airport).

Fly versus drive.

Lodging outside of SNI negotiated properties or rates greater than $70 per night. (Department Director Approval Needed).

International trips (other than to Canada) require approval from Jack Gross.

Other Expenditures:

Expense reports greater than $2,500 require Exception Process Contact approval.

Any meals greater than $50 per person.

Entertainment events with customers or suppliers greater than $50 per person.

Recognition expenditures greater than $15 per person.

Spouse or companion travel.- 5 -


Memberships to transportation or non-role related clubs.

Tangible Items. (i.e. office supplies, books, shop tools and supplies)

Any item that is not specifically covered in the T&E Policy.

Gifts to customers or suppliers greater than $25.

Sale of an item or service from an associate to Schneider and all subsidiaries requires VP of Finance Approval.

All Technology related expenditures need to be approved through the IT Department. Please see the Cellular Phone policy for approvals required for cellular phone reimbursements.

Important Notes

The Corporate Travel Guidelines & Expense Reimbursement Policy applies to all associates. It is also expected that associates in other countries adopt the policies contained herein.

All associates are required to read these guidelines and policy changes. Failure to read and understand the policy changes will not relieve the associate of their responsibility to follow them. Reimbursements will only be made in accordance with these policies.

Following is a brief overview:

All expense reports require approval by the submitter’s leader or appropriate departmental designee approved by Corporate Controller. Please see the “Expense Report Approval” section.

SNI Travel Department information has been updated to include phone numbers pertaining to after-hours assistance. Associates should only use after-hours assistance in emergency situations to reschedule canceled flights or make emergency reservations after normal business hours. Premium fees are incurred per call.

Associates are reminded to decline the Collision/Loss Damage Waiver/Liability insurance coverage when renting cars in the United States with National or Enterprise Rental – these fees will not be reimbursed. However, when traveling outside the United States (to include Mexico and Canada) and the use of a rental car is required, associates should accept Collision/Loss Damage Waiver coverage.

Offsite Meetings must be planned through the SNI Meetings and Events Manager, Lori Counihan, who is located in the SNI Travel Department. Meetings arranged outside this process will not be reimbursed. Meetings or offsite events also include holiday gatherings. Lori can be contacted at 1-800-558-6767,ext 3218.

Cell phone users should review the Cellular Phone Reimbursement portion of the policy. It provides more detailed guidance concerning reimbursement when using a personal cell phone for business related calls.

Associates are reminded of the 30 day reimbursement policy. US Treasury rules limit reimbursement time to 60 days for most transactions. Expense reports received within 30 days should meet all timeliness requirements. Reports received after 60 days will not be reimbursed.

Please see T&E Tips for a high level overview of the Travel and Entertainment policy.

Reimbursement

Upon review by Accounts Payable, associates will be reimbursed through direct deposit to the associate’s bank account.

Expense Reports will be processed on a first come, first served basis. Provided the expense report is accurate and all necessary receipts and exception forms are attached, it should be processed within a couple of days. You should receive reimbursement within 5 business days of receipt.

Associates with an American Express Corporate Travel Card will submit their expenses as normal and in a timely manner to insure payment of their monthly statement within 10 days of receipt.

Receipts

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http://wired/accountspayable/apgeneral/forms/expense/tetips.pdf


Documentation of expenses is required for all expenses. An original receipt must be submitted with an expense report for any expense $10 or more. Examples of documentation include:

Air Travel The Travel Department will automatically direct bill air costs to SNI. An exception to this will be for AMEX Membership Rewards Program Members. Members must advise the Travel Department to directly post the cost to their company issued card. In this case, the associate will be responsible to provide a receipt for reimbursement. A receipt can be printed at the airport upon check-in. In the event an associate incurs air travel expense (ticket, luggage fee) on their company issued credit card, all receipts must be attached to their expense report and authorized by their manager.

Hotel Hotel bill (itemized) plus proof of payment. Express checkout may not be sufficient.

Car Rental The car rental company’s final bill.

Gas and Oil All receipts for gas and oil are required. Reimbursement will not be made for lost receipts.

Meals $10.00 or more. Charge card receipt and itemized receipt (tear tabs are not acceptable.) Cash payments must be supported by “electronic” or register receipts.

Entertainment Charge card receipt and itemized receipt (tear tabs are not acceptable) and explanation of expenditure. Event and entertainment tickets need legitimate proof-of-purchase. Associates should copy the event tickets with the price printed on the face of the ticket, or provide an electronic receipt from Ticketmaster, TicketStar, etc., when submitted for reimbursement. Event tickets purchased through third-parties or for charity participation should be approved via the exception process prior to purchase. The IRS normally limits reimbursement to the face amount of the ticket and any additional amount paid to obtain the tickets may NOT be reimbursable. Season ticket purchases should be processed for purchase through Accounts Payable in the name of Schneider National, Inc. Associates requiring season ticket purchases will contact their Exception Process Contact to prepare and attach a check request to the ticket invoice. A check will be made payable to the ticket agent. Exception Process Contact will be responsible for assigning someone within their department to track and insure that the tickets were properly utilized. Associates purchasing season tickets in their name, will be reimbursed on an as you go per game basis when properly submitted.

Other Transportation Taxi receipts when the expense is greater than $10. Railroad passenger coupon or invoice.

Associates must submit original receipts with their expense reports. Photocopies of receipts are not acceptable. The IRS requires originals to insure the expensed item was not returned for refund. Associates should not mix personal purchases with business purchases where the original receipt may be needed later for personal use.

Any purchase of $75 or more where a personal check was used as the form of payment must be supported by providing a copy of the “cancelled” check (cleared through the bank). Payment of the expense does not incur until the funds have been transferred from your account. A duplicate check stub or copy of the check written is not sufficient to document that an expense has incurred. Do not be offended when asked to provide a copy of a “cancelled” check.

Corporate Travel Cards

Corporate Travel CardsSchneider requires use of the American Express Corporate Travel Card (Travel Card) by those associates who (a.) incur annual business related expenses in excess of $5,000, or (b.) travel six or more times per year.

All applicable associates will be provided the American Express Corporate Travel Card (Green) free of annual fees. Frequent business travelers, as deemed appropriate and at their own expense, may receive an American

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Express Corporate Travel Card with upgraded features specifically oriented to frequent travelers (American Express’s Platinum or Gold Cards). If there is a demonstrated company need for an American Express Platinum Card, James Waters is the approving authority for reimbursement of their associated fees. Contact Accounts Payable (Ext. 3102) to begin the approval process.

Although issued at the direction of Schneider, the Travel Card is issued by American Express to the associate and remains a personal liability of the associate. For this reason, issuance of the card is ultimately at the discretion of American Express. All charges, whether reimbursable or not, are the personal liability of the associate. Schneider will not issue a payment guarantee to American Express to facilitate the issuance of a Travel Card to an associate who would not otherwise qualify under the charge card provider’s policies. Accounts Payable will establish appropriate credit limits for all associates issued a Travel Card using established guidelines.

All associates issued an American Express Corporate Travel Card will be required to complete a Corporate Travel Card Member Agreement Form. The form, located on the intranet, will outline the terms and conditions under which the company furnishes the Travel Cards.

If an associate has been issued a Travel Card, all charged expenditures are to be paid using the American Express Corporate Travel Card issued at the direction of Schneider National. Associates with a Corporate Travel Card are not to use their personal charge card for reimbursable business expenses. Only when a vendor does not accept the Travel Card, an associate may use an alternative form of payment.

Lost or stolen cards must be reported directly to American Express as soon as possible. Associates suspecting that their card is being used by someone else should notify American Express directly.

Associates may not charge expenses for Group Meetings or events that should be arranged through SNI’s Meeting & Event Manager. . .

Personal expenses can not be charged to the American Express Corporate Travel Card.

Membership Rewards ProgramsAssociates with an American Express Corporate Travel Card are welcome to participate in their Membership Miles program and retain points earned for their personal use. However, any cost associated with participation in such programs is personal to the associate and is not reimbursable by the Company.

Associates may not charge “non-travel” related business expenses for the purpose of obtaining benefit through a rewards program. These activities should be processed through Accounts Payable.

The Company makes no representations as to benefits available under such programs nor accepts any liability for any consequences of participating in such programs.

Associates should evaluate whether or not participation in such a program will be beneficial prior to payment of any fees.

Payment TermsIt is the associate’s responsibility to pay the bill for their Travel Card within 10 days of receipt. This includes timely submission of reimbursable expenses in order to meet any such due date. The Company is not responsible for and will not reimburse late fees.

The Billing Cycle for the American Express Corporate Travel Card is as follows:

Billing Cut Off: 20th of Month

Statements Mailed: 23rd of Month

Statements Received: 27th of Month

Payment Due: Immediately, but NOT LATER THAN 10th of Month

Use of the American Express Corporate Travel Card for personal expenses is not permitted. Incidental personal expenses that may occur in conjunction with business travel, e.g. an extra day of lodging, movie at the hotel, workout facility fee, etc., will be allowed. However, these are personal expenses and the associates’ responsibility.

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Vendor AcceptanceOnly in the event that a vendor does not accept the American Express Corporate Travel Card, should an associate use an alternative form of payment. Associates that desire to have a vendor solicited for acceptance of the American Express Card should advise Accounts Payable (Ext. 2813) of the following information: Vendor Name, Address and Phone Number.Infrequent TravelersAssociates who travel less than six times per year or expense less than $5,000 annually in travel related expenses may not be issued a Corporate Travel Card. The Company will reimburse these associates for approved business travel-related expenses provided all other travel policies are followed. Request for a travel advance is not authorized. Infrequent travelers may request issuance of a Travel Card for a specific trip, provided sufficient notice is given. Typically, these cards will be activated for a 60 day period and then inactivated. The card may be retained for future use and reactivated, in the event of travel, by contacting Accounts Payable.ResponsibilitiesAccounts Payable is responsible for the administration and management of the Corporate Travel Card Program. Associates desiring an American Express Corporate Travel Card must submit an application, along with the Corporate Travel Cardmember Agreement Form to their leader for authentication. The leader will forward the application and Cardmember Agreement Form directly to Accounts Payable for processing. A Corporate Travel Card will normally be issued within 5 – 7 business days from the date the application is received by Accounts Payable. Corporate Travel Cards may be issued quicker under extenuating circumstances.

Pay Services is responsible for providing immediate notification of associate terminations to Accounts Payable for the purpose of suspending use of the American Express Corporate Travel Card. Accounts Payable is responsible for issuing cancellation instructions to the credit card issuer.

Additionally, Accounts Payable is responsible for reviewing monthly reports of delinquencies and for communicating with leaders and Division Controllers when such delinquencies become 60 or more days past due. Delinquencies of 90 days or more will also include the HRBP.

To obtain a Corporate Travel Card or for more information, please contact Accounts Payable at 800-558-6767, ext 3102.

SNI’s Corporate Travel Department

All associates are required to use the SNI Corporate Travel Department (Travel Department) for arranging all business travel (airfare, hotels, car rentals, etc.). Schneider has negotiated significant discounts based on volume with airline, hotel and car rental vendors.

The Travel Department will automatically direct bill air costs to SNI. An exception to this will be for AMEX Membership Rewards Program Members. Members must advise the Travel Department to directly post the cost to their company issued card. In this case, the associate will be responsible to provide a receipt for reimbursement. A receipt can be printed at the airport upon check-in. Airline tickets purchased with an alternate form of payment will not be reimbursed. Associates possessing an American Express Corporate Travel Card and desiring to purchase an airline ticket outside the Travel Department must obtain approval using the exception process. Tickets purchased without approval could result in the loss of reimbursement. Hours and Phone Number

The Travel Department’s office hours are 8:00 a.m. to 5:00 p.m. (Central Time), Monday – Friday at 800-558-6767, ext 4222.

After-Hours Emergency Assistance

After-hours emergency assistance is available and may be used to reschedule canceled flights or make emergency reservations or changes after normal business hours. Contact after hours at 888-399-4667, Mexico at 001-888-413-7271 and outside the U.S. by calling collect at 402-399-4667. Additional fees apply per call. Changes, flight options should be done during normal business hours. .

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Air Transportation

Destinations less than 240 miles or 4 hours in length should be driven versus flown. Other specific destinations that should be driven include: Green Bay to Chicago, Green Bay to Minneapolis and Chicago to Detroit. Destinations less than 360 miles or 6 hours in length that have multiple associates traveling together should be driven versus flown.

Associates are required to make all airline travel arrangements through the Travel Department. Schneider has negotiated significant discounts based on volume with several airlines. All tickets are non-refundable.

Associates should advise the Travel Department of travel priorities (all possible times and days of travel as well as alternate airports that may be considered) when making reservations to ensure that travel requirements are met at the lowest cost. Associates should also notify the Travel Department of any memberships that offer discounts, such as AAA or AARP when completing their profile.

Associates must travel at the lowest airfare within two hours of their requested departure/arrival time. The Travel Department will assist in identifying all flight options. The Exception Process Contact approval will be required if the lowest cost alternative is not accepted.

Associates must use coach class for all flights. Upgrades to business class on International flights may only be considered through the exception process.

Whenever possible, travel arrangements should be made at least seven to 15 days in advance to optimize use of advance purchase fares. Air tickets requested with less than a 7 day advance notice will need Exception Process Contact approval prior to ticketing.

Most airlines are charging for all checked luggage. Schneider will reimburse associates for these costs with manager approval and receipts.

Changes to tickets within 7 days of departure or same day return changes will need Exception Process Contact approval.

Notify the Travel Department immediately for unused or partially used airline tickets. (Do NOT include with an associate’s expense report).

In some instances, airfare expense may be dramatically reduced if the associate stays overnight on a Friday or Saturday. Friday or Saturday night stays are acceptable provided the airfare savings surpass additional expenses.

For any corporate jet needs, please contact the Travel Department. Traveler ProfilesAssociates expecting to travel at least six times per year should submit a completed Traveler Profile Form to the Travel Department. Associates are responsible for informing the Travel Department of all personal profile changes (delivery address, phone number, title, medical restrictions, special meal requirements, seat preferences, etc.). Contact the SNI Travel Department at Ext. 4222 for profile forms.Lost BaggageThe airlines are responsible for retrieving and compensating for lost baggage. Schneider will not reimburse travelers for personal items lost while traveling on business. Measures that can be taken to minimize baggage losses include:

Always carry valuables (e.g. jewelry, laptop computer, camera, etc.) on-board the aircraft.

Always carry important and/or confidential documents on-board the aircraft.

Clearly tag luggage with name, address and phone number.

Retain baggage claim receipts for checked-in luggage.

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Obtain luggage insurance, provided with the Corporate Travel Card or purchased separately (costs are the responsibility of the traveler).

Follow these procedures if your bags are lost en-route:

Before you leave the airport, obtain a lost luggage report form from an airline representative in the baggage claim area.

Itemize the contents of your bag, including receipts whenever possible.

Include a copy of your airline ticket and baggage claim stubs.

Keep a copy of the report, airline ticket and claim stubs.Overnight DelaysShould an airline delay necessitate an overnight stay, associates must first attempt to secure complimentary lodging from the airline. If unsuccessful, the traveler should contact the SNI Travel Department for assistance (or the emergency contact after hours).

Transportation To/From Airport

Associates should use the lowest cost alternative for transportation to and from the airport.

Hotel shuttle services should be used to and from airports whenever possible.

Hotel shuttles may also provide transportation to and from your place of business. When visiting Green Bay, most of the contract hotel locations provide transportation to/from the airport as well as to/from Schneider facilities.

Limousines and rental cars at the destination location should be used only when it is more economical than using an airport/hotel shuttle service, taxi, or personal vehicle.

As a general rule, Schneider will not reimburse travel between the associate’s home or work location and the airport (via personal conveyance or commercial) unless the distance is greater than 40 miles (one way) from your regular work location. Parking at the airport while traveling is reimbursable.

Frequent Flyer Miles

Schneider National retains all airline frequent flyer miles earned by associates when traveling on business. The Travel Department will manage all frequent flyer accounts to include the pin numbers. Associates will not have access to these accounts or to these pin numbers.

Rental Cars

A car may be rented when business conditions warrant.

Associates are required to make all car rental reservations through the Travel Center.

Associates may choose an intermediate or mid size car if traveling alone. A full-size rental car is acceptable if three or more associates are traveling together. Minivans may be rented if a large group, five or more, is traveling together. SUV’s and Luxury cars should not be rented.

Schneider has insurance coverage with its preferred vendors. Associates with an American Express Corporate Travel Card must pay for their rental vehicle with their card since the corporate Travel Card provides additional insurance coverage. Associates should decline the Collision/Loss Damage Waiver/Liability insurance coverage (these fees will not be reimbursed). However, when traveling outside the United States (to include Mexico and Canada) and the use of a rental car is required, associates should accept Collision/Loss Damage Waiver coverage (associates should check with the Travel Center for restrictions and special arrangements that are required when traveling outside the U.S.). If you are directed by the Travel Center to use a rental company other than National, please do take the Collision/Loss Damage Waiver/Liability insurance coverage.

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Refueling Charges- Rental cars must be returned with a full tank of gas to avoid any refueling charges. Refueling charges are on average two times the retail cost of fuel.

Decline Fuel Service Options- Upon pickup DO NOT take this service option. Schneider will not reimburse for these charges. The Fuel Service Option (FSO) means you are paying for a full tank of fuel in advance, regardless of how many miles are driven and if you use a full tank or not. Cost will be dependent on the size of the vehicle and the tank size.

Return vehicles on-time. A one day rental is considered a 24 hour period. One hour late gets charged an extra day.

Global Positioning System (GPS)- Navigation devices are now available for rental at several locations. SNI does not reimburse for this expense. Rental companies charge a daily fee for renting a GPS. Please use an alternative source for finding directions.

Cancel guaranteed reservations a minimum of 24 hours prior to scheduled pickup to avoid “no show” charges.

Examine the rental vehicle for damage prior to leaving and upon return to the rental lot.

Green Bay only: Cars should not be rented for stays less than three days. Preferred hotels have shuttle service and should be utilized to get to and from the airport and Green Bay facilities. If a car is necessary, please contact X3880 to reserve a company car.

Tickets for traffic violations (speeding, parking, etc.) are not reimbursable.

If you are involved in an accident while driving a rental car, call an INS Claims Representative at 800-558-6767, ext 3048 (available 24/7) and the rental car company as soon as practical.

Car Rentals Non-EmployeesSNI has a rental car program, called the “SNI Courtesy Car Rental Program” that is available through National and Enterprise Car rentals only as a last option when a non-employee, vendor, contractor, speaker, interview candidate or other persons who require ground transportation and by contractual agreement can charge SNI for their travel expense. The previous car rental program used for non-employees is now limited to employees only.

The “SNI Courtesy Car Rental Program” includes additional fees for the Loss and Damage Insurance of $20.99 per day, and Liability Insurance of $12.95 per day, that is mandatory and required by SNI. It must be made clear to the traveler that they ARE NOT COVERED by SNI Insurance. Departments may incur additional costs based on any contractual agreements entered into with non-employees who travel.

1. Department Leaders who initiate or approve the travel will determine if the traveler has a credit card and can arrange for a rental car through their own means. If they can do so, the traveler is responsible to arrange their car rental. 2. If no other option is available, the SNI Courtesy Car Rental Program can be used. Reservations must be made through SNI’s Travel Center or through the approved contact person for Schneider Finance or the Driver Training Center. 3. Department Leaders will send an approval email notification to [email protected] and include the name of the non-employee and travel dates with the appropriate expense code. The traveler can contact the Travel Center directly to make final arrangements.

Personal Vehicle for Business Travel

Typically, Schneider’s policy is to reimburse an associate for business-related use of a personal car at the Internal Revenue Service mileage rate. Other expenses such as tolls and parking fees are also reimbursable. Frequent use of personal vehicles for business is not encouraged. Company cars should be utilized whenever practical. Associates in Green Bay may call the Company Car Hotline to reserve a vehicle, ext. 3880.

Associates may use their personal car for business purposes if it is less expensive than using a company car, renting a car, taking a taxi or alternate transportation or if it is timelier than taking public transportation.

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Travelers are responsible for maintaining their own personal automobile insurance and any costs, which result from accidents, to include their passengers, or traffic violations while the car is being used for business. These expenses will not be reimbursed by the company.

If an associate chooses to drive a personal automobile instead of flying, Schneider will reimburse the associate for actual mileage and in-transit lodging up to a maximum of the cost of round-trip coach airfare purchased with a 14-day advance to that location (the airfare rate will be obtained for comparison upon receipt of an expense report). Associates choosing to drive instead of fly must also obtain approval through the exception process prior to travel.

Lodging Policy

Associates are required to make all hotel/motel reservations through the Travel Department. Associates with an American Express Corporate Travel Card must place charges on their card.

Associates will be offered SNI negotiated properties. Exceptions will need prior approval by a Department Director.

Non-preferred properties should be less than $70 per night or have prior Department Director approval.

Standard rooms will normally be used unless special contract arrangements permit the use of other rooms at minimal or no extra charge.

Associates should notify the Travel Department of any memberships that may offer discounts, such as AAA or AARP. Associates with military ID cards may also be eligible for the government rate.

All reservations are guaranteed for late arrival.

Associates are responsible for canceling motel rooms and will not be reimbursed for “no show” charges (record the cancellation confirmation number in case of billing disputes). Many hotels have cancellation policies that require a 24 – 48 hour notice. Associates should keep these lead times in mind when travel plans change. Business requirements may dictate penalty cancellations. Accounts Payable will evaluate the circumstances when submitted for reimbursement.

Associates staying a week or longer should inquire about weekly/long term discounts.

Associates staying in a private residence with family or friends while traveling on business will be reimbursed for actual and reasonable expenses incurred to extend appreciation to friends or relatives for their hospitality. This is generally in the form of a small gift (flowers, meal, gift certificate, etc.) valued at approximately 20% of what you would have paid for one night’s lodging, regardless if your stay was one night or seven nights. The value of the gift is not compared to the amount of what your lodging would have cost. The IRS generally allows gifts valued at $25 or less. Cash is not a gift and will not be reimbursed.

Some motels have frequent guest programs that reward travelers with free accommodations in exchange for a given number of paid room nights at the motel. Awards from these programs may be retained by associates for personal use. However, participation in these programs must not influence motel selection which would result in incremental cost beyond the negotiated or preferred rate and any membership fees associated with joining these programs are not reimbursable.

Tipping for hotel services performed should be reasonable and must not exceed $5 per day or $20 per week. Examples include bellhop ($1 per bag), housekeeping ($1 per person per night), and parking valet ($2 per occurrence). When submitting an expense report, please label these expenses under the “Other” section. Please note the service provided and the amount of the tip. Tips considered extravagant will not be reimbursed.

Hotel reimbursements can only be accomplished when an “itemized” receipt is submitted with your expense report. “Itemized” receipts are an IRS requirement – exceptions will not be granted. Associates must exercise care when using express checkout. Generally express checkout receipts indicate the amount is still outstanding or open. These receipts do not show the “final” amount that was paid or settled to your credit card. Since hotels frequently issue credits for unsatisfactory service or billing errors, unsettled receipts cannot be accepted. If your express checkout was accomplished with settlement to your American Express Corporate Travel Card, AP can verify the final amount charged by the hotel if necessary.

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Group Meetings and Events

All Meetings and Events must be coordinated through the SNI Travel Department by contacting the SNI Meeting and Event Manager, Lori Counihan at ext. 3218. Prior approval in the form of a Delegation of Authority may be requested based on overall anticipated cost. This includes, but is not limited to the following (whether at Green Bay or in the field):

Training meetings

Sales meetings (national, divisional, regional or district)

Off-site group conferences and meetings

Banquets and picnics

Holiday Events

The SNI Meeting and Events Manager will coordinate all billing or invoicing needs. Meetings and events not planned by the SNI Meetings & Events Manager will not be reimbursed. This includes all Green Bay / OC banquets, group conferences, picnics, holiday parties, etc.

Meals and Entertainment

Meal Expenses

Personal meals are defined as meal expenses incurred by the associate when dining alone on an out-of-town business trip involving one or more overnight stays. These expenses are recorded in the “Breakfast, Lunch and Dinner” portion of the expense report. The Corporate Travel Card must be used whenever possible.

Associates will be reimbursed for actual food and beverage expenses (i.e. with proper and original receipts) within a daily allowance of $35. Associates are expected to adhere to the daily allowance, however it may be necessary from time-to-time to exceed this guidance as a result of high cost geographic areas (e.g., New York City, Washington, D.C., etc.). In addition, exception approval may be required. Meal costs considered lavish and extravagant will be limited to the daily allowance. Associates on extended assignments (30 days or longer) should be placed on per diem in lieu of reimbursement for actual food and beverage expenses. Leaders should coordinate with their respective Exception Process Contacts for further details.

Tips included on meal receipts will be reimbursed and are inclusive of the daily maximum allowance and should be no more than 18 percent of the bill. Any tips considered excessive will not be reimbursed; as a general rule, employees should not tip more than they would on a personal trip.

Associates will be reimbursed for business-related meals taken with other associates only in the following circumstances:

When a client is present.

When at least one associate is from out of town and travel is required.

When, for confidentiality reasons, business must be conducted off company premises.

When authorized via the exception process.

Associates who travel out of town for greater than 12 hours but less than overnight can have one meal reimbursed subject to the limits defined below. A receipt is required to be reimbursed. Dates and times need to be provided on the expense report in order to be reimbursed.

Associates should pay for their own meal; however it may not always be practical to do this. If billed together, the average cost for each associate present should adhere to the following guidance, regardless of occasion. Any expenses in excess of the following may be considered lavish and extravagant.

Breakfast $8 per associate billed

Lunch $10 per associate billed

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Dinner $25 per associate billed

Meals with other associates are recorded in the “Details of Entertainment Expenses” section of the expense report. A “business purpose” for the meal together must be entered. Reasons such as “lunch”, “business dinner”, “business discussion”, “teambuilding”, etc are not sufficient to warrant reimbursement. Reasons such as “Confidential Budget Review”, “Strategy Discussion of Customer Visit”, etc are more appropriate. This detailed information assists with the analysis of tax liability. Other criteria outlined below under “Entertainment Expenses” and “Documentation and IRS Requirements” applies also.

Entertainment Expenses

Entertainment expenses include events such as theater, sporting events, etc., whereby a business discussion takes place during, immediately before, or immediately after the event.

Associates will be reimbursed for entertaining customers:

If the person(s) entertained has a potential or actual business relationship with the company.

If the expenditure directly precedes, includes or follows a business discussion that would benefit the company.

Or, with prior approval from appropriate authority, via the exception process.

Examples of entertainment expenses (not fully inclusive) that are reimbursable:

Concert and theater tickets

Sporting event tickets

Tennis court fees

Golfing green fees

Transportation to and from the event

Parking at the event

Meals and beverages consumed at the event

When entertaining business clients and prospects, the above “average per associate” should be followed whenever possible. However, any expenses in excess of the following may be considered lavish and extravagant. In certain metropolitan areas (New York, Boston, Washington, D.C., etc.) this guideline may not be adequate, however it should be closely adhered to. In addition, exception approval will be required for meals greater than $50 per person.

Breakfast $12 per person billed

Lunch $15 per person billed

Dinner $40 per person billed

Documentation and IRS Requirements – See Also “Receipts” Section

It is important that all associates are familiar with the requirements in order to be reimbursed timely. For business meal and entertainment expenses, the following documentation is required by the IRS, and must be recorded on the expense report or receipt:

Names of individuals present, their titles and company name (SNI, Non-SNI).

Name and location of where the meal or event took place.

Exact amount and date of the expense. Amounts will be broken out and categorized by SNI (all Schneider associates present at the meal and/or Non-SNI (all business clients present)). On occasion a client’s or an

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associate’s spouse or other family member may be present for an event, these entertainment expenses are normally not deductible business expenses and must be captured separately. Simply indicate “yes or no” in the “Do any of the above “Entertainment Expenses” include a spouse or other family member (SNI or Non-SNI?” field if a spouse or family member participated in the event. Accounts Payable will follow-up with you to insure we capture costs correctly. Additional documentation such as social invitations, corporate communications, may be necessary and could require exception approval.

Specific business topic discussed. Reasons such as “lunch”, “business dinner”, “business discussion”, “teambuilding”, etc are not sufficient to warrant reimbursement. Reasons such as “Carrier Performance Review”, “New Business Presentation”, etc. are more appropriate.

In the case of entertainment events, the specific time the business discussion took place (i.e. before, during or after the event).

Recognition and Expressions of Goodwill

Accountable adherence to this Recognition policy will result in improved cost savings and consistency of tax treatment for Schneider associates. This policy does not include Presidential Awards, Safety Awards, or work attire programs.

Leaders must demonstrate good judgment as it relates to associate recognition expenditures and be able to tie recognition to specific accomplishments. Leaders must obtain pre-approval of such expenditures greater than $15 per person through their appropriate Exception Process Contact.

Associates feel good when other associates come together to say farewell when someone moves to a new position; or to purchase them flowers when they are hospitalized or have a new baby; or purchase a balloon or cake in honor of their birthday or anniversary. These are acts traditionally initiated by associates for associates of their own free will and generosity. These expressions of goodwill have a special meaning to each recipient because they know it came from those with whom they work. Therefore, expenses submitted for expenditures for such traditional acts will not be reimbursed.

Types of AwardsLength of Service Awards – Please see Benefits for more details.

Achievement awards are items of tangible personal property awarded to associates to recognize their length of service with the company and are not taxable to the associate. This would include any awards that fall into the category of awards approved by Schneider for milestone length of service. A standard program exists for this type of award through Benefits.

Recognition Awards – Please contact Pay Services x3724 for more details. These awards are given to the associates to recognize an accomplishment. Any awards received

by an associate that exceed $25 in total per year in value must be reported as compensation to the recipient. All awards in excess of $25 per associate per year must be communicated to Pay Services for processing. If submitting an expense report, please attach the recipient’s name and Lawson ID to the expense report.

Gift Drawings – Please contact Pay Services x3724 for more details. Awards are presented to associates that participate in specific events or surveys that are open to all

associates. Participant names are entered into a drawing. Random names are drawn and awards are presented to these associates. The receipt of these awards should be treated the same as the Recognition Awards.

Types of GiftsAmerican Express (Debit) Gift Card – Please contact Accounts Payable (AP) x3102 for more details.

These gift cards are preloaded with a dollar value similar to a gift card and are given for recognition to associates. These are administered through AP. If the amount of the certificate exceeds $25, the award must be processed as noted above under “Recognition Awards”. AP will notify Pay Services. This program is not to be used for retention bonuses, promotions, performance bonuses, merit increases or education reimbursement. Individual recognition cards that are greater than $100 require Executive Leadership authorization as noted on the gift card application form.

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Merchant Gift Cards – Please contact Accounts Payable x3102 for more details. These recognition/gift cards may be obtained from a vendor and paid for at time of purchase.

Typically, the manager presenting the award will purchase the card and charge their department’s recognition expense account. If the amount of the card exceeds $25, the award must be processed as noted above under “Recognition Awards”. AP will notify Pay Services. This program is not to be used for retention bonuses, promotions, performance bonuses, merit increases, or education reimbursement. Individual recognition cards that are greater than $100 require Executive Leadership authorization on the expense statement prior to submission to AP. On the expense statement form there is a description field to provide associate name, reason for award, etc.

Company Store – Please contact local Company Store for more details. Gift certificates to the company store are obtained from the Company Store Manager.

These certificates are charged directly to the budget identified when the certificate is requested. Amounts greater than $25 will be reported to Pay Services for IRS purposes.

Tangible Property – Please contact Pay Services x3724 for more details. Tangible gifts are given to associates and reimbursement is requested on an expense report. If the

amount of the certificate exceeds $25, the award must be processed as noted above under “Recognition Awards”. AP will notify Pay Services. Recipient name and Lawson ID must be documented on the expense report.

Leaders must also advise associates that Schneider National may be required to report the value of their recognition as compensation. If this is required, the associate will be responsible for payment of taxes on the gift/award. Gifts greater than $25 per associate per year requires reporting to the IRS and will be reported to the Pay Services Department.

Telephone Calls

Personal telephone calls to the home while traveling on company business should be reasonable and must not exceed $5 per day or $20 per week in the U.S. or the equivalent time per day internationally. Schneider offers associates the opportunity to obtain low-cost toll-free service through Global Crossing (associates traveling in the U.S. may then call home at the rate of $.04 per minute). For more information about this program, you may contact 1-877-492-1751.

Prepaid Phone Cards

Associates are encouraged to purchase prepaid phone cards that are available at Wal-Mart, Sam’s Club, etc. for use to call home and for business calls while traveling. These cards are very economical and minutes purchased usually average around $.05 per minute. Reimbursement for prepaid callings cards are as follows:

$2.00 per night of lodging expensed. This will cover a reasonable 40 minutes of conversation based on a $.05 per minute average.

Documentation Required: Copy of the prepaid phone card purchased and original receipt.

Prepaid phone card expense must appear on the same expense report as the expensed lodging. Associates staying with friends or relatives in lieu of lodging are not eligible for this reimbursement.

Exceptions for reimbursement are not authorized even if the average cost per minute is higher than used above.

Hotel Telephone Usage

When staying at a hotel, associates should find out the property’s local and long distance phone rates. Associates should avoid making phone calls that have an added surcharge. It is not unusual for hotels to charge as much as

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$5.00 per minute. Associates are still limited to the $5.00 per day ($20 per week) personal telephone call limits even if they fail to check the rates and inadvertently run up a bill exceeding this amount.

To avoid substantial additional charges added by hotels to the telephone bills, associates should:

Use their American Express Corporate Travel Card, calling card, public phone or call collect whenever possible.

Use an 800 number for business calls whenever possible.

Phone from local company offices whenever possible.

Frequent travelers should check into obtaining a Corporate Calling Card from IT-Telecom.

Air phone Usage

Associates should NOT use air phones due to the high cost. Air phone usage is not reimbursable.

Cellular Phone Reimbursement

The IT-Telecom Department maintains a listing of associates approved by their Exception Process Contact, for cellular phone reimbursements. Associates not on this listing will not be reimbursed for cellular phone usage. Associates should be familiar with the Cellular Phone Policy before purchasing any cellular related equipment or accessories and expecting to get reimbursed.

Associates using a personally owned cell phone will be reimbursed for business calls that are reasonable and necessary for conducting business. Associates will be reimbursed for actual telephone usage charges when a copy of the original bill is attached to the expense report highlighting the business calls being reimbursed.

Most cellular calling plans are “packaged minutes”. To calculate your reimbursable amount, add up the total minutes of your highlighted business calls and divide it by the minutes included in your package. The resulting percentage (business call percentage) will be used to determine what percentage of your package costs, plus tax, will be reimbursed. If your total minutes for the time period involved exceeds your package minutes, your business call percentage should be calculated as business minutes divided by total minutes used (instead of package minutes). Current charges minus any adjustments for accessory purchases and plan change fees will be used as the base reimbursable amount minus personal services (web-browsing, e-mail & text messaging). The adjusted base reimbursable amount multiplied by the business call percentage equals the reimbursement allowance. (Note: Charges related to hardware, accessories and activation fees are not reimbursable.) The IT Finance area conducts periodic audits of cellular phone spending to ensure associates are expensing costs per this guideline. Call detail must be provided.

Technology Related Auxiliary Equipment

Technology related auxiliary equipment is defined here as digital cameras, PC batteries, PC cases (with or without wheels), and any other items that would be used in conjunction with a PC or deemed as technology related.

This equipment is generally non-reimbursable, unless there is a valid, approved business reason provided along with an approved request form.

Approval Process

Due to the complexity of Schneider’s technology equipment and relationship with vendors, it is imperative that an associate consult with a PC coordinator when equipment is needed.

The IT-Technology Auxiliary Equipment Form can be obtained from your PC Coordinator. All Technology related auxiliary item purchases must be approved by two levels of management. The associate’s direct leader and the Technology Services Desktop Services Manager. Any maintenance issues related to auxiliary equipment should be forwarded to the Schneider Support Center, ext. 4277 for resolution. If an associate does not go through his/her PC coordinator for initial requisition or the Schneider Support Center for maintenance related issues, the expenses incurred will not be reimbursed.

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Upon approval and proper submission of “original” receipts and warranties, associates will be reimbursed. If proper approval has not been obtain reimbursement will be delayed or denied based on input from the Desktop Services Manager.

Non-Reimbursable Expenses

Lost or Stolen Personal Property

Incidents of stolen personal property must be reported immediately to the local police agency to complete an official report. Stolen, lost or damaged personal property can be reported to your leader, however this is not necessary. The Enterprise does not assume responsibility for reimbursement of stolen, lost or damaged property. Automobile and Home Owners insurance policies generally include language covering this type of loss, subject to any applicable deductible. See Baggage Claims.

Insurance

The cost of individual traveler insurance is not reimbursable.

Automobile insurance on personally owned vehicles is not reimbursable.

Collision/Loss and Damage Waiver insurance cost for domestic rental cars is not reimbursable.

Family and Home-Related Expenses

Personal expenses incurred while on a business trip (childcare, lawn care, costs of kennels, pool maintenance, etc.) are not reimbursable.

Spouse/Companion Travel

The Company will not reimburse travel and entertainment expenses incurred by a spouse or other individual accompanying an associate on business unless:

There is a reasonable business purpose for taking the spouse or other individual.

The spouse/companion is a company associate and there is a reasonable business purpose for the associate to travel.

The expense incurred would otherwise be reimbursable.

All of the above require Exception Process Contact approval through the exception process. Formal invitations or company correspondence may also be required.

Other Non-Allowable Expenses

Tanning, spas or gyms.

Sightseeing, bus tours, tour guides or souvenirs.

Personal reading material or services.

Barber, manicure, shoe shines or massages.

Briefcases, suitcases or other items of personal use.

Clothing items resulting from temporary misplacement or loss of luggage.

Palm Pilots and associated software.

Entertainment expenses of the associate while traveling (unless incurred providing reimbursable entertainment for customers or others).

Theater or other personal amusement.

Laundry, unless the business trip is 7 days or more.

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Traffic fines (to include parking violations), vehicle towing resulting from parking violations or court costs.

Gifts for associates in excess of $25 per year. Gift cards and other items that are traceable and have a set value will be considered compensation and taxed.

Gifts for business clients in excess of $25 per year.

Donations (unless of a business nature and approved through the exception process).

Club dues, unless otherwise approved through the exception process (to include transportation clubs (i.e. Traffic Club of Philadelphia), country clubs, golf and athletic clubs, airline clubs such as Northwest WorldPerks and motel clubs).

Repairs and maintenance on personal vehicles.

Non-business meals at associate’s location.

If an item is not covered in this policy, assume it is not reimbursable and will be subjected to the exception review process through the Exception Process Contacts.

Travel Advances

Schneider does not issue cash advances for travel purposes. Associates should contact Accounts Payable to inquire about obtaining an American Express Corporate Travel Card to meet their travel requirement needs. Associates should contact Accounts Payable, 800-558-6767, x3102, as far in advance of their need as possible. You should allow a minimum of 5-7 business days to obtain a Corporate Travel Card.

Miscellaneous Information

International Currency Restrictions

Certain countries restrict the amount of currency a traveler can bring into and take out of the country. Travelers must conform to such regulations and should consult the Travel Center or local bank for more information.

Customs/Duties

Duties and other customs charges are reimbursable only on the company’s material/property. Duties or customs charges applied to personal purchases are not reimbursable.

International Personal Travel

Associates traveling internationally may desire to travel over weekends to locations other than the locale of their business trip itinerary. Such extra travel is a personal choice, and the company does not pay for or reimburse the costs of such travel.

Safety and Security

Associates are advised to use reasonable prudence and common sense regarding their personal safety when traveling on company business. Travel to certain areas may be restricted or inadvisable due to political or economic disturbances. International travel advisories are available through the Travel Center. If an emergency arises, travelers should seek immediate assistance from local police or Consulates.

Government Documents

Most countries require a valid passport, and some require visas that must be secured in advance. Contact the Travel Center for requirements. Passports and photos required for International travel are reimbursable expenses.

Immunization Requirements

International travelers should consult with their primary care physician to determine and comply with the list of immunization requirements by country. The cost of required immunizations is reimbursable.

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Promotional Items, Equipment and Giveaways

The Company Store maintains a wide-variety of merchandise suited for presentation to customers and clients. Should there be a special need that is not available through the Company Store; associates should contact Corporate Purchasing, 800-558-6767, Ext 3973. Equipment and items intended for promotional and giveaway use should not be purchased directly by associates, but rather should be coordinated through Corporate Purchasing.

Office Supplies

It is not uncommon for us to need something at the last minute in support of a customer presentation or meeting and to meet these needs; it is permissible to procure such items to meet the operational emergency by personally purchasing the item and then submitting an Expense Report for reimbursement. However, associates working from home or at remote sites are required to order office supplies through our corporate provider, Staples Internet ordering capability offers us a great opportunity to purchase our supplies for any location at significant savings. Associates in need of assistance in establishing an account to order their supplies should contact Corporate Purchasing, 800-558-6767, ext. 2832, Jennifer Canavera for assistance.

Accommodation of Disabilities and Religion

To the extent any associate believes compliance with this policy would prevent the associate from performing an essential function of the associate’s position due to disability, the associate should request a reasonable accommodation, in the form of an exemption from, or modification to, the policy provision(s) that causes the concern. Similarly, if an associate believes that compliance with a provision of this policy will require the associate to act in a manner inconsistent with the associate’s religion, the associate should request a reasonable accommodation in the form of an exemption from, or modification to, the policy provision(s) that causes the concern.

Certain provisions of the Corporate Travel Guidelines and Expense Reimbursement Policy may not apply to: Associates who have a written agreement with expense reimbursement provisions that conflict with the

provisions of this policy.

Associates that operate under a separate Travel and Expense policy that has been approved by the Corporate Controller of Schneider National.

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Telephone Numbers

Schneider Travel Department Reservations – toll free 800-558-6767, ext 4222Fax number: (920) 592-3240Hours: 7:00 a.m. – 5:30 p.m. Central Time Monday - Friday

After-hours Emergency Service*Within the U.S. (toll free) 888-413-7271Outside the U.S. (Call collect) 402-399-4667Mexico 001-888-413-7271

After-hours assistance is available and may be used to reschedule canceled flights or make emergency reservations or changes after normal business hours.

Corporate Travel Administrator TBD

Corporate Controller Pat CostelloExt. 3120

Corporate Travel Card Administrator Lori MuellerExt. 3102

Questions regarding this policy Accounts Payable DepartmentExt. 2813

Questions regarding the Corporate Travel Card Lori MuellerExt. 3102

Exception Process Contacts

Van Truckload Chris HeimerlExt. 3081

Dedicated & Bulk Chris LeurquinExt. 2691

Driver Training/Recruiting John RenierExt. 3092

Mexico Chris HeimerlExt. 3081

Logistics Darin ShermanExt. 3141

Intermodal Jessica GrimmExt. 2836

STM Scott WolfeExt. 3370

Sales/Marketing/Customer Service Paul PfeifferExt. 3568

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Corporate/Safety/Regulatory Paul Van Remortel Ext. 2811

Linehaul Services/Maintenance Bryan PytleskiExt.2805

Human Resources Paul Pfeiffer Ext.

3568IT Paul Pfeiffer Ext. 3568APS Philip May

912-966-2198 PTS Philip May

912-966-2198

Office Supplies Jennifer CanaveraExt. 2832

Accident Notification INS Claims RepresentativeExt. 3048

Lost or Stolen Personal Property Larry Sacotte, INSExt 3024

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Leadership Approval ChecklistThe intent of this approval process is leadership will have visibility to where his/her team is spending time and money in pursuit of the goals. The expectation going forward is leaders will review the destination, purpose, and accomplishment of each expense reimbursement. The expectation for leaders is NOT to match the receipts to the expense report. For T&E summarized information, please see the Travel and Entertainment Tips.

If an associate and the associate’s leader are not at a common location, a faxed copy of the “Associate Expense Report” form with leader signature attached to the original “Associate Expense Report” is acceptable approval. Attached approval e-mails will also be accepted. If these methods are not available for use, please contact Accounts Payable x3102.

Administrative Tasks

_____ Is this person your direct report? If not, are you an approved signer? (Please see “Expense Report Approval Process”)

_____ Was a Corporate American Express card utilized? If not, please review the Corporate Travel Cards guideline.

_____ Is the expense report signed by the associate? If no, the expense report can not be processed.

_____ Is the accounting unit accurate?

_____ Sign the expense report.

Cost Containment Opportunities

_____ Was the travel booked at least 14 days in advance?

_____ Was the number of associates completing the trip appropriate?

_____ Is the lodging expense reasonable?

_____ Could this have been solved through a teleconference or in another manner?

_____ Was the trip or expenditure pre-approved?

_____ If recognition, could there have been a more cost effective means to achieve the same goal?

Items that May Require Additional Approval:

_____ Expense Reports greater than $2,500 will require Exception Process Contact Approval.

_____ Were the meal guidelines followed? If any of the meals are greater than $50 per person, Exception Process Contact approval is required. .

_____ Are the entertainment expenses reasonable? If the entertainment is greater than $50 per person, Exception Process Contact approval is required.

_____ Are any tangible items being expensed? If so, Exception Process Contact approval is required.

_____ Is the expense(s) deemed reimbursable in the T&E Policy? If no, Exception Process Contact approval is required.

_____ Are there any expenditures for associate recognition purposes? Any recognition expenses greater than $15 per person requires Exception Process Contact approval. Names of associates or name of department and count in attendance are required per IRS requirements.

_____ Are there any expenditures for gifts to suppliers or customers? Any gifts to customers or suppliers greater than $25 requires Exception Process Contact approval. Names of the people and company must be provided per IRS requirements.

_____ Was the trip an international trip? All international travel (excluding Canada, US) must be pre-approved by Tom Escott. Secondary approval may be required from Jack Gross and/or Tom Escott.

Common Issues

The Cellular Phone Policy requires pre-approval to submit reports to be reimbursed for the expenditure.

Any IT Equipment needs to be pre-approved by the IT Department.

Please review the receipts section of the policy. This section of the policy can not be overridden by Exception Process Contact approval.

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http://wired/accountspayable/apgeneral/forms/expense/tetips.pdf