Policy: Staples US Travel & Business Expense Policy Statement of Purpose This policy applies to all Associates employed by Staples, Inc. or a subsidiary of Staples, Inc. Staples will reimburse Associates for reasonable and necessary business expenses, including travel at the discretion of the approving manager, as outlined in this policy, as required by state and federal law. General Guidelines Associates are expected to use sound judgment and to spend the company’s money prudently and comply with this Policy and related policies. It is the manager’s responsibility to ensure their Associates make proper judgments between efficiency, effectiveness and cost. Managers are expected to review all expenses and receipts submitted to ensure they are reasonable, supported by a valid business purpose and comply with applicable policies. Travel Reservations Mandatory Use of Company Authorized Travel Agency and Online Booking Tool Associates must use Staples’ designated travel agency, Travel and Transport for all business travel needs. Travel and Transport supports Staples’ online booking tool Concur Note: The use of commercial internet booking sites or any other travel booking method is not permitted. Any travel booking expenses incurred outside of the Concur booking tool will not be reimbursed. When to Use Concur Reservations are to be made through the Concur online booking tool for all domestic travel (within the United States). Using Concur to book travel saves Staples over 50% of the cost of calling the travel agency directly. Policy Highlights 1. Associates must use Staples designated travel agency for all business travel arrangements. Use of commercial internet booking sites is not permitted. 2. Reservations should be made at least 14 days in advance when possible. Associates must book the lowest airfare within stated parameters for all business travel. 3. Subject to VP approval, Associates who apply for and are granted a corporate card must use the card for all business expenses. 4. Staples will reimburse Associates for the cost of breakfast, lunch and dinner for overnight business travel. The maximum amount that will be reimbursed per meal is $15 Breakfast, $15 Lunch, $45 Dinner.
Transcript
Policy: Staples US Travel & Business Expense Policy
Statement of Purpose This policy applies to all Associates employed by Staples, Inc. or a subsidiary of Staples, Inc. Staples
will reimburse Associates for reasonable and necessary business expenses, including travel at the
discretion of the approving manager, as outlined in this policy, as required by state and federal law.
General Guidelines
Associates are expected to use sound judgment and to spend the company’s money prudently and
comply with this Policy and related policies. It is the manager’s responsibility to ensure their
Associates make proper judgments between efficiency, effectiveness and cost. Managers are
expected to review all expenses and receipts submitted to ensure they are reasonable, supported by
a valid business purpose and comply with applicable policies.
Travel Reservations
Mandatory Use of Company Authorized Travel Agency and Online Booking Tool
Associates must use Staples’ designated travel agency, Travel and Transport for all business travel
needs. Travel and Transport supports Staples’ online booking tool Concur
Note: The use of commercial internet booking sites or any other travel booking method is
not permitted. Any travel booking expenses incurred outside of the Concur booking
tool will not be reimbursed.
When to Use Concur
Reservations are to be made through the Concur online booking tool for all domestic travel (within
the United States). Using Concur to book travel saves Staples over 50% of the cost of calling the
travel agency directly.
Policy Highlights
1. Associates must use Staples designated travel agency for all business travel
arrangements. Use of commercial internet booking sites is not permitted.
2. Reservations should be made at least 14 days in advance when possible. Associates
must book the lowest airfare within stated parameters for all business travel.
3. Subject to VP approval, Associates who apply for and are granted a corporate card must
use the card for all business expenses.
4. Staples will reimburse Associates for the cost of breakfast, lunch and dinner for overnight
business travel. The maximum amount that will be reimbursed per meal is $15 Breakfast,
$15 Lunch, $45 Dinner.
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Note: The use of commercial internet booking sites or any other travel booking method is
not permitted. Any travel booking expenses incurred outside of the Concur booking
tool will not be reimbursed.
To access the Concur online booking tool:
• Go to Staples HUB > Staples Travel and click on Concur located at the top center of the
page.
When to Call the Travel Agency
Reservations can be made by calling Travel and Transport directly for International trips, trips
being billed to a central credit card (for training, recruiting, etc.), passports and visa needs, and
flight changes/cancellations.
Travel Agency
Hours: 8:30 AM - 7:00 PM EST - Monday- Friday (see below for after hours)
Purpose and Participants: The Staples Advantage (SBA) Travel & Expense Supplement pertains to all Staples Advantage sales Associates and sales managers including senior leadership. The Staples US Travel & Business Expense Policy should be used as a base point of reference. Please be sure to read the policy before making any travel arrangements. This supplement should be used by the SBA field sales organization for clarification on line items that are frequently expensed incorrectly as well as specific guidelines pertaining to the SBA field sales organization. General Guidelines - please follow these guidelines when submitting expenses to provide a consistent format.
• Any associate travel involving flights, hotels, rental car, etc. must be pre-approved by the RVP.
• Associates with a requirement for reoccurring travel expense may request advanced approval for up to 90 days. All requests must be submitted in writing to their manager.
• When travel time is less than 200 miles (one way) you are required to drive your personal vehicle. If travel mileage expense reimbursement is greater than the expense for a rental car, the associate is required to rent a car unless approved by RSD.
• Please provide a valid expense purpose which includes a brief description of meeting or travel purpose on each line item.
• Travel Expenses as part of your normal daily commute to work are not reimbursable Computers (Desktop and Laptop) provided for business use: Staples owned assets such as computers, laptops, and in some cases iPads (limited roles) are provided as required to all sales Associates as defined and approved by Staples IS. Associates are responsible for company assets such as computers…etc. and keeping them secured while traveling. In the event of termination or resignation, it is mandatory the associate returns all Staples assets to the company within 48 hours. The completion of this is the responsibility of the manager. Note: No programs or personal items should be added to Staples assets without approval of Staples IS. Wireless policy clarification for SBA The following applies to reimbursement of personal cell phone for business use, data plan, air card, mobile hot spot and/or web access Acquiring, maintaining and paying for a cell phone and related wireless services are the sole responsibilities of each Associate. Staples will not provide or reimburse for cell phone purchases or monthly installment fees associated with owning, maintaining or repairing a cell phone. Staples has negotiated preferred rates with Verizon Wireless and AT&T wireless for mobile voice, data, and text plans. All Associates are encouraged to take advantage of these offers by Verizon and/or
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AT&T Wireless. You can locate Staples Mobile Discounts by going to The HUB Popular Links Staples Travel. All Outside Sales Associates must be readily accessible to their customers and prospects as well as be able to respond to email in a timely manner. Staples will provide reimbursement for business use of wireless services and devices according to job role as described below.
Account Management and Business Development: RVP, AVP, RSD, FSD ASM, SAL, CSS:
• Associates whose line is NOT part of a family share plan, may reimburse for 75% of their total monthly voice, text, and data plans plus tax and surcharges, NOT to exceed $70
• If the voice line is part of a family share plan Associates will be reimbursed for 50% of their total monthly voice, data, texting plans plus tax and surcharges, NOT to exceed $50. This expense should be entered in Coupa under the “Monthly data/ voice/text” expense category.
• Broadband “Air Card” or “Hotspot” access is not reimbursable, unless the associate is a frequent traveler and her/his RVP approves obtaining a card or hotspot.
Outside Sales Reps: B2BAC, B2B, BDD, BDE and other Consultant roles
• Associates whose line is NOT part of a family share plan, may reimburse for 75% of their total monthly voice, text, and data plans plus tax and surcharges, NOT to exceed $50
• If the voice line is part of a family share plan Associates will be reimbursed for 50% of their total monthly voice, data, texting plans plus tax and surcharges, NOT to exceed $50. This expense should be entered in Coupa under the “Monthly data/ voice/text” expense category.
• Broadband “Air Card” or “Hotspot” access is not reimbursable, unless the associate is a frequent traveler and her/his RVP approves obtaining a card or hotspot.
Please note: Texting overage charges, downloaded accessories (ring tones, apps and games), and/or GPS fees are not reimbursable expenses. Refer to the Mobile Device Reimbursement Policy for additional information. Remote associate expenses: Sales Associates who live more than 50 miles from a Staples sales office and who are specifically authorized to “work at home” by their RVP are eligible to receive reimbursement for the following expense items over and above the standard allowances for the associate’s specific job title.
• Home Internet Access or air-card/hotspot is reimbursable at 75% of monthly charge, not to exceed $30 for the internet access. This expense should be entered in Coupa under the expense category “Internet – General”.
• Home telephone lines are generally not reimbursed with the exception of specific team’s that have received RVP approval. The approved associate must be remote and use their home phone as their dedicated business phone line. For those with approval, home telephone charges are reimbursable up to a maximum of $50. This expense should be entered in Coupa under the “Home Phone Line” expense category.
• Home office equipment and supplies should be limited to those required for job function (examples: printer, fax, copier, paper, toner) and be used strictly for business purposes. These types of supplies are at the discretion of management and must be pre-approved prior to ordering. Supplies can then be ordered through Coupa or for SPP your immediate manager, for proper approval chain review and release for next day shipment or shipment within 48 hours. In the event of termination or resignation the associate is responsible to return all Staples assets
within 48 hours including home office equipment. Note: any allowable equipment approved by RVP should be ordered for the associate by the RVP’s Administrative Assistant.
Mobile expenses (Car allowance, mileage, tolls, fuel and parking): Sales Associates on FAVR Sales Associates are enrolled in the Motus car allowance program based on the criteria below: FAVR for Associates who drive over 5,000 business miles per year and potentially drive higher miles outside of their territory (outside the 50-mile radius)
o Amount is based on fixed and variable rates by geographical location o Fixed–Vehicle insurance, license and registration fees, taxes, depreciation o Variable–Fuel, recommended maintenance, tire wear o Amount determined by Motus International o Reimbursement is non-taxable
*Associates that drive less than 5,000 business miles per year may be enrolled in a flat car allowance. Additional details below. For additional information on the FAVR car allowance program please visit the full policy: Motus Policy Sales Associates on Flat Car allowances:
• Sales associates and managers who are not high mileage drivers but are in an eligible job code are able to receive a monthly flat rate allowance. This allowance is intended to reduce the expense associated with operating a person vehicle in the associate’s territory (expenses such as maintenance, fuel, etc.) The territory is defined as a 50-mile radius surrounding the associate’s workplace, which may be the sales office or associate’s home office, as defined by the RSD. Therefore, no mileage is allowed to be expensed for travel within the assigned territory.
• Associates may be reimbursed for an approved business matter which requires travel by personal automobile, beyond the 50mile radius of the associate’s assigned workplace; the associate may be reimbursed based on Staples current policy, and rate for miles driven beyond, and back to, the 50-mile radius point. For example, an approved appointment which is 80 miles from the associate’s work place (160 miles round trip) would qualify for mileage reimbursement of 60 miles (160 miles round trip less the total 100-mile radius, 50 miles each way. Request for mileage reimbursement must be supported by appropriate point to point internet map documentation and a clear explanation of the business purpose. Point of origin for mileage calculation will always be the assigned base of operation or the associate’s home, whichever is closer to the customer or prospect.
• Business travel outside of the associate’s defined territory and reimbursement for mileage must be pre-approved by the associate’s manager.
• In cases where it is known or expected that an associate will travel outside the 50-mile radius on a frequent basis (weekly or daily), the AVP or RSD must provide an estimate of the expected recurring mileage expense to the RVP for her/his written approval prior to authorizing/incurring the expense.
• No tolls reimbursement is allowed for travel within the associate’s defined territory, except in extraordinary circumstances, must be approved in advance by the RVP. Extraordinary
circumstance must exceed a minimum $50.00 per month out of pocket expense threshold before any toll reimbursements are allowed within the associate’s territory.
• Toll charges are reimbursable for those Associates approved to travel outside of their 50-mile radius for business purposes as outlined above.
• Fuel reimbursement: Associates who receive a flat car allowance are not eligible to expense fuel for travel within the defined territory. Fuel charges can be expensed for approved travel outside of the territory for business purposes. If you expense the mileage outside your territory, you cannot expense fuel reimbursement.
Travel expenses for sales Associates not on car programs:
• For Associates not on the FAVR program and/or a flat car allowance program, mileage and fuel is reimbursable at the standard rate set by Staples (please refer to the Staples Travel & Business Expense Policy). Only mileage accrued for business purposes may be expensed. Only miles/ kilometers exceeding their normal daily round-trip commute will be reimbursed. Should an associate be required (or it is more practical) to travel from home to an alternative work destination (e.g., a distribution center), they can seek reimbursement only for miles/kilometers exceeding their normal daily commute. Please refer to The Staples Travel & Business Expense Policy for additional detail.
• Toll costs incurred during business travel are reimbursable except for those required as part of your normal work commute.
• MetroCard/Public transportation is reimbursable for those Associates that do not receive any car
allowances. Specifically, the reimbursement is allowable when traveling away from the associate’s office for business purposes. It is not reimbursable for daily commuting to an office you have been assigned to permanently or temporarily.
• Parking is a reimbursable expense when incurred while making sales calls to a prospect or customer location; any other parking expense (e.g., recurring daily, weekly or monthly) at a Staples office location must be approved by the RVP.
• Fuel costs to refuel rental cars may be expensed where required.
Meals and entertainment for customers and Associates:
• At times, it is appropriate for managers and sales Associates to entertain customers at breakfast, lunch or dinner. All such activities must be planned and pre-approved by the AVP or RSD and, regardless of the amount of the expense. Actual receipts with the customer attendee’s names and titles are required and must be submitted with the expense report, in Coupa under the business meal expense category.
• In rare cases, a manager and direct report(s) may have a business meeting off-site where no customers are present, and where a meal is involved. Events of this nature must be preapproved by the AVP or RSD and can be expensed per the guidelines outlined in the Staples Travel & Business Expense Policy. As a general rule, we strive to conduct customer related strategy and business and one to one associate meetings in our offices and/or at customer sites.
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• Travel related meals (breakfast, lunch and dinner) are reimbursable for travelers as outlined in the Staples Travel & Business Expense Policy; however, travelers should not submit expenses for others’ meals. For ease of reconciliation in Coupa, travelers should pay for their meals separately from other travelers and/or accompanying Associates. This is accomplished by each diner submitting his/her credit card at the time of settlement of the check. For example, when two travelers dine together, submit both parties’ credit cards and have the server divide the bill.
Business Travel, Meetings and Event Conduct-Alcohol In the Staples Associate Handbook, the guideline for alcohol use indicates: On occasion, company representatives may have a need to entertain business contacts or vendors during or after work hours. These occasions may include lunches, dinners, and business conferences. On these occasions, only the moderate and limited use of alcoholic beverages is acceptable. In addition, occasionally, alcohol is served at social events sponsored by the company. Only moderate and limited use of alcohol is acceptable. Associates are expected to remain responsible, professional, and sober at all times. Further to this policy, there are some additional guidelines that must be followed to ensure associate safety, well-being and to avoid any instances which may interfere with a comfortable, productive work environment:
• When the primary purpose of a meeting is a group training or an all Associates gathering, alcohol is NOT permitted during meals or other company sponsored sessions. (examples: ASM Discovery, Staples Way, Rising Star meetings) This includes management level Associates who are also in attendance during these events. As such, alcohol is not eligible for expense reimbursement.
• Specific meetings/conferences such as the Annual Leadership Summit or Sales Excellence trips, may include moderate and limited use of alcoholic beverages.
Customer and Vendor Reimbursable Purchases: In rare cases, Staples is reimbursed by a customer or vendor for an expense that the associate has been reimbursed by Staples. All such activities require AVP or RSD approval. In these situations, documentation is to be submitted with expense reports which provides evidence that Staples has been or will be reimbursed by a customer or vendor for these purchases. Nominal Associate Incentive Awards and Prizes:
• Local sales motivation and/or contest awards, (i.e. call day recognition) may be secured and awarded by an AVP, RSD or ASM, with prior approval from her/his next level manager. Expense reimbursement for employee recognition awards are processed via Coupa expense reports under the expense category “Employee Recognition”, Associates will be required to enter the # of recipients in Coupa.
• Receipts for the purchase of the awards and email documentation of the award being made must be submitted with the expense reports.
• Documentation of events and awards is required at the local level. Please follow these steps. o Provide an event summary (ex. Top 3 call day producers win $10.00 gift certificates to
Starbucks). o Note award winners by name and amounts distributed.
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o Have associate sign the award distribution summary if practical, or send an email acknowledgement to the winner congratulating him or her (them) on their results with cc to your manager (person responsible for approving your expense report).
