Announcement

CORPORATE CARD
LVT may provide company VISA cards through BILL to select employees, depending upon the nature of each team member’s position. However, cards and funds associated are the property of LVT and should be used with discretion and in a secure manner. LVT, at its discretion, reserves the right to revoke the card and its privileges, with or without notice or cause. Violations of the Corporate Card policy, including misuse of the card and its privileges may result in disciplinary action, up to and including the termination of employment.
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TRAVEL
LVT has a culture of frugality with our expenses. This is to maximize advantages for our customers and enhance the value LVT holds as a company and for its employees. Our travel policy reflects this culture and is designed to meet the reasonable needs of company travel while doing so in a frugal and responsible manner. We understand many team members have come from other companies where travel and entertainment policies may have been very lavish. However, we ask that you embrace our culture as reflected in this policy.
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POLICY
It is company policy to reimburse employees for certain expenses incurred by the employee in the pursuit of LVT business. We expect you to use good judgment and ensure that all expenses are reasonable, necessary, and have a valid business purpose. This policy covers items normally encountered as business or travel expenses. We recognize that there will be times when you must exceed “normal” expenses. These occasions should be rare, for good reason, and adequately explained on the Divvy log or expense report.
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TRAVEL EXPENSES
Travelers should use good judgment (you starting to see a pattern here?). That means choosing the lowest reasonable travel expenses and exercising care to avoid the appearance of impropriety. If a circumstance arises that is not specifically covered in the travel policies, you guessed it: use good judgment (the most conservative course of action is probably the way to go). Travel for staff must be authorized in advance. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Upon completion of the trip, and within thirty (30) days, the traveler must submit a Travel Reimbursement Form (found in Bamboo HR) and supporting documentation to obtain reimbursement of expenses and/or all information and receipts for Divvy. For more details, refer to Bamboo HR for detailed travel policies, procedures, and authorization and reimbursement forms.

Exempt team members will be paid their regular salary when they travel for work. Nonexempt team members will be paid for travel time in accordance with federal and state wage payment laws.

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TRAVEL TO AND FROM THE AIRPORT
• Taxi/Uber or Lyft Please be mindful that in certain locations, taxis or rideshare options may be more cost effective. than a rental car and in those cases should be used.
• Airport Parking Airport parking must be long-term parking or equivalent. If traveling for longer than one week, arrangements should be made so that airport parking is not necessary.
• Car Rental Generally, renting a car is the most expensive mode of transportation and it should only be used when other suitable and less expensive means are not practical or available. If a rental car is necessary, team members should share rental cars and utilize discounts. Rates vary by market and managers should take this into account when reviewing rental costs. Travelers should make every attempt to get the best rates available. Compact or intermediate size vehicles should be purchased. Travelers may upgrade to a larger car when doing so presents no extra cost to the company or when traveling with multiple employees and the situation requires something bigger.

• Rental Car Insurance + Add-ons Employees should always decline the optional rental car insurance, as LVT provides its own coverage. Add-ons such as GPS and prepaying for fuel are not allowed. Cars should be refueled prior to return to avoid excess charges.
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• Rental Discounts
1. Hertz—CDP 2242556
2. Avis—AWD T168279
3. Enterprise—https://elink.enterprise.com/en/21/02/ liveview-technologies.html
4. National—https://nationalcar.com/enroll/XZ47L10
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PARKING AND TOLLS

Yes, we’ll pay for those. Acceptable charges include hotel parking fees, work-related office parking fees, and toll fees charged during your travel.
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ACCIDENTS WHILE DRIVING RENTAL CARS

If you are involved in an accident with a rental car, fill out all forms required by the agency and do not admit fault. All accidents must be reported to the General Counsel or Legal Department of the Company immediately upon the return of the traveler. The company is co-liable with the traveler in case of third-party claims. It is therefore necessary for the Company to report all accidents involving employees of the Company traveling on company business to its insurance carriers. The controller will provide any additional forms necessary.
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AIRLINE TRAVEL
All travelers should book their airfare at least fourteen (14) days in advance if possible in order to take advantage of lowest prices. Travelers are expected to travel economy class or equivalent for domestic flights. Any exceptions require senior manager approval. Premium class, business class, first class, or other upgrades will not be acceptable unless they are complimentary by the airline or paid for by the employee. Employees should always book their own travel, unless otherwise required for a large event. When booking flights on Delta, employees should add the Company Skymiles account #US0134466 to each ticket.
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LODGING

Hotel selections should be single rates and no more expensive than the hotel’s published mid-range price. Luxury hotels should be avoided. Rates vary by market and time of year, and managers should take this into account when reviewing and approving lodging costs on employee Divvy card expenses. When costs are very high, alternatives such as Airbnb should be explored. For conventions, alternative hotels other than the host hotel should be considered if total costs, such as travel to and from alternate hotel and convention location, can be reasonably reduced. Incidental hotel costs, such as movies, laundry, mini-bar contents, spa treatments, etc., are not acceptable and should not be approved by managers. Managers should be thorough in their review of employee expenses and should request that employees reimburse the company for unapproved personal purchases. Unacceptable use of company cards will result in disciplinary action.

BUSINESS MEALS

Meals while traveling should be reasonable in amount and purchased using the company Divvy card. Here is what we consider reasonable, but again, we ask that you use good judgment:

$10 for breakfast
$15 for lunch
$30 for dinner per person
In addition to those limits, you may also include a gratuity of 15–20%.

Coffee, drinks, snacks, and other non-meal expenses are considered personal expenses and are not reimbursable. When available, travelers should take advantage of meals included in the price of business seminars, conferences, hotel stays, etc. Experience has shown that meal costs vary tremendously from city to city. The accounting department is aware of high cost cities and will take this into consideration this when approving expenses.
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GROUP COMPANY MEALS

The above limits should still apply and the highest ranking employee of the group should pay the bill. You must record the name of every person in attendance in the “notes” section of Divvy when you submit the expense for group meals. This is an IRS thing, not a game the Finance Department plays to guess who ordered what.
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CLIENT ENTERTAINING

Entertainment expenses incurred with respect to customers or other outside business associates are normally reimbursable provided such expenses are directly related to the active conduct of LVT business. Such occasions should not be lavish, extravagant, or unreasonable and they must serve a definite business purpose and have manager approval. If entertaining clients, costs should generally range from $50– $60 per person—not including gratuity. The highest ranking employee of the group should pay the bill. LVT does not pay for alcohol when entertaining clients.
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REPORTING EXPENSES

You must report all travel and entertainment expenses related to company business/meetings on your Divvy card as quickly as possible after charges are processed. Expense reports need to be submitted each month and approved by your manager.

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Keywords: expense, divvy, bill