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CD Widgets - Corporate Travel Rules

Version: 1.0
Effective Date: TBD
Owner: Finance (AP) & Global Travel Program
Approved By: CFO & Head of People
Applies To: All employees, contractors (when authorized), and guests traveling on behalf of CD Widgets

1) Purpose & Scope

Purpose:
Establish consistent, safe, and cost-effective travel practices that support business outcomes and comply with company policies, duty-of-care standards, and applicable laws.

Scope:

  • All business travel (domestic and international) funded by CD Widgets.
  • Includes booking, pre-approval, safety, accommodations, ground transport, meals while traveling, communications, immigration/visa compliance, data protection, and post-travel reconciliation.
  • Where local law or client policy is stricter than this policy, the stricter rule prevails.

2) Guiding Principles

  1. Business Need First: Travel must be necessary and outcome-driven. Consider virtual alternatives.
  2. Cost-Conscious: Choose the lowest logical, safe, and practical options that meet the business need.
  3. Safety & Duty of Care: Prioritize traveler safety, legal compliance, and privacy.
  4. Plan Ahead: Book early to secure reasonable fares; follow approval workflows.
  5. Transparency: Clear itineraries, business purposes, and documentation.

3) Roles & Responsibilities

  • Traveler: Obtain approvals, book via approved channels, follow safety and category rules, provide accurate details, retain receipts, and comply with laws.
  • Approver (Manager/Budget Owner): Validate necessity, budgets, and policy compliance; approve or decline promptly.
  • Travel Program/Agency (if used): Provide inventory, negotiated rates, traveler tracking, and emergency support.
  • Finance/AP: Manage policy, reimbursements, audits, and exception handling.
  • HR/Legal/Security/IT: Duty-of-care guidance, immigration, data security, and high-risk destination review.

4) Pre-Travel Requirements

4.1 Pre-Approval

  • Required for: air travel, international trips, and trips > 2 nights.
  • Include: business purpose, destination(s), dates, estimated cost, charge code, risk rating (if applicable).
  • Conference/Client-Required Travel: Attach event/client documentation.

4.2 Booking Channel

  • Travelers must use the approved booking tool or travel agency to ensure negotiated rates, traveler tracking, and support.
  • Off-channel bookings may be denied unless the agency cannot service the route (document justification).

4.3 Timing

  • Book ≥14 days in advance (domestic) and ≥21 days (international) when feasible.

4.4 Traveler Profile & Compliance

  • Maintain accurate name (matching passport), emergency contacts, TSA/known traveler numbers, and loyalty numbers (optional).
  • Complete required travel training (e.g., safety, anti-bribery in high-risk regions) before international travel.

5) Air Travel

5.1 Class of Service

  • Economy/Main Cabin standard.
  • Premium Economy allowed for:
    • Flight time > 6 hours and pre-approval, or
    • Documented medical accommodation (HR-approved).
  • Business/First: Not permitted, except (a) HR medical accommodation, (b) client contract mandates with documentation, or (c) executive exception approved by CFO.

5.2 Fare Rules

  • Choose the lowest logical fare considering total trip time and reasonable layovers. Basic economy allowed only if it supports business needs (e.g., includes laptop carry-on; change restrictions understood).
  • Change fees reimbursable when business-justified or company-driven.

5.3 Seat Selection

  • Standard seat selection allowed if included or nominal. Extra legroom permitted if the total fare remains comparable to baseline economy and improves productivity on long segments; pre-approval recommended.

5.4 Baggage

  • Carry-on preferred.
  • One checked bag reimbursable if trip > 4 nights or hauling required equipment. Oversized/overweight bags require justification.

5.5 Loyalty & Upgrades

  • Travelers may retain points, but must not pay for upgrades beyond permitted class with company funds, unless pre-approved exception applies. Personal upgrades (self-funded/miles) allowed if no additional company cost.

6) Lodging

  • Book mid-market business hotels or corporate-negotiated properties.
  • Avoid resorts/luxury unless total cost is comparable or negotiated.
  • Target nightly rate caps by city/tier (see Annex A).
  • Incidentals:
    • Allowed: Internet, reasonable tips, laundry for trips > 5 nights.
    • Not allowed: Minibar, in-room movies, spa/club services, unless pre-approved medical accommodation.
  • Security: Prefer properties with 24/7 staffed front desk; avoid high-risk neighborhoods (see destination advisories).

7) Ground Transportation

Priority: Public Transit → Rideshare/Taxi → Rental Car (choose safest/practical option based on location and time).

  • Rideshare/Taxi: Allowed where safe and legal; reasonable tipping in line with local custom.
  • Rental Cars:
    • Class: Compact/Intermediate; larger class only for team/equipment.
    • Insurance: Decline optional coverage if corporate policy/card covers; accept mandatory local insurance where required (esp. some countries).
    • Fuel: Refill before return; keep receipts.
    • Tolls/Parking: Reimbursable; avoid valet unless necessary/safety-related.
  • Personal Vehicle: Reimbursed via mileage at company rate; no fuel receipts (mileage covers fuel).

8) Meals & Per Diem While Traveling

  • Use per diem or actuals (not both) per trip/day.
  • Per Diem: Company schedule by city/country; no receipts unless local law requires.
  • Actuals: Itemized receipts for single meals > threshold (e.g., $25).
  • Daily Cap: Actuals must not exceed the per-diem-equivalent daily cap.
  • Alcohol: Allowed only with business meals/client entertainment; limit to 1 standard drink per person; none during duty or safety-sensitive activities (e.g., driving, facility entry with PPE).

9) International Travel & Immigration

  • Passports/Visas/ESTA/eTA: Traveler responsible for validity timeframes; fees reimbursable when business-required.
  • Work Authorization: Obtain correct visa/status; tourist status may be insufficient for work—consult Legal/HR.
  • Sanctions/Export Controls: Do not travel to sanctioned destinations or transport restricted tech without Legal clearance.
  • Vaccinations/Health Certificates: Follow destination requirements; reimbursable if business-required.
  • FX & Currency: Use corporate card where available; submit receipts in local currency; system conversion applies.
  • Comms: Company SIM/roaming plan preferred; reasonable roaming costs reimbursable.

10) Safety, Security & Duty of Care

  • Enroll itineraries with the travel program for traveler tracking and alerts.
  • Follow destination advisories; high-risk destinations require additional approval (Security/Legal).
  • Arrival Safety: Prefer well-lit, staffed transport options; avoid driving when severely jet-lagged or at night in high-risk areas.
  • Data Security:
    • Use travel laptops/phones for high-risk destinations when provided.
    • Disable auto-connect to Wi‑Fi; use VPN; avoid public charging ports without data blockers.
    • Do not carry restricted data across borders without Legal/IT sign-off.

11) Bleisure (Business + Leisure)

  • Allowed when no additional cost to CD Widgets for the business portion.
  • Fare Comparison: At booking time, upload a like-for-like comparison showing equal or lower cost vs business-only itinerary.
  • Cost Split: CD Widgets pays only for the business itinerary portion (air segments, hotel nights, ground) and business days.
  • Liability: Personal travel days are not covered by company duty-of-care or insurance; traveler assumes risk.
  • Rental Cars & Insurance: Personal-use days must be self-funded, including insurance deltas.

12) Travel Advances & Corporate Cards

  • Corporate Cards: Use where issued; personal charges prohibited. Report accidental personal charges and repay in 5 business days.
  • Advances: Granted only where cards aren’t feasible (certain countries/vendors). Must reconcile within 10 business days post-trip with receipts; unspent funds returned immediately.

13) Cancellations, Changes & No-Shows

  • Cancel unused reservations promptly to avoid penalties.
  • Change/Cancellation Fees: Reimbursable when business-justified or safety-related.
  • No-Shows: Generally not reimbursable unless due to documented business or safety reasons.

14) Data Protection & Privacy

  • Provide only necessary personal data; mask/redact non-essential identifiers on uploads (e.g., card PAN).
  • Travel data retained per corporate retention schedule (e.g., 7 years) or local law.

15) Exceptions

  • Submit exception requests before booking with: business justification, alternatives considered, cost impact, and duration (one-time vs. ongoing).
  • Approvals required from Manager + Finance, and Legal/HR/Security/IT when relevant (e.g., high-risk destinations, medical accommodations, export controls).

16) Violations & Consequences

  • Minor (1st): Coaching and correction.
  • Repeat/Moderate: Expense denial, repayment, temporary card suspension.
  • Serious (fraud, safety breaches, sanctions violations): HR action up to termination; potential legal implications.

17) Common Q&A

Q1: Can I book outside the agency to use a flash sale?
A: Only if the agency cannot match it and traveler tracking won’t be lost; document comparison and obtain pre-approval.

Q2: Can I bring a companion?
A: Personal companions’ costs are not covered. Ensure no incremental cost or risk to the company.

Q3: May I drive instead of fly?
A: Yes if cost/time is comparable and safe. Reimburse via mileage or rental car per policy. Long drives after long workdays discouraged for safety.

Q4: Can I expense lounge access?
A: Only if pre-approved and clearly cheaper than equivalent meals/workspace during long layovers; document the cost comparison.