General administration

Travel policy

CBRE Investment Management expects all employees to use the most cost-effective means of travel, to book as far in advance as possible, to exercise common sense when arranging overnight accommodation, and to use our travel provider Chambers Travel’s online booking tool for all travel.

A traveller profile needs to be completed on the CBRE Travel portal before the service can be activated.

Costs of accommodation, visas, car hire, public transport and taxis should be covered by employees and will be repaid through the expense process, per the policy guidelines stipulated below.

The Company’s travel policy applies to all employees and relates to all travel on Company business.

Each business line has designated travel bookers who can assist with the process. General travel to and from your normal place of work, for example One New Change, is not a claimable expense.

Travel insurance

CBRE Investment Management has travel insurance in place to cover all staff whilst travelling outside the UK on Company business. Some restrictions are in place and the policy excludes normal commuting. The policy is available on request from the CBRE Investment Management Finance Department.

Travel agent

CBRE Investment Management use Egencia for all business flights, trains and hotels.

Contact Numbers0871 330 7133

Travel portal https://www.egencia.co.uk

Email traveladmin@cbre.com

Customer servicecustomer_service@egencia.co.uk

Loss of property / contents insurance

Any article found on the Company’s premises should be promptly handed in to the Office Manager.

The Company’s Contents Insurance does not cover loss or damage to your personal belongings or cash. In particular, do not leave handbags, wallets or other valuables in unattended offices or cloakrooms. Keys are available for all cupboards from the Office Manager.

Dress code

All employees are expected to dress smartly in a manner appropriate to an office where clients are regular visitors, and to reflect the professional, business-like approach of the Company. CBRE Investment Management have a dress down policy on Friday’s when smart casual wear can be worn if employees have no client meetings. Guidance on the dress down policy is available from the Office Manager and can be found on the CBRE IM Intranet.

Security

A security card will be issued to all employees by the Office Manager on their first day. It is essential that you use this at all times to gain access to the building. General access is between 8.00 am and 6.00 pm Monday to Friday. Access outside these hours or at weekends should be arranged in advance with the Office Manager. If you lose your security card or key at any time, you can be charged £10 for a replacement. The access pass policy can be found on the CBRE IM Intranet.

On leaving the Company, your security card should be returned to the Office Manager. Visitors/contractors must be escorted by a CBRE Investment Management employee and must display a visitor’s badge. Always inform Reception in advance of any expected visitors.

Expenses guidelines

Financial authorisation

The Company has established specific authority levels for the approval of personal expenses and the purchase of items or services required for the Company. Fuller details of these authorisation procedures can be obtained from your Head of Department or Finance.

Expenses

All expenses should be submitted using the MyFinance system. Guidance is available from the Finance Department if required. Claims will be settled direct into your bank account on a weekly basis.

All expenses must be claimed within three months of being incurred, otherwise they will not be paid.

Receipts should be attached with the VAT number of the suppliers in all possible cases. Internet receipts are not considered proof of purchase, a copy of your bank statement will be requested.

Responsibility & control

Each year budgets for travel and entertaining are set and your Department Head or Managing Director will have responsibility for your Department’s travel and entertaining budget, ensuring budgetary control and compliance with your Department’s own internal guidelines.

Travel and entertaining expenditure will be monitored centrally on a Department and individual basis to ensure expenditure does not exceed reasonable levels.

Staff entertaining

All staff entertaining must be approved by the appropriate Managing Director.

Client entertaining

The Managing Director and Senior Directors will control the budget and expenditure for any event-based client entertaining, whether organised as Company's or Department function.

Car & mobile phones

Mobile phones may be provided for business use with the authorisation of your Head of Department. Any excessive personal usage will be payable by the employee. Personal mobiles are to remain switched off during office hours other than where they are being used for business purposes.

Please note that under no circumstances should mobile phones be used when driving. On the advice of the CBRE Legal and Health & Safety advisers, the use of hands free mobile phones whilst driving on Company business is strongly discouraged. Hands free kits will not be supplied or fitted into Company owned vehicles, nor will the Company pay for these kits to be fitted into an employee’s own car.

Technology queries

All technology queries should be directed to the IT personnel located in our One New Change office, this includes computer hardware and software, printers and telephones (including mobiles).

Intranet/Unite

We have a CBRE IM intranet site that provides up to date information on the Company such as the latest business development, client information, Department information, CBRE Code of Conduct, Business Management System, Standards of Business Conduct, Peoplefinder, CRM, this employee handbook, internal vacancies, social activities and lots more. There are also links to other useful sites.