Travel Policy | Jan 2022

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TRAVEL POLICY JANUARY 2022

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Travel is a large part of the work we do at Crandall Corporate Dietitians (CCD).

As such, there is important information that will help our employees understand the travel protocols and expectations. The information included in this policy is not exhaustive as travel is tailored to needs. If you have any questions or need clarification regarding your travel, please reach out to the Travel Coordinator at travel@consultingrd.com.

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Table of Contents Note: Links below are clickable!

TRAVEL PROFILE ........................................................... 3 TRIP REQUESTS ............................................................. 4 TSA PRECHECK ............................................................... 5 FLIGHTS ........................................................................... 6 LUGGAGE ......................................................................... 7 TRIP-IT ............................................................................. 8 CHANGES TO TRAVEL PLANS .......................................... 9 PAID TRAVEL TIME .......................................................... 9 PER DIEM ......................................................................... 10 MILEAGE ........................................................................ 11 CAR RENTAL ................................................................... 11 LODGING ......................................................................... 13 RECEIPTS ........................................................................ 14 AMERICAN EXPRESS CARDS ............................................ 15 FEEDBACK ....................................................................... 17

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Travel Profile CCD maintains a Travel Profile for each employee and subcontractor who travels. This document contains all necessary information for securing accommodations, including the following:

1

LEGAL TRAVEL NAME

2

AIRLINE

3

HOTEL

4

CAR RENTAL ACCOUNT DETAILS

5

EMERGENCY CONTACT

All new employees and subcontractors who will be traveling should download and complete a Travel Profile. It is important to notify the travel department if there is a change to any information contained in a Travel Profile. This Profile is kept in a secure location to protect personal information.

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T R AV E L P O L I C Y 4

Trip Requests With few exceptions, travel is always requested by a CCD management representative. This representative notifies the travel department of upcoming travel using a Travel Request Form.

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TSA PreCheck An important part of airline travel is TSA PreCheck. TSA PreCheck allows a traveler to avoid the long lines at security and use the shorter PreCheck lines. CCD will cover the cost of obtaining your Known Traveler Number (KTN), which qualifies you for TSA PreCheck.

You can begin this process by visiting TSA PreCheck and submitting an online application. You will then schedule an appointment at your nearest enrollment center (often located at the airport) to complete the enrollment process. Once you obtain you KTN, please send it to travel@consultingrd.com.

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T R AV E L P O L I C Y 6

Flights • Mainly use Southwest, Delta, or American Airlines.

• Book as far in advance as possible.

• If flights are canceled, credits remain the property of CCD to be used at a future date.

• Include any airline reward numbers on Travel Profile.

• Visit the Southwest website and create a Rapid Rewards® account; the Delta website and create a Skymiles® account; or the American Airlines website and create an

AAdvantage® account and then include the number(s) on your Travel Profile. Note: it is not necessary to create these accounts, but you do earn personal miles towards free travel if you do.

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Luggage Southwest allows one free carry-on and two free checked bags per person. There is a weight limit of 50 pounds per bag.

For non-Southwest flights, CCD will cover the cost of one checked bag if the bag meets the weight limit requirements of the airline.

Using the links below, please check airline regulations for luggage, as well as other airport/airline policies, prior to day of travel: SOUTHWEST

DELTA

AMERICAN AIRLINES

ALLEGIANT AIR

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T R AV E L P O L I C Y 8

Trip-It All CCD employees and subcontractors who travel are required to use the TripIt app. This app is free to the user and, because of its administrative features, allows the Travel Department to build and maintain itineraries. An account will be created for you using your email address and a standard format password (CCD.lastname4). Trip information will be compiled in TripIt no later than one week prior to your trip.

Please check TripIt periodically and be sure you see your upcoming trips. If you do not see a trip listed, make sure you have refreshed your app, and if you still do not see it, please contact the travel department immediately!

You will be notified when travel has been completed for each trip and asked to review the accommodations.

Please do so as soon as possible in case changes need to be made.

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Changes to Travel Plans Please inform the travel department of any changes as soon as you are aware. This will ensure that cancellations or modifications can be made in a timely manner and at the lowest possible cost, if any.

If you personally make changes to your travel, please forward those changes to travel@consultingrd.com immediately. TripIt will be updated with the most current information.

Paid Travel Time Travel time is paid as follows:

TRAVEL FROM HOME TO AIRPORT

ONE HOUR AT AIRPORT PRIOR TO FLIGHT

TRAVEL FROM AIRPORT TO HOTEL

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T R AV E L P O L I C Y 10

Per Diem • Per diem is paid to any employee or subcontractor traveling for CCD. • The purpose of per diem is to cover the cost of food or personal incidentals.

• Per diem is typically paid with regular payroll prior to your trip and is based on community contracts.

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Mileage When employees use their own vehicles to travel, they will be reimbursed 58.5 cents per mile. Rental cars are typically used for any travel over 50 miles, one way.

However, there are exceptions, and those occasions will be handled individually.

Car Rental We use a corporate rental car account with National/ Enterprise and they will accommodate most of our car rental needs. Charges for these rentals will be handled at the corporate level, so you should never have to charge any fees. Before returning a rental car, plan to fill fuel tanks rather than accepting the rental company’s refuel plan.

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T R AV E L P O L I C Y 12

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Lodging Your safety is of the utmost importance to us as you travel.

We try to always use modern hotels (i.e. Hampton Inn, Fairfield Inn, Holiday Inn Express, etc.) with interior doors that are in well-lit areas and nicer parts of town.

If you are uncomfortable with a hotel arrangement, do not hesitate to contact Leann and ask for a change. It might require a longer drive but we will always try to accommodate you.

Reservations for Marriott or Hilton properties will be made using a Crandall account. Rooms will be charged to a corporate account, rather than your individual AMEX card.

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T R AV E L P O L I C Y 14

Receipts All receipts associated with travel should be forwarded to the travel department (travel@consultingrd.com) at the end of each trip, or, if the trip is longer than one week, receipts should be submitted at the end of each week.

Please note whether the charges were placed on a company credit card or a personal credit card. If you use personal funds to pay for fuel or other company covered charges, please submit a request for reimbursement with your time entry. Include pictures of the receipts for which you are requesting reimbursement.

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American Express Cards If you have been issued a company American Express card, please do your best to protect it and keep your credit card number secure. The zip code associated with your card is 85275.

If you lose your card, please notify the travel department immediately to have the card deactivated until it is found or until a new card is ordered and arrives. Your AMEX card can be used to pay for parking, taxis, tolls, luggage fees (for non-Southwest flights), hotels, car rentals, and fuel.

Please do not use the AMEX card for food and personal expenses, as these will be covered by per diem. You should submit receipts for all charges placed on the card to the travel department.

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T R AV E L P O L I C Y 16

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Feedback Please provide any feedback that might help Leann when booking future travel. We try to use services that are clean and accommodating so if you have an unpleasant experience that is more than just a bad day, send an email to the travel department with the business in question and important details that are relevant (i.e. dirty hotel room, poorly functioning vehicle, etc.). Also, if you have a great experience, please note that as well. We are repeat customers at many hotels and it’s nice to give positive feedback when we can.

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T R AV E L P O L I C Y 17

Quick Links Travel Department: travel@consultingrd.com Send Receipts to: travel@consultingrd.com Trip-It Travel Profile Trip Request Form TSA Precheck Southwest Baggage Policies Delta Baggage Policies American Airlines Baggage Policies

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