Who's This For?

This guide is for all of us at DISA Global Solutions Inc. It's our rulebook for traveling and enjoying on the company's dime. If something's not mentioned here and you're unsure, just use your best judgment keeping the team and budget in mind.

• Flights: Please book in advance to get the best deals and always opt for economy. If you need to change your flight, provide a reason. Also, our top executives shouldn't fly together for safety reasons.
• Rental Cars: Take advantage of our discount with National and Enterprise Rent-a-Car. Our code for work trips is XZ06110 and for personal trips, it's XZ0652B. Be budget-conscious, and if you need a larger vehicle, get approval from your manager. Always fill up the gas tank before returning and avoid the refueling options provided by the rental company.
• Rideshares like Uber/Lyft: These are preferred if we're not renting. However, if you've got your car at a DISA event, please avoid using Uber/Lyft to leave, unless you don't feel safe driving. Safety comes first!

Here's the scoop on booking accommodations: When booking accommodations, always look for cost-effective options. For guidelines on appropriate rates based on location, refer to the GSA website. (As found on: https://www.gsa.gov/travel/plan-and-book)

1. Nightly Budget: If the destination's not on our special list, aim for $145-$175 per night.
2. No Fancy Upgrades: If you upgrade your room at check-in, that extra cost is on you.
3. Week-long Trips: If your trip goes beyond our standard work week, you'll need to cover those extra nights.
4. The Receipt Stuff: 
   Make sure you grab your 'Hotel Folio' when checking out – that's what you'll upload into Concur.
   Sharing a card for multiple rooms? No sweat! Just ensure each room gets its own Folio Number. Yep, this means separate bookings.
5. Choosing the Hotel:
   Ideally, pick one of our preferred domestic hotels and book a standard room.
   If our preferred ones aren't available, like when a conference recommends somewhere else, find a reasonably priced option. But before you book, get a thumbs up from your manager and remember to include their approval when you're doing your expense report.
6. Change of Plans?
   If you need to cancel, give the hotel a shout.
   Forget to cancel and get slapped with a "No Show" fee? That one's on you...unless something urgent comes up (like unexpected work stuff, flight cancellations, or personal emergencies). In those cases, we've got your back – just make sure you document it.
7. Special Reminder on Hotel Bills: When you're recording hotel expenses, detail is key! List out room charges, taxes, meals, and everything else separately – no lumping things together.
8. Extras: Hotel Wi-Fi and parking charges? We'll cover those.

Hey globetrotters! Here's your pocket guide to wandering the world:

1. Be Alert!
   Some places can get a little dicey because of political or health issues. Always keep an eye on travel advisories. If you're ever in a jam or feel unsafe, reach out to local authorities or our trusty DISA team. Always carry a copy of your passport (and keep the original safe). Share a copy back home too – just in case!
2. Shots, Shots, Shots!
   No, not those kinds of shots. Some countries need you to get vaccinated before entry. Once you know you're flying out, check the CDC Travel Health website for vaccine info and health tips.
3. Packing Meds:
   Different places, different health risks. Always pack your meds – both over-the-counter and prescribed ones – in your carry-on. Keep 'em in their original boxes to breeze through customs.
4. Currency Caution:
   Different countries have rules on how much money you can bring in or out. And when you need to change money, company cards offer the best exchange rates. But if you're using cash, double-check rates on OANDA. Avoid cashing checks at pricey spots like airports or hotels.
5. Customs & Duties:
   If you're bringing in company stuff and get charged duties, we got you! But if it's your personal stuff, sorry, that's on you.
6. Flying in Style:
   Taking a short flight (up to 4 hours)? Economy's your jam. Flying longer than 8 hours? Feel free to upgrade to premium economy. If you're part of the exec crew (or flying for over 12 hours), first or business class is your seat.
7. Per Diem Perks:
   We set aside some cash for you based on where you're headed. This covers meals, local transport, and other odds and ends. Need a good reference? Check the State Department’s site for accurate rates.
8. Sleep Tight:
   You're cleared to book mid-range hotels that are comfy, safe, and wallet-friendly. We cover lodging costs up to a certain allowance based on your destination. Just pick somewhere safe and close to your work spot.
9. Baggage Bits:
   We've got your back for regular baggage fees. But if you're bringing some personal fun gear (like golf clubs), that's on your dime.

Meals

The senior-most DISA employee must cover group meal expenses and later seek reimbursement.

A. DISA Business Meals

• Reimbursable for occasional internal business purposes.
• Only managers can buy these meals unless prior management approval is given.

B. In-Town Meals

• Employees can expense lunch while traveling for DISA.
• If working more than 10 hours locally on a weekday, dinner can be expensed.
• The same policy applies for those working six hours on a weekend or a DISA holiday.
• Those below manager rank need their manager's prior approval.

C. Out-of-Town Meals

• Reimbursable meals for overnight DISA travelers based on daily allowances, with different rates for various states and countries.
• Expenditures are based on each day's spending.
• If allowances are exceeded, overages are marked personal, and DISA should be reimbursed within 30 business days.
• No alternative meal reimbursements for DISA-provided meals during sponsored meetings.

D. Client, Development, and Recruiting-related meals

Reimbursement is offered for meals with clients, potential clients, or recruits when documented properly.

E. Consumption of Alcohol

Safe consumption at company functions is promoted.

I. Rationale

Excessive alcohol intake can be harmful to employees and harm DISA's reputation.

II. Eligibility/Scope

• Applicable to all active DISA employees.
• Various company functions where the alcohol policy is in effect:
  • Receptions for business guests
  • Civic or business organizations
  • Celebratory parties
  • Department picnics and employee outings/team building
  • Recognition events
  • Parties held at private residences
  • Participation in sporting events sponsored by DISA.
  • Client events

III. Applying the Policy

• If you decide to drink at company events, always act professionally and follow all company rules.
• Higher-ups, like AVPs, make sure everyone sticks to the drinking guidelines.
• We don't serve alcohol in regular working spaces.
• Only enjoy drinks in designated areas like dining rooms or lounges.
• Drinks are handed out to those who want them, not just left out.
• If drinks are being served, there must also be food.
• Drinking is limited, usually to just two hours.
• Don't serve drinks to young folks or anyone who's had too much already.
• Make sure anyone who's overdone it gets home safely.
• If you buy your own drinks at a company event where drinks are free or not allowed, you won't get paid back for it.

Entertainment

Entertaining Clients or Prospects:

• Get manager or executive approval before spending on entertainment like meals or events.
• Always stay professional and avoid looking biased.
• You can get reimbursed if it's related to business and you talk business.
• Explain your business reason in your Concur comments, especially if it's to get or keep a client.
• For entertainment expenses up to $500, ask your manager. For bigger amounts, follow these rules:
• Over $1,000: Ask a Director.
• Over $1,500: Ask an Executive.

Entertaining Only DISA Employees:

• You can be reimbursed for employee events if there's a business reason. Write who came in Concur.
• Non-executives need an executive's okay first. Show that in Concur.
• Anything over $500? Get the department VP's okay.
• Plan your events and invite everyone ahead of time.
• Only use personal tickets for work if an executive says it's okay. And only if it's for a client or recruit.
• You won't get paid back for giving another employee personal tickets.
• Be clear about why you're meeting and who's there in Concur.

Rewards and Gifts:

• Sometimes, you might want to celebrate big achievements. Be smart about it and include everyone.
• Executives or leaders need to say it's okay first because of budgets.
• The highest-ranking person at the event should pay and report the expense.
• Attach any approval emails to your expense report.
• DISA has a service award program. Don't ask to be paid back for other service awards.
• Usually, you can't be paid back for personal gifts to employees. But, if it's for big life events (like weddings or new babies), it's different. An executive has to pay, especially if they're using a corporate card. Lower-ranking employees shouldn't buy gifts for higher-ups.

Giving Gifts to Clients:

• Any client gift over $50 needs an executive's approval. Check Ceridian's gift policies.
• Get your approval in Concur.
• Always respect the client's own gift rules.
• Don't bribe clients. That's illegal and wrong.

Tips and Gratuities

• Tip for meals based on local customs, but don't go over 18% of the meal's cost before tip.
• Show your tip on your meal receipt. If you can't, list the tips on your expense report.
• If you're using the Comerica Credit Card, here's how much you can tip:
  • Baggage: $3 for each bag.
  • Eating out: Up to 18% of the bill.
  • Hotel cleaning: Up to $5 daily.
  • Taxis: Up to 15%.
• If you tip more than these amounts, you have to pay the company back.