Planning Your Business Travel
Approval
You must obtain the necessary approval prior to traveling on a business trip using CONCUR, the company online travel tool. A travel request must be created and approved by management prior to travel. All domestic travel must be approved in advance by your department manager and international travel approved by division vice president in addition to domestic travel approvers.
Scheduling
Once your travel request is approved, you must book travel arrangements through CONCUR, either with support of an authorized ASSOCIATES agent or via the self-book option. Failure to book through Concur may result in expenses not being approved
It’s important that you keep your travel profile up to date with the most current information as this will be helpful in scheduling your travel. The travel profile form is available in the FORMZ database.
You should schedule travel as far in advance as reasonable in order to obtain the lowest logical fare. Plan to arrive at your destination at a reasonable time prior to your scheduled business and leave on the next reasonable flight after the conclusion of your business. For example, Sunday arrival would be expected for business that begins on Monday morning.
Personal Travel
If you wish to add personal travel to a business trip, you must complete the Request to Add Personal Travel form and receive prior approval from Corporate Services. This form is available on the FORMZ database.
Extension of a business trip for personal reasons is allowed only for original destinations. This includes any side trips before or after authorized ASSOCIATES business trips. Adding personal travel to a business trip is restricted to local staff only. Japan staff may not request.
On rare occasions, ASSOCIATES may request the following if approved by your DD/SMG:
· Add a business trip to your personal travel plans. In this case, ASSOCIATES will reimburse you for expenses incurred as a result. For example, if a previously purchased personal ticket needs to be changed to accommodate business, ASSOCIATES will pay the change fee and additional fare.
· Change or cancel your prearranged personal travel plans. In this case ASSOCIATES will reimburse you for expenses incurred for cancelled travel. You must provide proof of prior expenses (airfare purchased, etc.) and have approved vacation time submitted prior to knowledge of the business trip in order to be reimbursed for any changes.
International Travel
Passports
If you are or may be required to travel internationally, ASSOCIATES will reimburse you, with manager approval, for the expense to obtain a passport. To obtain approval, you must complete and submit a “Passport Visa Reimbursement Form” available in FORMZ. Instructions on obtaining your passport are also provided.
You should keep your passport valid and up to date. Many countries require 3-6 months of validity left on a passport to allow entrance. Consider renewing your passport at least 9 months prior to the expiration date. It normally takes 4-6 weeks to receive your new passport, so please plan accordingly.
In all cases, you must obtain the passport and then apply for reimbursement. ASSOCIATES does not reimburse for expedited fees unless approved by Corporate Services.
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