• Accommodations should be for single standard room only
• Hotel Wi-Fi is reimbursable
• In-room phone charges are reimbursable for business purposes only. Please use company-issued mobile devices whenever possible.
• In-room movies are not reimbursable

FAQs

Q: Will we be able to stay in the same hotels as we have in the past?
A: NBCU has an extensive list of preferred hotels listed in Concur travel. You must use the hotels that are available through Concur (except in the case of specific production needs). Also, accommodations should be for single standard room only.

Q: How do I book hotel travel?
A: Hotel travel must be booked through the Concur travel site (http://travel.nbcuni.com/)

Q: Can I purchase a gift for an individual I am staying with in lieu of a hotel stay?
A: Employees are not permitted to be reimbursed for a gift purchased for an individual who houses them while they are traveling for business.

Q: What other hotel charges are allowed under our T&E policy?
A: In-room phone charges and Wi-Fi are allowed as long as they are required for business reasons. Please use company-issued mobile devices whenever possible. Also, in-room movies are not allowed under the T&E policy.

• Use Hertz when available and use corporate code 50013
• Decline collision insurance and fuel options (Domestic Travel Only)
• GPS/navigation systems are reimbursable

FAQs

Q: Is there a preferred rental car service that should be used?
A: Yes, Hertz is the preferred provider (Corp Account #50013). In situations where Hertz is not available, NBCU has negotiated rates with Enterprise (Corporate Account #32C1027).

Q: Do I decline the insurance when renting a car?
A: Yes, when traveling domestically. All car rentals should be booked through Concur (Hertz is preferred vendor, but Enterprise may also be used) using the employee’s T&E card.  This will ensure that the rental is covered by the NBCUniversal insurance program, so Loss Damage Waiver and personal accident insurance should be declined.

Q: Can I add GPS/navigation to my car rental?
A: Yes.

• Employees should submit actual charges for meal reimbursements when on business travel:
  • Domestic travel meals shall not exceed $58 USD or 40 GBP per day
  • Non-US travel meals shall not exceed $85 USD or 55 GBP per day
• We do realize there are extenuating circumstances that would cause employees to exceed these limits. In these situations, please obtain pre-approval from your supervisor.

FAQs

Q: How much am I allowed to spend on meals when traveling?
A: When traveling within the US, you may spend up to $58 USD/day on meals. When traveling outside the US, you may spend up to $85 USD/day.

Q: Can I just submit a meal per diem for the days I am on travel?
A: No, you should only submit your actual expenses for meals. We only use meal per diems for events (e.g., Olympics), and some of our represented employees are entitled to per diems. If you have any questions whether you or your event is eligible for a meal per diem, please reach out to your Finance Manager.

Q: When dining with multiple team members while on travel, can we use one T&E card to pay for all our meals?
A: When two or more employees travel together, each should report only his or her meals. When it is not practical to do so, however, the more senior employee should cover the business meal expense. The business meal must be reported as “Meals Multiple Attendees”.

Q: I want to take my team out to lunch. Can I charge that to the Company?
A: On rare occasions and for certain milestones, you may take your team out to lunch. However, you must receive pre-approval from your business leader first.

Q: I work an overnight shift. Are my meals reimbursable?
A: No. Unless it is a pre-approved team or client meal, meals during your regular work shift are not reimbursable and should not be charged to your T&E Card.

• Employees should receive pre-approval from their respective business leads before expensing these types of meals.
• Senior staff taking internal staff out for business-related meals should be limited. Manager approval is required.

• If available, the lowest cost method (taxi vs. car service) should be used, and P-Cards should not be used for individual taxi or car service expenses.
• Employees commuting between 9pm and 6am after working more than 10 hours or when being called in for an earlier shift can be reimbursed for their ride home via taxi or car service.
• A policy is available for employees who have regular late night/early morning work shifts. Please contact HR for a copy.

FAQs

Q: When should car service be used for business travel?
A: Car service should be used where commonly accepted as an alternate mode of transportation. However, if available, the lowest-cost method (taxi vs. car service) should be used.

Q: Should car service be used during regular work schedules?
A: Car service should only be used after working a 10 hour shift and past 9 PM (NYC-working late) and/or with prior approval from the manager. Commutation policies are available for employees who have late night/early morning work shifts in NYC. These employees will be contacted separately by HR.

Q: I am an administrative assistance, and my supervisor typically uses black car service multiple times a week. Is it okay to use my Corporate Card for those expenses?
A: No. Those expenses should be charged to your supervisor’s T&E Card.

• Gifts to employees are prohibited, except for life events (e.g., births, marriages, etc.), and cost should not exceed $150.
• Please refer to the NBCU Gifts and Business Entertainment Policy (within Code of Conduct), for guidelines on purchasing gifts for non-employees.

FAQs

Q: Are employee gifts eligible for reimbursement?
A: Employee gifts are not eligible for reimbursement except under the following circumstances: A department or division can arrange for one departmental gift for special employee life events (birth, death and serious illness). The departmental gift is reimbursable up to $150.00.

Q:An employee’s close relative has passed.  In lieu of flowers, the family requested donations be made to a charity.  Can we donate?
A:Yes, however the donation cannot be charged to a T&E card.  Rather, it should be made via the AP system (SNAP) and coded to one of the following accounts, as applicable:

• 69020004 - CHARITABLE CONTRIBUTIONS-NONDEDUCTIBLE - Donations to organizations that are not considered 501(c)3 status for IRS tax purposes
• 69020005 - CHARITABLE CONTRIBUTIONS - Donations to organizations that are considered 501(c)3 status for IRS tax purposes
• 69020006 - IN-KIND - In-kind gifts made to charitable organizations

Contract your operational finance lead for additional details.  Donation amount is still subject to the $150 limit.

Q: I am an anchor, and a new anchor is starting on our network. I would like to send him a bottle of wine. Can I charge that to the Company?
A: No. As mentioned above, employee gifts are only allowed for certain life cycle events, and those gifts should be given by a business leader to a direct report. Also, in all cases, peer-topeer gifts should never be charged to the Company.

Q: Can we expense a gift purchased for retirement?
A:Yes, however a retirement gift needs to be authorized by Human Resources. Please partner with HR on the purchase of any retirement gift.  An email documenting HRs approval should be attached to the receipt within the Concur expense report. 

Q: What about gifts to clients or vendors?
A: Any gift greater than $250 (per business partner per year) requires pre-approval from an authorized approver.  Please refer to the Gifts and Business Entertainment Policy (within Code of Conduct), for guidelines on purchasing gifts for non-employees and details on authorized approvers. 

Q: What about gifts charities?
A: Please refer to the NBCU Charitable Gift Policy when making a donation to a charitable organization.

• You must obtain pre-approval from your business unit’s Legal Team before engaging in certain activities with a government entity or Government Official
• You must appropriately identify Government officials within Concur expense reports

• Per Corporate policy, employees will not be reimbursed for personal items, such as clothing, haircuts and drug store items.
• The Concur system will require receipts for any production location, supplies, non-capitalized equipment, repairs & maintenance or miscellaneous expenses that exceed $100.

Q: What is the employee’s responsibility regarding expenses?
A: As an employee, it is your responsibility to conduct NBCUniversal business with integrity and good judgment and to exclude considerations of personal advantages when traveling or entertaining on behalf of the company. Expenses should always be reasonable and kept to the minimum amount necessary to perform authorized NBCUniversal business.

Q: Are there examples of types of expenses that the company will not reimburse?
A: Daily beverages (i.e. coffee), newspapers, home internet, membership clubs and personal clothing are examples of expenses that the company will not reimburse.

Q: When is the deadline to submit my expense reports?
A: Expenses must be submitted within 30 days of transaction date and must be approved by your supervisor within 60 days of the transaction date. If you do not meet these deadlines, then you are at risk of having your card suspended.

Q: Are personal expenses allowed on my Corporate Card?
A: No.

Q: How do I book my travel arrangements?
A: You should book all travel arrangements through the Concur Travel site (http://travel.nbcuni.com/).

Q: Where do I go with questions about my expense report or Corporate Card?
A: Please email the T&E Admin desk at [email protected] or call them at 212.664.7154. In the UK, please contact [email protected].

Q: Is Amtrak first class permissible if I am allowed to fly first class for air?
A: As a policy, no one is able to book first class on Amtrak. Exceptions to this policy need to obtain approval from the manager, the business CFO and the NBCU CFO.

Q: Is the Acela an accepted mode of transportation when traveling for business?
A: Everyone is encouraged to take the Amtrak regional train which is significantly less expensive. However, Acela is permitted when required to adhere to a schedule (e.g. early morning meetings in the destination city).

Q: Will I be able to submit laundry expenses for reimbursement?
A: Certain laundry expenses are eligible for reimbursement. As a guideline, you will have a $15.00 allowance for pressing for every two nights on travel and a $30.00 allowance for laundry for every four nights of travel.

Q: What is our tipping policy?
A: Allowable tips during travel and dining are as follows:

• Crews traveling with equipment – Up to $3 per case ($5 per case in qualifying circumstances, e.g., crew member traveling alone and having to leave gear with skycap while returning rental car)
• Bellhops/Valets – Up to $2 per bag
• Housekeeping – Up to $3 per day
• Dining and ground transportation – Up to 20%

Q: Can I submit home phone or personal cell phone charges for reimbursement?
A: You may be reimbursed for work related calls on your home phone or personal cell phone if you do not have a company issued cell/blackberry. In this circumstance, please provide the detailed phone bill with the charges highlighted and indicate the business purpose.

Q: Will NBCUniversal reimburse my cell phone charges when traveling internationally?
A: Prior to traveling internationally, you will need to connect with telecom to turn on the international coverage plan. If you do not turn on the international coverage plan, the company will not reimburse you.

Q: I often log in from home to check email or log onto the NBCU network. May I expense my home internet bill?
A: Home internet charges are not reimbursable. The only approved reimbursable home internet charge will be for employees who do not work within an NBCU facility