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2014 Kelly/Nissan Contract Employee Travel Policy for NNA.

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Presentation on theme: "2014 Kelly/Nissan Contract Employee Travel Policy for NNA."— Presentation transcript:

1 2014 Kelly/Nissan Contract Employee Travel Policy for NNA

2 1 Kelly Contract Employee Travel Policy  Nissan Manager to advise Kelly during the hiring process if position will require travel (specify domestic or international travel).  If unknown at time of hire, Nissan Manager to inform Kelly as soon as possible when a Kelly contract employee will be requested to travel so a cash advance can be requested if necessary and the expense burden is not on the contract employee  Kelly must have at least two weeks notice of international travel, with actual cities, addresses, and itinerary to make the proper work authorization arrangements.  Kelly does not issue corporate credit cards to their contract employees for domestic travel.  Kelly contract employees have two options in which to book their travel (flight and hotel):  Directly through Kelly Services corporate travel group - Carlson Wagonlit Travel (CWT)  Directly through Nissan’s travel vendor, BCD Travel  Kelly contract employees will cover other travel expenses as follows :  Kelly will provide the contract employee a cash advance (when requested)  Kelly contract employee will submit an expense report at the end of the trip  Nissan Manager to budget adequately for all expenses related to contractor travel.

3 2 Kelly Contract Employee Travel Policy Booking Travel (Flight and Hotel)  Kelly contract employees will book their flight and hotel travel via the following two methods:  Use the Kelly corporate travel group, CWT  Kelly corporate travel group is open 24x7 and can provide in-trip support. CWT can be reached at 877-244-4155  Use Nissan’s travel vendor, BCD Travel  To book Kelly employee travel via BCD Travel, a Nissan employee will create the reservation via the online booking tool or by calling BCD Travel directly (see Nissan Manager for instructions). The airline reservation must be paid for at the time of booking using the corporate credit card of the Nissan Manager.

4 3 Kelly Contract Employee Travel Policy Other Travel Expenses  Kelly contract employees will cover other travel expenses as follows:  Kelly will provide the contract employee a cash advance (when requested) to assist with any out of pocket travel expense (rental car, meals, etc). The advance will be reconciled when the employee submits their expense report.  A request for cash advance should take place 5-10 business days prior to trip departure. The cash advance will be a direct deposit. The cash advance must be reconciled before another request will be processed.  Kelly contract employees will submit an expense report at the end of the trip. The Kelly employee will complete an expense form with receipts to reconcile all travel related expenses. This form can be obtained from any Kelly Representative. Please note receipts are required for ALL expenditures, including tips and gratuities.  All domestic travel expenditures (not already paid by Nissan when booked) will be direct billed back to Nissan. Nissan Manager to budget adequately for all expenses related to contractor travel.

5 4 International Travel Policy If a contract employee is requested to travel internationally for Nissan:  Upon request, Kelly will make an exception and allow the contract employee to submit an application for a corporate credit card. The contract employee must complete a credit application and meet the credit history requirements of the credit card company. Upon request, the Kelly Representative will provide the Kelly employee with the application.  Once the card is issued, the contract employee may only use the corporate credit card for Nissan international travel  The contract employee will be responsible for making all payments directly to the credit card company. The contract employee will submit an expense report requesting reimbursement and should use the reimbursement to pay the credit card company. Kelly will then invoice Nissan based upon the reimbursement of expenses.  The credit card will have a maximum spending limit to curtail liability. Kelly will guarantee the card (pay if unpaid by the contract employee). In this instance, Kelly will invoice the Nissan business department for any outstanding balance on the issued credit card.  Abuse of this program will result in its immediate termination  Nissan Manager to budget adequately for all expenses related to contractor travel.

6 5 International Travel Policy Global Mobility International Travel and Global Mobility –International SOS –Work Authorization International Global Mobility fees are a pass through cost to Nissan –*A flat fee of $190 will be charged for Kelly employees traveling up to 30 days, additional fees may apply if travel is extended greater than 30 days. –**Additional fees will not be charged for reoccurring trips to the same destination within 3 months of a previous trip. * This flat fee is subject to change. ** The recurring trips to same destination language would not apply to high risk rated countries (ie. Mexico). This requires an evaluation each time due to changing country conditions.

7 6 International Travel Policy Travel Supplement Program Nissan’s program approved for contract employees Who is eligible? –Contract employees who are required to travel internationally on Nissan business are eligible. When does the contract employee become eligible: –Eligibility starts at day 15 of international travel and is payable in accordance with the following schedule: Supplement Schedule: Travel DaysSupplement Amount Day 1 - Day 14 None Day 15 - Day 21 (retro day 1) $40.00 per day Day 22 - Day 27 $50.00 per day and $10.00 premium per day Day 28 - end of assignment$40.00 per day and $20.00 premium per day

8 7 International Travel Policy When the Kelly employee returns from the international trip: The Travel Supplement is a bonus the Kelly employee receives after they return from the business trip. It is a bonus payment over and above expenses. The Travel Supplement is processed once Kelly and Nissan are certain the Kelly employee has submitted all expenses/expenditure reports related to the international travel.

9 8 Nissan Manager Communication  NNA HR, AP and Purchasing have approved the Kelly contract travel policy.  Kelly Representatives are available to meet with Nissan Managers to discuss the travel policy to ensure any request to travel minimizes the financial burden on the contract employee.


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