Picnic Time knowledge base

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====== Travel Guidelines for Picnic Time Employees ======

It is important to closely monitor all corporate travel expenses and follow these guidelines to ensure safe, efficient and successful business trips.\\ 
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All travel arrangements (flights, hotels, rental cars) for sales people are to be made by the Trade Show Coordinator.\\ 
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• Mileage for personal vehicle transport to and from the departing airport, off-site parking location or other work site is reimbursable at the IRS standard vehicle reimbursement rate (IRS publication 463), currently 54 cents per mile. The normal commute from the employee’s home to the main office is not reimbursable and is to be deducted for purposes of calculating the total mileage reimbursement. Any employee driving their personal vehicle for business (other than their normal commute) must submit their driver’s license and proof of insurance to the Controller prior to their first trip. Any points issued to their license, restrictions, or loss of license should be reported to the Controller immediately.\\ 
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• Flights will be booked on the least expensive airline. The cost of the baggage fees must be calculated in the cost comparison. If there is an available flight on a salesperson’s preferred airline that is not more than $25 more than the lowest available carrier the salesperson can use their preferred airline. If the cost of using their preferred airline is greater than $25, they may choose to pay the Company the difference and fly on their preferred airline. Excessive stops and layovers will be avoided.\\ 
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• Hotels will be chosen based on proximity to show site, availability of shuttle service and price. All hotels will be of economy business standard. When traveling where more than one Picnic Time employee is attending, we ask that you share a room (unless otherwise specified in your commission agreement). When employees of the opposite sex are traveling together they will be booked separate rooms. No other people (including spouses or other family members) are to share rented rooms without the permission of the president or vice president. Under no circumstances are non-employees of the Company permitted to perform work for the Company.\\ 
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• Rental cars are not to be used without the approval of a company principle. If it is necessary to use rental cars, they will be booked using the least expensive company that has an airport pick up and drop off. Economy or one grade up from economy class is acceptable. The extra insurance binder will not be purchased for rentals. To minimize cost we would prefer to use other forms of transportation whenever possible.\\ 
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• Airport parking is reimbursable at actual cost with the following guidelines:\\ 
LAX parking: Use 405 Park ($8.95/day + tax) 6075 Avion Drive, Los Angeles, CA 90045.\\ 
Burbank parking: Use Remote Lot A/B Parking ($10.00/day)\\ 
John Wayne (OC) parking: Use shuttle service $80/round trip for all trips more than 4 days.\\ 
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• Air transfers (transport to Hotel) Free hotel shuttles should always be used if
available. If a free shuttle is not available please follow these guidelines:\\ 
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**__New York__**\\ 
JFK to hotel –\\ 
1. Times Square area - Airtrain to Howard Beach stop. Take ‘A’ train subway to hotel (42nd street/Port Authority – about 45 min.). Transfer at Penn Station to other subway route or taxi if necessary.\\ 
2. Near Penn Station – Airtrain to Jamaica station. Take Long Island Railroad to Penn Station – about 25 minutes. Walk or taxi to hotel\\ 
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JFK to Javitz – Airtrain to Jamaica Station. Take Long Island Railroad to Penn Station – about 25 minutes. Take taxi to Javitz.\\ 
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Newark to hotel or Javitz – Take Air Train to NJ Transit train station. Take NJ Transit train or Amtrak to Penn Station – about 35 minutes. Take Taxi to Javitz or hotel.\\ 
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La Guardia to hotel or Javitz – Take Q33 airport bus to Jackson Heights subway station. Take ‘E’ Train to closest stop or Penn Station – about 30 minutes.\\ 
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**__Chicago__**\\ 
O’Hare – Take Blue Line train to best downtown stop (usually Clark & Lake)- about 40 minutes. Take Red line, Brown line, or taxi to hotel or taxi to McCormick Place\\ 
Midway – Take Orange Line to downtown stop (usually Clark & Lake) – about 25 minutes. Take Red line, Brown line, or taxi to hotel or taxi to McCormick Place\\ 
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**__Atlanta__**\\ 
Take MARTA from airport to Peachtree Center stop for AmericasMart and downtown hotels – about 25 minutes.\\ 
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**__San Francisco__**\\ 
SFO – Take BART (to Powell Street for Moscone or closest stop for hotel – about 15 minutes).\\ 
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**__Oakland__** - Take BART (to Powell Street for Moscone or closest stop for hotel – about 35 minutes).\\ 
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• Trains/Subway should be used at any time up until 8PM. After 8PM you may use UBER.\\ 
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• **Taxis/UBER** - When it is necessary to use taxis for business related travel, we would like you use UBER instead. This is not just a lower cost to the company, but also a quicker, more, convenient and a better experience for you while you are travelling.\\ 
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You can learn more about the service by visiting www.uber.com\\ 
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Some cities require UBER BLACK service to airports as regular UBER service does not have city permits for airports. From our research this is still a lower cost than a taxi service.\\ 
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You will be required to download the App and sign up using your company issued credit card. Receipts will need to be entered in CONCUR as usual.\\ 
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We would like to hear your feedback from this service after using UBER to ensure this is the best choice for our team. The new guidelines for travel will be updated in the 2017 version of the employee handbook.\\ 
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Taxis are acceptable if a shuttle is not available. Maximum tip is 15%. Taxi fares for personal travel during your trip (non-business related) are not reimbursable.\\ 
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•**Meals** will be reimbursed at actual cost. The guideline for total meal expense is to be less than $50.00 each day (not an average of $50 per day) to include breakfast, lunch and dinner. Tips for service may not exceed 15%. Wherever possible meals are to be charged to the Company-issued Visa card. All receipts are to be turned in with the expense report for each trip immediately upon return to the office.\\ 
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For trips where no overnight stay is required (traveling from home and returning home the same day) meal reimbursement will only apply to meals where it is not possible to eat at home. For example: For the Los Angeles Gift Show there is reimbursement for lunch only of up to $10 but no reimbursement for breakfast or dinner which can be taken at home.\\ 
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Alcohol purchases are not reimbursable except for one drink with dinner and the cost will be included in the daily guideline for meals.\\ 
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•**The Company credit card** must __not__ be used for any personal purchases without exception.\\ 
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•**Concur/Expense Reports** - Within three days of return to the office, a Picnic Time Expense Report must be recorded in Concur. Reimbursement of out-of-pocket expenses will be paid within two weeks of expense report submission.Expense reports should be completed using Concur while in transit (paid travel time) and not in the office. It is a good practice to take a photo of each receipt as you receive them. Digital receipts are used to match your report in Concur. Paper receipts can be discarded after you have completed your report.\\ 
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If you do not have a company credit card or do not have Concur set up – please use the expense report form located at "S:\Forms\HR\Expense Reimbursement Form 2015.xlsx" and attach actual receipts.\\ 
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Any cash that was collected for sales samples along with signed order forms must be turned in to the Controller on the day you return to the office.\\ 
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•**Personal Appearance (Dress Code)**\\ 
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It is in all of our best interests to present a professional image to our customers, suppliers and the public. Employees are encouraged to consider both the Company's and their own image when choosing work attire.\\ 
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Furthermore, it is expected that all employees will dress in a manner consistent with good hygiene, safety and good taste. Employees are reminded that in a business organization, excessively revealing, clinging, suggestive or extreme styles of clothing are not in keeping with a professional image. Our customers are impressed by the image we present at all levels. Employees who do not observe the general requirements for appropriate attire will be asked to change or alter their dress to conform as necessary. Employees should also avoid extremes in grooming. Hairstyles, beards, goatees and mustaches must be kept clean and neatly trimmed.\\ 
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Employees whose jobs require them to come in contact with customers, suppliers or the public are expected to wear apparel consistent with that worn by the persons with whom they will be dealing. Ask your supervisor if you are uncertain as to the appropriate attire for travel and at the trade show/meeting.\\ 
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[[start:dress|Images of acceptable and non-acceptable attire]] are available in the company directory as a PDF file named Dress Code 2015 (S/FORMS/HR) and also in the company knowledge base [[start:|http://info.picnictime.com/]]\\ 
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Please see the general manager if you need further guidance.\\ 
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Any employee who is inappropriately dressed when he or she arrives for work will be considered unsuitable to commence work and will be sent home. The employee may be asked to return to work later in the same day in proper attire that conforms to the company’s standards.\\ 
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__**Recording hours worked by hourly employees when out of the office for Company business**__\\ 
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It is the responsibility of you as an employee to keep accurate records of the dates and times you work as well as unpaid rest periods during business trips.\\ 
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<color red>You must email your hours to [[mailto:Jessica@picnictime.com|Jessica@picnictime.com]] no later than 4PM on Monday for the hours worked in the prior 7days (Monday-Sunday). If you do not send in your hours they will be paid on the next payroll date. Be sure to give a total number of hours for each day and to clearly indicate local time if a work day or travel time spans time different time zones.</color>\\ 
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To ensure you are paid fairly and accurately, please record working time as follows:\\ 
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__**Start time**__ is either the time you leave your hotel room to go to the event, less your normal commute when you are in the office. Time spent having breakfast before you start would not be paid unless it is a mandatory business breakfast where you are meeting with clients or vendors to conduct business. If your normal commute time is greater than the time it takes to get from your room to the event, your start time will be the time you arrive at the event.\\ 
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__**Lunch breaks**__ are not paid unless you are taking an on-duty lunch. For example: if you are alone and have to eat in the booth and would be available to customers during this lunch period. This is a paid lunch and you would need to have a meal waiver on file with HR. Lunch periods should be recorded on travel days for example when you eat at an airport while waiting for a flight.\\ 
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__**The end time**__ is the time you are no longer under the direct control of the company. In most cases this will be the time you leave the booth or the meeting ends. If you are __required__ to attend a business dinner or evening event, the time spent at the dinner will be considered working. Off duty time between the end of the show and going to a paid dinner event is not paid. If the dinner or event is optional, you will not be paid. If you are unsure if the dinner or event is required, please ask for clear direction from your direct supervisor or anyone in management attending the event.\\ 
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When traveling (planes, trains, and automobiles), travel time is paid until you reach your home or final destination, less your normal commute time when working in the office.\\ 
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Normal overtime/double time rules and rates apply for hours worked during business trips.\\ 
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Please use your best judgement while traveling to be safe, successful and a positive brand ambassador for Picnic Time.\\ 
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See the [[start:posdes#genman|General Manager]] or [[start:posdes#controller|Controller]] if you have questions about these guidelines.
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