NFI Official Travel and Expense Policy

NFI Official Travel and Expense Policy

 

Travel & Expense Policy

 Effective: 8-10-2023

Supersedes: 1-1-2022
Purpose/Objective
NFI’s policy is to provide employees that are authorized to travel on behalf of the company with adequate levels of transportation, lodging, meals, and other services necessary to conduct the company’s business.

NFI aims to ensure that its employees travel comfortably during business trips. However, the expenses incurred for accommodations, meals, transportation, and other services should be reasonable and cost-effective.


Scope
This policy applies to all employees of NFI and affiliates.  Failure to adhere to company policies or procedures may result in disciplinary action, including termination, and may result in the employee incurring personal costs.

 

General Procedure
Travel must be consistent with the needs of the business. NFI-preferred carriers, hotel, and car rental vendors are to be used when applicable. 

All travel arrangements for full-time employees SHOULD be made using Concur, NFI’s self-service Travel and Expense system. Employees will have immediate access to Concur once their personal information is loaded into Ultipro (please get in touch with Kathy.Joynes@nfiindustries.com for your login information).


NFI Travel Contact Info

Kathy Joynes, NFI Manager of Travel 

NFI Triad1828 Centre
2 Cooper Street
Camden, NJ 08102
Office Phone – (856) 507-4473

*Use CONCUR to make changes to Hotel and Car Rental bookings.*
For all Air Travel changes, you must email NFITravel@nfiindustries.com

 

After-Hours Emergency Travel Service
World Travel provides NFI with 24-hour emergency service.
            *This service should be used for after-hours emergency travel needs only.*

Please contact NFI Travel during regular business hours Monday to Friday (8 am-8 pm EST) whenever possible to avoid charges for emergency services.

Contact: World Travel Team 

Local: 1-484-948-2513 / Toll-Free: 833-316-1713



Booking through Concur
Reservation Rules
Directors and above – As long as the travelers' itinerary is 7-14 days in advance and within the least logical thresholds (see below), their itinerary will auto-ticket. If not, the travel must be authorized by their direct supervisor.

Managers and below - Authorization from the direct supervisor must be obtained before the reservation is processed, even if it is within NFI’s travel policy and the least logical fare thresholds.

Driver Associates, Warehouse Hourly Associates, NFI Candidate and Temporary Employees - The traveler’s approver must submit a Travel Request Form to request travel. 

The Travel Request Form can be accessed through this link: NFI Travel Request Form.  Once the form is completed, it will automatically be submitted for travel approval and processing to NFITravel@NFIIndustries.com requiring no additional action.


Least Logical Fare Threshold
If any of the categories below are above their respective least logical threshold, the traveler’s itinerary will need approval from their direct supervisor before ticketing.
Airfare - Greater than the least cost fare plus $150
Hotel Rate - Greater than the average location rate plus $100
Room Rate - Greater than the lowest rate available at a preferred hotel plus $100
Car Rental Rate - Greater than the lowest rate available plus $10

Air Travel Policy

Airline tickets are issued on the company credit card. All other travel expenses are to be paid by the traveler and submitted on an expense report through Concur for reimbursement.
  1. Always select the lowest logical airfare consistent with business needs (the lowest logical fare thresholds are shown above). 
  2. Request airline tickets 7-14 days in advance for the best fare options. Reservations made less than 7 days in advance require the department Vice President's Approval before issuing an airline ticket. 
  3. Consider alternate departure or arrival airports when traveling to and from certain metropolitan areas (e.g., Chicago Midway versus Chicago O’Hare).

Please pay attention to fare approval rules, as airfare needs to be approved within 24 hours or less.

 

We recommend that each employee traveling via the airline should check in on the airline website to get an electronic boarding pass before leaving for the airport. This service is available 24 hours before the scheduled flight departure time and will allow for notification of any delays or cancellations of flights.


To avoid unexpected delays at airport security, your name must match your photo identification exactly. Similarly, when registering for any loyalty programs (frequent flyer, car rental memberships, hotel frequent guest numbers), be sure your name matches exactly to your profile and photo ID to get credit for the spend.


Airport Parking
Employees must use a convenient yet economical service when parking at the airport.
  1. NFI has a contract with TheParkingSpot. Use this link NFI Industries Spot Club Exec Card to sign up for a Spot Club Card. 
  2. If you are departing from an airport that does not have a TheParkingSpot location, use economy or long-term parking where available.
Baggage Allowance Policy
NFI Travel Policy allows reimbursement of one checked bag per trip.
If the business need and/or travel itinerary warrants you to have additional bags, and there is a charge for this service, you may submit for reimbursement on an expense report along with the receipt and necessary comments justifying the expenditure.


Rail Transportation
Amtrak reservations are made via Concur for each trip. NFI will allow the use of rail transportation providing the cost does not exceed the cost of the least expensive airfare and is more efficient than air transportation.


Rental Car Policy
Rental cars should only be used when other means of ground transportation are unavailable, impractical, or more costly.  
Rental cars will be charged to the traveler’s credit card and submitted for reimbursement through Concur. 

NFI preferred rental car suppliers that are offered within Concur should be used. Intermediate-size cars are the acceptable rental class. When renting a larger car due to business needs, approval will need to be given by the employee’s supervisor. Click these links to join the AVIS PREFERRED or NATIONAL EMERALD CLUB loyalty program.

DECLINE ALL refueling options, collision/loss damage waiver (LDW), and personal accident insurance (PAI) coverage; NFI is insured through its’ corporate insurance carrier for car rental coverage when traveling for company business.
  1. Return rental cars with a full gas tank to avoid refueling charges.
  2. NFI IS A SELF-INSURED COMPANY  
  3. To avoid incurring unnecessary costs and complications with insurance, NFI strictly limits consideration to free upgrades.
  4. Upgrades to PREMIUM vehicles over $50K are NOT allowed.
  5. If there are any claims, you will need to contact: NFIAccidentClaims@NFIIndustries.com

 

Hotel Policy

NFI has negotiated rates with specific Hotel properties (marked as preferred in Concur). These properties should be prioritized when booking your itinerary. Click these links to join the MARRIOTT BONVOY or HILTON HONOR loyalty program.

Selection will be based on comfort, convenience, value, and the ability to meet business and personal needs. Hotels are to be charged to the traveler’s credit card and submitted for reimbursement through Concur (be sure to attach the hotel receipt to the expense report).


All business expenses at the hotel must be itemized separately on the expense report. Non-business expenditures, i.e., movies, bar, valet, housekeeping tips, and laundry, are not reimbursable. The employee will be responsible for covering any damages caused to hotel property during the stay while traveling as a NFI employee, including smoking in a non-smoking room.   
  1. The hotel receipt must be attached to the expense report.


You must advise NFI Travel if you are not going to use any hotel rooms that have been reserved for you. Always review your itinerary for the hotel cancellation policy. Penalties incurred for non-cancellation of guaranteed hotel reservations may be the employee's responsibility, depending on the circumstances.


Please inform NFI Travel if a vendor has a special or negotiated rate at a local hotel to ensure all company-related travel to that location at the lowest rate.


Policy Exceptions
Any exception to the NFI corporate travel policy will be subject to approval by the Strategic Sourcing Department and may require approval from a NFI Vice President or President.
Travel and Expense reports will be randomly audited to ensure all parties adhere to company policy.



Business Expenses
All expenses must be submitted via Concur within 2 weeks of the travel return date; if utilizing Concur, receipts must be submitted via fax or scanned and uploaded per procedures noted within the system. It is mandatory that the traveler’s supervisor verify that receipts exist, are correct, and are in line with NFI policy. 
Expense reports will be randomly audited to ensure all parties adhere to company policy.


Meals
Meals purchased by an employee while traveling on company business are reimbursable expenses. Reimbursement will be made for the actual cost of the meals, not to exceed $75.00 per day ($35 for breakfast & lunch, $40 for dinner), exclusive of gratuity (20%), and applicable taxes. Receipts for all meals are to be attached to the expense report. If traveling with more than one person, the most senior person in the group shall pay the bill and charge expenses to their personal charge card. 

For hourly employees traveling, use this link to see the Per Diem Travel Policy (Payroll)

 

Employee/Customer Meals
Expenses for employee and/or customer meals must include the name of all attendees and be submitted by the highest-ranking NFI employee at the event. Receipts must be included so the traveler’s supervisor can review and approve them.


Miscellaneous Transportation
Original receipts are required for taxis, Uber/Lyft, buses, subway, metro, ferries, and other modes of transportation.


Personal Car Business Mileage
NFI will reimburse an employee for mileage when using a personal vehicle for official company business. NFI’s reimbursement rate is based on the annually published IRS rate per mile.  Miles are submitted via Concur using the Personal Car Mileage description. In cases where employees drive directly from home to a local site that is not the normal workplace, the mileage above the normal commute is reimbursable. Tolls and/or parking expenses while on company business are reimbursable and must be supported with receipts attached to the expense report.


Conference Registration Fees
Appropriate approvals are required before signing agreements or approving invoices for conference registration fees. Submit requests for these expenses through a PTA in Expense Anywhere. Include cost center to be charged and estimate expenses when necessary.


Passport, Visa, Immunization, and Cell Phone Fees
Before you travel outside the US, please discuss reimbursement for fees associated with your passport, visa, immunization, and cell phone with your manager.


Expenditure Approvals
In all cases, the next-level manager must review receipts and approve expenses that fall within the guidelines of the NFI Travel Policy. The highest-ranking attendee shall always pay for group expenditures to ensure that the proper approver reviews expenses.


Concur/Expense/Travel Training
Click the link for a video on how to use the Concur system: CONCUR TRAINING VIDEO




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