Travel and Expenses

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1
T&E
Travel & Expense
Important Message
A Note from Paul Richardson, Senior VP HR and Tony Waggoner, Senior VP and Controller
Personal Use of Your Corporate Credit Card
This is a friendly reminder that your VISA corporate credit card is to be used only for business related travel.
If personal use is confirmed, your corporate credit card can be suspended or closed.
Additionally, your management and HR will be notified and disciplinary action may be taken, up to and including separation.
Please be mindful of this when you use your corporate credit card.
2
T&E
Travel & Expense
Recent Change in Travel & Expense Policy
Important Change in Disney Travel Policy – Mobile Phone Reimbursement
Effective immediately thanks to a recent change in Disney’s Travel policies, individuals are
no longer required to mail or fax receipts or cover sheets to DWSS for mobile phone
expenses if the dollar amount to be reimbursed is under $50.00 USD, and the
reimbursement is for 100% business use. Simply complete an expense report, submit it for
approval and you are done! Should you still wish to save the trip cover sheet for your
records, please consider saving it as a PDF file, rather than printing it.
Individuals who have personal calls on their statement will still be required to break out
those calls using the mobile calculation worksheet, and submit the worksheet and
coversheet to DWSS even if the dollar amount is less than $50. The mobile calculation
worksheet can be found on the ESPN T&E Help page on the Hub @ ESPN T&E Help
Please contact Karen Rehberg on the ESPN SAP Site Sustainment Team @ 860 766 2348 if
you have any questions.
3
T&E
Travel & Expense
Quick Tips and Tricks
Do Not Pay
Option
Printing/Reprinting
Bar Code Sheets
Did You
Know??
Training Courses
Available
Slide 23
Slide 24
Slide 5
Slides 6 & 7
Ground
Transportation
Direct Deposit in
T&E
Slide 22
Slide 8
Tips and
Tricks
for
T&E
Expense
Reporting
Business Meals,
Travel and Snack
or Per Diem
Slides 20 & 21
Hotel Itemization
Slide 19
Credit Card
Buffer
Policies
Slide 9
Airline Travel
Rules
Slide 10
Corporate Travel
Rules
Slide 11
Slide 18
JPMorgan Chase
Pathway.Net
Cash Advance
Slide 12
Slide 17
Log-On
Procedures
Expense
Types
Trip Payment
Calculator
Monitoring Your
Expense Reports
Slide 16
Slide 15
Slide 14
Slide 13
4
T&E
Travel & Expense
Quick Tips and Tricks
Did you know?
Did you know?
You can access T&E instructions
and HELP information
by clicking on the T&E Speed Dial
button from the ITK Home page?
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
5
T&E
Travel & Expense
Quick Tips and Tricks
Instructor Led T&E Training Available
1)
2)
3)
4)
5)
Log on to Disney Hub
Click on Development Connection Quick Link
Log-in
Click on Disney Connection link
Search Catalog (upper right hand side)
• ESPN SAP Travel & Expense
This course is Instructor-Led
If you have not attended this course, sign up ASAP
It is STRONGLY recommended that you attend
T&E training as soon as you receive a Corporate
Credit Card !!!
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
6
T&E
Travel & Expense
Quick Tips and Tricks
On Line T&E Training Available
1)
2)
3)
4)
5)
Log on to Disney Hub
Click on Development Connection Quick Link
Log-in
Click on Disney Connection link
Search Catalog (upper right hand side)
• T&E (hit enter)
Click on Online button and click on SEARCH
Listed are the ONLINE courses available to you..
You can review these courses from your desk
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
7
T&E
Travel & Expense
Quick Tips and Tricks
Are you set up for Direct Deposit in T&E?
For payments of personal T&E expenses, you must set yourself up in SAP Travel & Expense
This is separate from your normal payroll direct deposit set up.
1)
2)
3)
4)
Log On To SAP via HUB
Click on Employee (ESS) - US
Click on Travel and Expense
Click on View or Update Bank Selection for Expense Reimbursement
5) Click on Change
6) Fill in your banking account information for direct deposit
7) Select AP ACH (incl T&E Dir Dep) as Payment Method
8) Select Checking Acct or Savings Acct
9) Select SAVE
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
8
T&E
T&E
Travel
& Expense
Travel
& Expense
Quick Tips and Tricks
Walt Disney Travel and Entertainment Policy
Some policies you really NEED to know and understand…
You can find the complete Travel and Entertainment Policy by following this menu path: Disney Hub→ ESPN Tab→ SAP HELP→ T&E
Company Policy states: Personal Use of Corporate Credit Cards are strictly prohibited. Your VISA corporate card is to be used for business related travel
expenses ONLY. Employees found utilizing their Corporate Card for personal use or who do not pay their balance in full when contractually due are subject to
disciplinary action, up to and including termination.
The Company will have access to all billing records and statements of each employee’s Corporate Card account and may review those records and statements
without notice to employees. Use of the Corporate Card constitutes the employee’s consent to such access and review.
Upon resignation/termination of employment, all Corporate Card holders must:
 Cut the Corporate Card and the AT&T Calling Card in half and discard properly
 Ensure that all charges have been submitted on a SAP T&E expense report for payment
Any Corporate Card activity incurred after the last day of work will not be reimbursed. Employees are responsible for reconciling and paying their Corporate
card after termination. Expenses submitted more than 30 days after resignation/termination will not be reimbursed. Unpaid amounts over 180 days will be
reflected on the employee’s credit report and any outstanding balance will be submitted to a third party collection agency.
Mileage: The Company reimburses employees for mileage incurred when using a personal vehicle for necessary business travel. Gas is included in the mileage
reimbursement, therefore you are not to expense gas used.
Please Note: Reimbursement is limited to mileage incurred outside of your usual round trip commuting mileage to your work location. Employees working
in locations with paid parking, such as large metropolitan areas, or incurring tolls in their normal daily commute cannot submit the cost of parking or tolls for
reimbursement.
Int’l Travel: For tax purposes, if you travel internationally, you must secure receipts for EVERYTHING. Receipts are REQUIRED for EVERYTHING.
Domestic Travel: Receipts are always required for Lodging, Mobile Phone Devices – Company Owned over $50, Miscellaneous charges and Production Location
Research charges.
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
9
T&E
Travel & Expense
Quick Tips and Tricks
Airline Travel Rules…
All employees are required to use the Company's Travel Department to make hotel, air, and ground transportation arrangements. Corporate Travel's web based
on-line reservation system, TraveLink, provides numerous benefits and should be used when requesting domestic department travel or simple round-trip
reservations.
Employees should make AIRLINE reservations as early as possible to take advantage of advance purchase discounts. Airline Reservations should be booked at
least 21 days in advance unless the circumstances do not allow for such planning. Due to this requirement, you may be required to create an expense report for
this airline charge(s) prior to you taking your trip. Employees are required to use the lowest logical airfare available.
Employees may retain frequent flyer program benefits. However, participation in these programs must not influence flight selection in a manner that would
result in incremental cost to the company beyond the lowest available airfare.
Non-refundable Tickets: Exchange fees related to changing non-refundable tickets are costly and the exchange process is time consuming. Therefore, it is
recommended that employees utilize non-refundable tickets when they are confident that their travel plans will not change or the savings is significant relative
to potential exchange fees.
Baggage Fees - Employees will be reimbursed for reasonable airline baggage fees. Amounts should be coded to “Airfare” in the employee’s SAP T&E expense
report.
If a trip is cancelled, the employee should work with Corporate Travel to arrange for the use of the ticket for future travel if it is a non-refundable
ticket. Corporate Travel will cancel all reservations and initiate any refunds to the Corporate Card if that was the means of payment. The employee will still
need to submit an expense report for the airfare credit to clear the balance on their corporate card.
The After Hours Travel Number is 1-877-777-3974. ESPN In House Number is 1-860-766-2283.
Air Phone and In-flight Internet Charges
Reasonable charges related to Air phone and In-Flight internet services required for business purposes will be reimbursed to Vice Presidents and above, and to
other employees whose business responsibilities demonstrate such a need. Use of the JPMorgan Chase Corporate Visa Card is required to receive the Company’s
preferential air phone rates.
Always:
Carry valuables (jewelry, laptop computers, cameras, etc.) on board the aircraft.
Carry important and/or confidential documents on board the aircraft.
Need Help?
Clearly tag your luggage with name, address and phone number.
For
questions
regarding
T&E , call Karen Rehberg at 860Retain baggage claim receipts for checked luggage.
766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
10
T&E
Travel & Expense
Quick Tips and Tricks
Corporate Travel and TraveLink Tips…
• All employees are required to use the company’s
Corporate Travel Department (“Corporate
Travel”) or TraveLink (Corporate Travel’s online
reservation system) to make hotel, air and ground
transportation arrangements.
• TraveLink is to be used by all domestic employees
with a Company Corporate Card.
• TSA Regulation: To comply with TSA regulation
changes for airline travel, your TraveLink profile
must include your date of birth and gender.
• TraveLink: Be sure your traveler profile is
complete and up to date with your business and
personal information. Your profile should
contain all relevant information including the
following:
• Name, Title, home and work phone numbers
and home address
• Department, delivery address, SAP cost center
number
• E-Mail Address
• Seating preferences, dietary requirements
• Corporate Card Number
• Frequent flyer numbers, hotel memberships
• Passport Information
• Emergency phone contact or mobile phone
number
• To review your profile, log on to the Disney Hub,
click TraveLink Quick Link and click on PROFILE.
•
•
•
•
•
Don’t have a Company Corporate Card? You must use the Corporate Travel
Department (“Corporate Travel”)
You can access Corporate Travel thru the HUB under the Personal tab.
Click on Travel & Expense
Click on No corporate card?
Follow the instructions on this screen
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
11
T&E
Travel & Expense
Quick Tips and Tricks
JP Morgan Chase and Pathway Net…
The Company’s Corporate Card (“Corporate Card”) vendors are JPMorgan Chase for domestic employees and American Express for international employees.
All employees who meet one of the following criteria are required to apply for a Corporate Card:
1)Employees who travel regularly
2)Employees who frequently incur local business related expenses
The Corporate Card provides a payment mechanism for T&E expenses and is permitted for such use only. Use of this card for personal expenses is
prohibited.
The amount due on the Corporate Card is due within 25 days of the statement date (i.e., payment due date). An account becomes delinquent when full
payment is not received and credited to the account by the payment due date. JPMorgan and American Express will notify both the employee and the
Company of all delinquent accounts.
• If the cardholder does not make payment within 60 days of the statement date, late payment fees will apply. Charge privileges will be
suspended if payment is not received within 90 days of the statement date.
• If payment is not received within 120 days of the statement date, the card will be automatically cancelled. Additionally, personal use may result
in cancellation of the Corporate Card. If the card is cancelled, the employee cannot be issued another Corporate Card for a period of one year
from the date of cancellation. After one year, approval to reinstate the card must be obtained from the employee’s manager, Business Unit
Controller and Corporate Controllership.
• Late fees are not reimbursable and are the responsibility of the employee.
Who you going to call??
Did you lock your password in Pathway.net?? Do you need an increase in your credit card limit??
Call DWSS Commercial Card –> 1-321-939-6005
Reconciling Your Corporate Credit Card
JP Morgan Chase provides an online service tool (Pathway Net) for you to view card activity and statements.
Employees should reconcile their Corporate Card Statements each month. Reasons to do this are:
1. To ensure that all expenses/receipts are submitted for reimbursement
2. To confirm that all payments have been received
3. To account for all credits issued to your corporate Card account
4. To avoid late charges, account suspension and account cancellation.
Complete instructions for accessing the Pathway Net can be found at:
Disney Hub→ ESPN Tab→ SAP HELP→ T&E → Resources & Tools
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
12
T&E
Travel & Expense
Quick Tips and Tricks
Monitor/Check status of your expense reports…
It is CRITICAL that you monitor the status of your
Expense Reports !
1.Log on to SAP
2.Click on Pending Exp Reports tab
3.Change View to Standard View
4.Check the Approval Status and Processing Status
Trip Status
Trip Completed / Open
Meaning
The expense report needs to be submitted for approval
The expense report was submitted but still needs manager
Trip Completed / To Be Settled approval.
Trip Approved / To Be Settled
The expense report has manager approval, but the system has not
settled it yet. The system will usually update the status to Trip
Approved / Settled in the evening after it enters this status.
Trip On Hold / To Be Settled
The expense report has manager approval, but receipts have not
yet been received. If a few days have passed since they were
submitted, it would be fine to submit the receipts again.
Trip Completed / Canceled
Trip Approved / Settled
The expense report has been canceled for one of three reasons:
The expense report was rejected by the approver
The expense report was not approved within 24 days
The expense report was approved, but receipts were not
received within 45 days
It will not pay unless it is resubmitted and all approvals are met.
The expense report has been fully approved and is waiting to be
transferred to Accounts Payable for payment. Usually the
transfer happens in the late evening or early morning after it
enters this status.
Be sure to monitor your Buffer too !!
You should be able to reconcile all charges in your Buffer.
Tip:
If you are a frequent traveler: You should monitor your
Expense Reports and Buffer 2-3 times a week.
Other travelers: check on a weekly basis.
The expense report can only pay while in this status
Trip Status
Meaning
Trip Approved /
The expense report has posted and is ready
Transferred to FI
for payment.
Need Help?
For questions regarding T&E , call Karen Rehberg at
860-766-2348 or Kathy Zurek at 860-766-2056 or
email us at ESPN T&E Help Desk
13
T&E
Travel & Expense
Quick Tips and Tricks
JP Morgan Chase Visa – When will my credit card get paid?
JP Morgan Chase Visa - Due Dates (2011)
Month:
January
February
March
April
May
June
July
August
September
October
November
December
Cycle Begin Date
12/25/2010
1/25/2011
2/25/2011
3/25/2011
4/26/2011
5/25/2011
6/25/2011
7/26/2011
8/25/2011
9/27/2011
10/25/2011
11/26/2011
Cycle End Date
1/24/2011
2/24/2011
3/24/2011
4/25/2011
5/24/2011
6/24/2011
7/25/2011
8/24/2011
9/26/2011
10/24/2011
11/25/2011
12/26/2011
Payment Released to JP
Morgan Chase Date:
2/18/2011 **
3/21/2011 **
4/18/2011 **
5/20/2011 **
6/20/2011 **
7/19/2011 **
8/19/2011 **
9/19/2011 **
10/21/2011 **
11/18/2011 **
12/20/2011 **
1/20/2012 **
* Please reference monthly statements as dates are subject to change by JP Morgan Chase.
** Late Fees will be charged if payment not received by 58 days from this date
NOTE: Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date"
for payment to post on time to JP Morgan Chase
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
14
T&E
Travel & Expense
Quick Tips and Tricks
Expense Types: did you know this is the most common error made in creating expense reports?
Definitions for most frequently used expense types:
Air Travel-The expense of public air transportation while on company business. Also includes baggage fees.
Automobile Rental-The expense of renting vehicles while on company business. Document No: If this field is blank, input the “Virtually
There” 6-digit itinerary code assigned by Corporate Travel.
Business Meals-A meal shared by an employee and business partner(s) to discuss business matters that pertain to and benefit the
Company. A meal consumed by oneself is not considered a business meal and will not be reimbursed. The purpose of the meal is to conduct
business. In SAP T&E, the number field should be used to detail the total number of people in attendance.
Travel Meals and Snacks-The expense of a meal or snacks consumed while traveling on Company business, by one or more Company
employees, for which a business discussion was not the primary purpose. In SAP T&E, the number field should be used to detail the total
number of people dining. Employees receiving Per Diem do not expense personal meals.
Per Diem Meals/Incidentals (US Only)-The daily allowances by TWDC for employees with Per Diem travel status. IRS limits apply.
Lodging (Room & Tax Only)-The expense of lodging while on company business. Other hotel charges (e.g. room service, internet
connection, parking, etc.) can not be included in this expense type. In SAP T&E, the number field should be used to detail the number of
nights of lodging. If the Document No. field is blank, fill it with “1000”.
Mileage-When using personal, employee owned vehicle for business related travel. The amount of miles driven can be expensed. SAP
calculates the rate based on IRS guidelines. Detailed mileage log is required.
Ground Transportation-The expense of public ground transportation, including taxi, shuttle, bus or subway, while on company business.
In SAP T&E, the number field should be used to detail the number of trips (1 for a one-way trip, 2 for a round-trip fare).
Business Calls (Non-Wireless)-The expense associated with making business related telephone calls from a land line. AT&T Calling card
charges would also be expensed in this category.
Mobile Phones-The monthly expense associated with a TWDC employee cell phone or Blackberry. Only the business usage amounts may
be expensed. Documentation of itemization showing the personal vs. business usage is required.
Complete list of expense types with definitions can be found at:
Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
15
T&E
Travel & Expense
Quick Tips and Tricks
Logging into SAP to begin a T&E Expense report
How To Log On From The Disney Hub
1.Open Internet Explorer
2.Enter http://itk.corp.disney.com in the Address Field
3.Click on Disney Hub link in upper left hand corner
4.Enter your Disney Hub Username and Password in
upper right hand corner
5.You can Click on
1.
SAP WORKPLACE or
2.
PORTAL EXPRESS
These are Quick Links on right side of screen
How To Log On From Citrix Metaframe
1.Open Internet Explorer
2.Enter http://itk.corp.disney.com in the Address Field
3.Move curser over Disney SAP – upper left hand
corner
4.Click on Citrix Metaframe
5.Enter your Mainframe Username and Password
6.Select NENA from Domain drop down menu
7.Click on Log In
8.Select SAP Work Place 710 CorpOH
Next step, you will need to log on to Disney Hub
9.Enter your Disney Hub Username and Password
Front End Screen of SAP
To Begin an Expense Report:
1)Click on →Employee (ESS) – US (this will drop
down a menu)
2)Click on Travel and Expense
3)Click on Update and Submit Expense Report
4)You are now ready to begin your Expense Report
Remember: Business trip expense reports should be
completed within 7 days following your return
Also, if you have the SAP icon on your desktop or in
your taskbar, you can get into SAP there.
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
16
T&E
Travel & Expense
Quick Tips and Tricks
Do you need a cash advance?
Hint: Make sure you are set up for Direct Deposit in T&E…
Cash Advances will be direct deposited into your bank account.
(Refer to Direct Deposit Slide #8)
After logging into SAP T&E, you will need to create a New Travel Request
•
•
•
•
•
After completing the trip data information, select Cash Advance as your activity.
Click on Enter Advances
Enter $ Amount you need for your advance.
DO NOT CLICK ON THE CASH BOX LOCATED ON THIS LINE.
Clicking on this box will stop the payment of your cash advance
x
• Instructions for creating a Travel Request/Cash Advance can be found on the HUB
Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides
• Upon completion, your Travel Request will be assign a Trip Number.
• To settle this Cash Advance, you will need to create an expense report using this Trip Number.
• All of the information from the Travel Request will be imported into the Expense Report
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
17
T&E
Travel & Expense
Quick Tips and Tricks
Credit Card Buffer…
What is a “BUFFER”?
The Credit Card Buffer is the repository in SAP of
all expenses and credits posted to your
JPMorgan Chase Corporate Visa card.
Understanding your “BUFFER”
All your Corporate credit card receipts (and
credits too) will be in your ‘buffer’ (Credit Card
Imports).
If you would like to display your buffer without
opening an expense report, select the Credit
Card Imports tab (in SAP).
JPMorgan Chase updates these expense items
on a nightly basis
Policy states: The credit card buffer within the T&E
system includes all merchant charges and credits and
facilitates the completion of expense reports by allowing
you to select items from the buffer without having to rekey the information. Another time saver is that most
buffer items related to domestic travel can be submitted
on an expense report without requiring a receipt.
Using the buffer items to populate your expense reports
along with timely filing of expense reports also enables you
to reconcile your monthly corporate credit card statement
more easily, avoiding the possibility of late charges that
are not reimbursable by the company.
Tips regarding your “BUFFER”:
1.You MUST pull your credit card receipts from your buffer when
filling out your expense report.
2.Credits applied to your corporate credit card MUST be expensed
also. If your credit is for an expense report already processed, that
expense report must be re-opened and the credit applied to that
expense report.
3.NEVER, NEVER attempt to delete a credit (or any other charges)
from your “BUFFER”
4.Wait for your credit card receipts to hit your buffer. Do not
create/complete your expense report until your credit card receipts
are in your buffer.
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
18
T&E
Travel & Expense
Quick Tips and Tricks
Itemization: Hotel Receipts
Itemization Tool in SAP
Hotel Folios must be itemized to separate
and submit expenses individually as follows:
Lodging (room and applicable tax)
Parking
Meals (business and personal)
Business Calls
Laundry
Modem/ISDN/Fax Machine
Business Meals
Tips (bellman and housekeeping)
Production Location (hotel’s business office
services)
Personal items
 (DO NOT PAY option)
In addition:
 Mobile Phone
 Business Meal
 General Business Entertainment
 Miscellaneous
Reminder:
•When expensing Lodging, you MUST fill in the NUMBER field with the
number of nights spent at the hotel.
•If the Document No. field is blank, fill it with “1000”
•Provider Code = Hotel name. If not listed, select “Other”
•Country/Region: Must fill this field with the information based on
where your trip is located.
Itemization tool allows you to deduct non-room and tax type expenses from
your hotel receipt that you imported from your credit card buffer. The
calculations are done automatically in SAP. Complete instructions on how to
use this tool can be found at:
Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides
Need Help?
TIP: Receipts are always required for Lodging expenses (i.e., hotel folio).
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
19
T&E
Travel & Expense
Quick Tips and Tricks
Meals: Business, Travel (Per Diem on slide 21)
 A Business Meal is a meal with other Company employees and/or third parties at which business is
discussed. There must be a 3rd party attendee to qualify as a Business Meal.
 Company will reimburse employees for the reasonable and customary cost of business meals.
 Per IRS guidelines, Travel Meals and Snacks are meals consumed by one or more Company employees who
are traveling on Company business with an overnight stay. Again, reasonable and customary cost only.
 Payment Protocol: The highest-ranking employee in attendance must pay (and expense) for the meal.
Don’t forget: When expensing a Business Meal, the following
fields MUST be populated:
1.Number field. This field represents total number of people
attending this meal, including yourself.
2.Description: Description of Business Meal.
3.Location - Country/Region: Where did Business Meal take
place. It is critical that the Country/Region field be completed
correctly. If incorrect, reimbursement could be subjected to
federal and state income taxes.
4.Business Purpose: Business purpose of meal
5.Participants: Names of all attendees (including 3rd party
attendees).
Travel Meal and Snacks only requires the Number Field to
be populated. This number represents the number of
people in attendance.
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
20
T&E
Travel & Expense
Quick Tips and Tricks
Per Diem.. What is that??
Definition of Per Diem:
Per Diem is the reimbursement for meals and
incidentals (breakfast, lunch, dinner, snacks and
tips) at a flat daily rate. This eliminates the need
for the employee to maintain receipts for these
types of expenses. The actual costs for the meals
and incidentals are not reimbursed, only the flat
rate.
To qualify for Per Diem reimbursement, it
requires overnight travel.
The United States General Service
Administration (GSA) sets the Per Diem rates.
For U.S., Canada and Mexico, current Per Diem
daily rate is $48 per day. This equates to:
•
$27 for dinner
•
$13 for lunch
•
$8 for breakfast
IRS Guidelines states that on travel days (both
departure and return), depending on time of
travel, the Per Diem must be prorated and
reimbursed at 75%. Example: if you are traveling
in the afternoon, you are not entitled to a full day
of Per Diem.
 75% of the daily Per Diem rate $48 =
$36.
When requesting Per Diem reimbursements, it is critical that
the Country/Region fields be completed correctly.
(General Data screen and Receipts screen)
If incorrect, reimbursement could be subjected to federal
and state income taxes.
Don’t forget…Enter the number of days you are claiming Per
Diem in the Number Field. You must fill in the description
field for number of days @ Per Diem rate.
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
21
T&E
Travel & Expense
Quick Tips and Tricks
Ground Transportation Rules…
Ground transportation is to be used to/from airports for business travel. Also includes taxi, shuttle, bus or subway. All
charges for rentals and shuttle services should be billed to the employee’s Corporate Card and submitted for
reimbursement on a SAP T&E expense report. The Company will not reimburse an employee for the rental of Global
Positioning System (GPS) devices or services.
Don’t forget: When expensing Ground Transportation, you MUST populate
the Number field. The NUMBER used for Ground Transportation is the number
of ONE-WAY trips for this expense. Also, be sure to document how many
ONE-WAY trips you are expensing and at what cost (in the description field).
Reminder, Train Transportation
has it’s own expense type.
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
22
T&E
Travel & Expense
Quick Tips and Tricks
When do I use the DO NOT PAY Expense Type?
• T&E Corporate Policy clearly states that Corporate Credit Cards are
NOT to be used for personal reasons.
• The only time personal expenses may be charged to the Corporate
Card is when traveling on company business.
• Personal expenses, such as in-room movies and health club or spa
charges which appear on the hotel folio, may be charged to the
Corporate Card.
• Using the Itemization tool in the T&E module, you can remove the
personal expenses from your lodging receipt by selecting DO NOT
PAY expense type.
• Using the Itemization tool will allow these charges to be segregated
from JPMorgan Chase and the employee will be responsible for
payment.
• If the Corporate Credit Card is used by mistake for personal
expenses, the receipt will appear in your Credit Card Buffer and you
will need to remove by using the DO NOT PAY expense type.
JPMorgan Chase will not pay and the employee will be responsible
for payment. Never, Never attempt to delete charges from your
Credit Card Buffer.
Itemization tool and DO NOT PAY: Complete instructions on how to use these
tools can be found at:
Disney Hub→ ESPN Tab→ SAP HELP→ T&E → How to Guides
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
23
T&E
Travel & Expense
Quick Tips and Tricks
Printing / Reprinting Bar Code Sheet
1)
2)
3)
4)
Click on Expense Report Submission Sheet
Enter Trip # and Click on Show Coversheet
Print Travel Expense Coversheet
If there are items showing on left side, you must submit
receipts
5) Fax this cover sheet and receipts to 866-246-1321
6) If no items are showing on left side, you DO NOT have to fax
anything to Disney.
Tip: When submitting international expense reports, you must
mail using T&E INTEROFFICE ENVELOPES. DO NOT FAX !
Need Help?
For questions regarding T&E , call Karen Rehberg at 860766-2348 or Kathy Zurek at 860-766-2056 or email us at
ESPN T&E Help Desk
24
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