Procter & Gamble Western Europe
Candidate Travel & Expense Policy
Dear Candidate!
Welcome to the P&G Western Europe (WE) Candidate Travel & Expense Policy. This
simplified, searchable document has been designed to prepare your travel in regards
of meeting us for a day visit or seminar at one of P&G’s offices in Western Europe.
On the next pages you will find answers and info on the regulations that P&G in
Western Europe has decided to set regarding candidate travel including different travel
topics like e.g. air and ground transportation, meals and beverages as well as
expensing the costs.
1) Purpose
The intent of the WE candidate Travel & Expense Policy is to ensure that all candidate
travel (and its reimbursement) is handled consistently across Western Europe and is
conducted in a way that…
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simplifies the travel process via clear, consistent and easy-to-use policies and
procedures;
ensures fair and equitable treatment of candidates by defining procedures for
authorized business travel and guidelines for expense reimbursement
meets candidate expectations across Western Europe
meets legal and control requirements.
2) Target Group
This policy covers all candidate travel in conjunction with full-time, temp and intern
applications as well as for P&G seminars and apprentices’ positions in Western Europe
(all functions).
3) Overview
All reasonable expenses arising directly from your travel to participate in the Recruiting
process at one of our Western European offices will be paid by P&G. These will
typically include air and/or ground travel as well as hotel accommodation if applicable.
A critical balance must be sought between the company's need for cost effectiveness
and the candidate’s need for quality services and support. Candidate travel should be
via the lowest cost alternative, consistent with good business practices. Neither luxury,
nor sub-standard modes of transportation and accommodations should be used.
We will only reimburse for actual, reasonable expenses in connection with the defined
requirements - any expense submitted which does not comply with the guidelines of
this document will not be reimbursed. All exceptions to the policy content below needs
approval by the WE Talent Supply Recruiting Team (please see contact details below).
All travel cost that sum up beyond EUR 200,00 (equivalent CHF 250,00, GBP150,00)
need upfront approval by P&G. In case your travel (transport/hotel) will approximately
lead to costs > EUR 200,00 (equivalent CHF 250,00, GBP 150,00) please do contact
the WE Talent Supply Recruiting Team (SCOE) before making the actual booking.
Since early booking can yield significant savings, you are asked to book a ticket as
soon as you can confirm the date of the day visit/seminar whenever possible.
4) Travel options
Section 1: Air Transportation
This Policy is designed to help you make travel choices that keep your comfort and safety in
mind and ensure the best pricing – all while keeping things simple.
We will reimburse economy class tickets on European travel, for domestic travel please note
that the preferred travel option should be by train or intercity bus (2nd class).
The lowest logical airfare that is available and meets company and individual requirements
should be booked regardless of carrier.
If you hold a membership card that allows earning miles when flying with certain airlines you
may use this card also on flights reimbursed by P&G – however you should not choose airlines
based on membership cards you hold but only based on airfare and time requirements.
Exception:
In rare cases, plane tickets can be cheaper than train/intercity bus tickets. If you encounter that
this is the case, you may book a plane also for domestic transportation. Please do print the both
quotes for train/intercity bus and plane and attach it to your reimbursement form for approval
reasons (needs to be from the same date than booking the flight).
Section 2: Ground Transportation
For domestic travel, preferred travel option in general is ground transportation ideally by train.
However, depending on km to travel, there are different travel options to consider.
Train
Train should be the standard option to consider when travelling domestic. The company
reimburses the cost of 2nd class travel to/from the nearest possible train station to the P&G
office where you are invited to.
Public transportation
Depending on km to go to the P&G office, public transportation may be a better option than train
or car. P&G will reimburse actual costs in public transportation including bus and subway
tickets.
Taxi
Taxi fees directly associated with your air/ground transportation (i.e. to/from train stations,
airports) are reimbursable. We will not reimburse any taxi fees if you choose taxi as the
standard ground transportation (i.e. instead of bus/train). Please review the best way to come to
the designated P&G office in the country specific “how to reach us” leaflet attached to your
invitation documents.
Car rental
The Company will not reimburse cost for a rental car, car insurance, gas, oil, etc.
Use of Personal Car
We want you to travel as relaxed as possible therefore we recommend using rail travel
whenever possible. In some countries however, you should expense the actual kilometers
travelled with your car if this is less than the cost of public transportation (expansible cost per
km: overall EUR countries EUR 0,15 / GBP 0,12 / CHF 0,60 / SEK 3,46 / NOK 3,65 / DKK 3,67 /
Finland EUR 0,46 ). If the total kilometer charge would be higher, you can expense the cost of
2nd class train fare (excluding local transport, e.g. taxi to and from airport). On the “candidate
reimbursement form” please note that the trip was made in a private automobile but that the
cost of public transportation will be expensed.
Section 3: Hotels
This policy is also designed to maximize your comfort and safety. When it comes to booking
your accommodations, you may follow these guidelines:
As a general rule, as we have quite a lot of P&G offices in WE countries, we expect that most
candidates will have a ONE day visit to conduct test and interviews or a ONE day seminar
meaning that candidates arrive in the morning and leave early enough to return back home not
too late in the evening. However there are certain circumstances when we will reimburse hotel
accommodation – i.e. if your day visit/seminar starts too early to be able to start traveling from
home at a reasonable time (same vice versa) – or if the company exceptionally does not
manage to conduct the day visit/seminar in one day.
This means that if your travel to the designated P&G office takes more than 4 hours (one way)
you can either travel by plane (assuming that this will save time) or you will be offered a hotel
accommodation.
You are asked to book a hotel in the medium price range available (< EUR 100/ GBP 80 / CHF
150 per night). Attached you find a list with preferred hotels by country that you may want to
consider.
Mini-bar, laundry, movies, telephone or internet charges, toiletries, magazines, newspapers,
stationery, etc. are not reimbursed.
Section 4: Meals & Beverages
Meals and beverages in conjunction with the candidate traveling to/from the P&G office will in
general not be reimbursed by the company. The only exception is breakfast that is included in a
hotel arrangement. During your day visit/seminar we will take care of the catering in-house.
Section 5: Miscellaneous Travel Expenses
Parking fees as well as toll roads and congestion charges are reimbursable if directly related to
your travel to us. Costs for mail, internet and telephone as well as passport and visa fees
required for candidate travel and other small incidentals are not reimbursable.
Section 6: Tips/Gratuities
You may expense tips and gratuities directly linked to your travel in line with local customs.
5) Expenses
All expenses need to be reported accurately, with appropriate documentation (voucher/receipts)
and in a timely fashion to be reimbursed. The candidate will receive a “candidate reimbursement
form” that needs to be filled in with all personal data as well as the expenses details that the
candidate wants to be reimbursed for.
Expense reports should be filed within 5 working days of returning from the day visit/seminar.
You should expect to receive reimbursement within 3-4 weeks latest after submission. The
receipt are to be sent to the person in CMC indicated in your invitation
Below you may find a helpful at-a-glance chart showing the reimbursable versus nonreimbursable expenses again.
Expenses at a glance -Reimbursable and Non-reimbursable Expenses
Reimbursable Expenses
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Airfare (including penalty fees associated
with re-issuing a ticket for company initiated
reasons)
Train ticket 2nd class
Intercity Bus ticket 2nd class
Public Transportation / taxi
Private car mileage if km costs < 2nd class
train ticket
Hotel room incl. breakfast and taxes if
applicable
Parking fees / toll route & congestion
charges
Tips/gratuities that are directly travel
related
Non-reimbursable Expenses
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1st class tickets if not approved by P&G
Rental cars
Private car mileage if km costs > 2nd class
train ticket (then 2nd class train is
reimbursed)
Meals and beverages
Telephone calls / email fees
Costs for internet / WIFI usage
Mini-bar items
Air flight insurance and other travel
insurance
Toiletries, magazines, newspapers,
stationery, books, medicine, etc.
Currency conversion fees
Passport/visas for business travel
6) Failure to Comply
Please note that any failure to comply with this policy in any part will result in deductions of
the reimbursement payment, i.e. we will only reimburse expenses that are actual and in line
with this policy. Any exception needs to be approved upfront by the WE Talent Supply
Recruiting team (please see contact details below).
Please make sure to present any question you may have upfront of your travel whenever
possible. With this document, we also provide a frequency asked questions (FAQ) leaflet
that will hopefully answer the most common matters; in case of further questions, please do
contact the team as per below info.
7) Contact Info
In case of uncertainty, questions or general feedback, below you may find the contact info of
the WE Talent Supply Recruiting team
CMC Italy
Email: Wecareers.im@pg.com
Toll-free number: 0080098989898
We are looking forward to welcoming you soon - have a save trip!
P&G WE Talent Supply Recruiting
Prepared by wulf.c
Approved by hofman.g
Release date xxxx
Effect date May 1st, 2011