Board Members Travel Policy for Magna International- myassignmenthelp

Question: Discuss about theBoard Members Travel Policy for Magna International. Answer: This travel policy clarifies the established guidelines and procedures fortravelers who incur business travels and the allowable expenses on behalf of the company. Thispolicy concerns an international business tour of seven board of directors to the United States in 24 days. The reservations of the trip will be made through the Travel and Transport by the Magna International travel agent who is responsible for travel bookings at the company. Board members ought to comply with this travel policy if in any case reimbursement has to be done. Magna International project managers and supervisors have the responsibility of approving this policy and have the obligation of authorizing the travel and reviewing the expense invoices for compliance. Generic policies and guidelines for submission Every traveling individual is expected to fill the travel policy within 30 of the conclusion of the travel and submit it to the accounting department. The accounting department is responsible for approving the travel expenses for the travelers. Receipts are needed for all costs for the site visitors. While travelers ought to travel in economy class service unless otherwise, they are free to redeem their frequent flyer miles to upgrade to first class at their convenience(Kragita, 2016). However, it is illegal to travel on a flight that has a higher fare in the zeal to receive more frequent flyer. Every traveler will be entitled to a daily expenditure of $200 which is inclusive of breakfast, lunch, dinner. Food and beverage policy Snacks and beverages will not be reimbursed. Board members will be reimbursed for personal meals according to the actual cost of the meals. Air travel policies All air travels must lie under the economy class of service unless stated otherwise by the transport and travel manager. The board members are required to use the most economical and lowest logical air force available(Kauppi, 2015).Travelers will only be required to use the Business class only when the Economy class is completely sold out and in cases where there are no alternative flights that are available. Long haul flights are encouraged. Board members will be required to use the lowest nonstop airfares that are available at the time of flight unless advised otherwise by the travel and Transport counselor. Timely booking is encouraged to allow time for ticket billing into the accounts. Hotel policies Unless stated otherwise, a standard non-smoking room is automatically reserved for the travelers. The board members are advised to use negotiated or preferred rates whenever possible. For reasonable and actual hotel room costs, board members will be reimbursed. Depending on services required and received, hotel tips are reimbursable, however, confined to reasonable limits. Car rental policies Board members should opt for renting cars when driving is more cost and time effective as opposed to airline travel. The board members should rent vehicles in the category compact, midsize/intermediates. Before picking any rental car, the board members should inspect it and report any damage before accepting it. Board members should not accept a car until they prove that there are no damages and that the vehicle is in good working condition (Mazuu, 2016) and(Gustafson, 2014). They should also check whether the rental car agent has last-minute specials, promotional rates or free upgrades. Board members should give much priority to cars from agents who have offers or free updates. Other policy: Use of hotel telephone Board members will get a reimbursement of any Magna International related calls madefrom their hotel accommodation. Board members must avoid making calls that will have an added surcharge. Board members should find out both the local and the long distance rates. Information regarding added taxes to phone calls can be found in the hotel information that is usually located in the room(Richardson, 2015). To prevent additional charges on telephone calls, board members should, Use 1-700 for business calls where possible Use phone from local company offices where possible Use a cell phone, calling card or public phone where possible Distribution statement The accounting department has the responsibility of ensuring that the policies available to all the travelers, newly acquired employees, travel arrangers; account payable staff, andany other relevant persons. Travel arrangers will hold meetings with travelers before the actual traveling to ensure that the travelers are equipped with adequate knowledge on the use of the policy(Houston, 2016). Contact details will be given for further inquiries to enable the travelers to have enough understanding of the policy. Travelers must attend the planned training services to ensure that they are conversant with the travel policy. Not attending training meetings will be considered a breach of this policy. References Gustafson, P. (2014). Business travel from the travellers perspective. Stress, stimulation and normalization. Mobilities , 67 (4), 57-67. Houston, D. (2016). Fare's fair? Concessionary travel policy and social justice. Journal of Poverty and Social Justice , 34 (17), 54-60. Kauppi, K. (2015). Ensuring corporate travel compliance e Control vs. commitment strategies. Corporate Policy , 6 (34), 45-50. Kragita, S. (2016). Evaluating Business People on matrix. The Preference Experiment for Intercity Long Distance Coach Travel , 50 (7), 56-70. Mazuu, S. (2016). Getting Business People on the Coach. A Stated Preference Experiment for Intercity Long Distance Coach Travel , 45 (3), 47-55. Richardson, E. (2015). Zika Travel Policies May Reduce Women's Leadership in Global Health. Global Health: Science and Practice , 7 (45), 34-40.