T&E Policy FAQs

The NBCU employee is to use good judgment as NBCU business travelers. Employees shall conduct Company business with integrity and good judgment and shall exclude considerations of personal advantage when traveling or entertaining on behalf of the Company. Expenses shall always be reasonable and kept to the minimum amount necessary to perform authorized Company business. Employees are expected to comply with this Policy at all times and report all expenses promptly and accurately with the required documentation.

NBCU will suspend the corporate card and T&E privileges if expenses are not reported timely. Once a travelers’ expenses are not submitted within 60 days, the corporate card privileges will be suspended and not re-instated until all expenses are reported.

In addition, all cash reimbursements will be held until the corporate card balance is brought current. A corporate card balance aged greater than 120 days, could be considered compensation to the employee and the employee may be taxed on the outstanding amount.

If you have any questions or need support, contact the Travel.Admin@nbcuni.com.

Q: Who owns the Travel and Expense Policy?
A: The travel and expense policy is managed by the office of the CFO. For questions regarding the Travel and Expense policy, please email travel.admin@nbcuni.com.

Q: What is the manager’s responsibility regarding approving expenses?
A: It is the responsibility of managers to review and approve their employees’ expenses. Managers should promptly review and approve, or question and reject, any submitted expense that is not in accordance with the policy and/or is excessive.

Q: What is the employee’s responsibility regarding expenses?
A: As an employee, it is your responsibility to conduct NBCUniversal business with integrity and good judgment and to exclude considerations of personal advantages when traveling or entertaining on behalf of the company. Expenses should always be reasonable and kept to the minimum amount necessary to perform authorized NBCUniversal business.

Q: What type of expenses will NBCUniversal reimburse?
A: NBCUniversal will reimburse employees for reasonable and actual expenses incurred while engaged in authorized NBCUniversal business. Employees will be reimbursed for actual expenses allowable according to the parameters of the policy.

Q: Are there examples of types of expenses that the company will not reimburse?
A: Daily beverages (i.e. coffee), newspapers, hotel phone calls, home internet, and membership clubs, are examples of expenses that the company will not reimburse. If you have questions regarding the expense type and whether it can be reimbursed, please e-mail travel.admin@nbcuni.com.

Q: Can we expense a gift purchased for retirement?
A: A retirement gift needs to be authorized by Human Resources. Please partner with HR on the purchase of any retirement gift.

Q: Will the company reimburse airline club or social memberships?
A: No, airline club and/or social memberships will not be reimbursed by NBCUniversal.

Q: Will I be able to submit laundry expenses for reimbursement?
A: Certain laundry expenses are eligible for reimbursement. As a guideline, you will have a $15.00 allowance for pressing for two nights and a $30.00 allowance for laundry for four nights.

Q: Can I purchase a gift for an individual I am staying with in lieu of a hotel stay?
A: Employees are not permitted to reimburse a gift purchased for an individual who houses them while they are traveling for business.

Q: Are employee gifts eligible for reimbursement?
A: Employee gifts are not eligible for reimbursement except under the following circumstances: A department or division can arrange for one departmental gift for special employee life events (birth, death and serious illness). The departmental gift is reimbursable up to $150.00.

Q: Can I submit home phone or personal cell phone charges for reimbursement?
A: You may be reimbursed for work related calls on your home phone or personal cell phone if you do not have a company issued cell/blackberry. In this circumstance, please provide the detailed phone bill with the charges highlighted and indicate the business purpose. Any existing local policy or practice will be honored to January 1, 2013.

Q: Will NBCUniversal reimburse my cell phone charges when traveling internationally?
A: Prior to traveling internationally, you will need to connect with telecom to turn on the international coverage plan. If you do not turn on the international coverage plan, the company will not reimburse you.

Q: If I’m traveling and do not have a cell phone/blackberry, how do I call the office?
A: Dial 855.876.6228 to speak with an NBCUniversal operator who will connect you to the office.

Q: I often log in from home to check email or log onto the NBCU network. May I expense my home internet bill?
A: Home internet charges are not reimbursable. The only approved reimbursable home internet charge will be for employees who do not work within an NBCUniversal facility.

Q: Will we be able to stay in the same hotels as we have in the past?
A: NBCU has an extensive list of preferred hotels listed in Concur travel. You must use the hotels that are available through Concur (except in the case of production needs).

Q: How do I book hotel travel?
A: Hotel travel must be booked through the Concur travel site.

Q: Is there a preferred rental car service that should be used?
A: Yes, Hertz is the preferred provider.

Q: When should car service be used for travel?
A: Car service should be used where commonly accepted as an alternate mode of transportation.

Q: Should car service be used during regular work schedules?
A: Car service should only be used after working a 10 hour shift and past 9 PM (NYC-working late) and/or with prior approval from the manager.

Q: How do I book my travel arrangements?
A: You should book all travel arrangements through the Concur Travel site.

Q: When I use Concur online to book travel, it suggests connecting flights ahead of direct flights. Do I have to accept this option?
A: We encourage you to use your discretion when making travel arrangements, taking time into consideration. You should choose an option which is reasonable.

Q: If I am able to find a cheaper fare for a flight by using Orbitz, Expedia, or an airline website, can I book my travel that way as opposed to using Concur or BCD Travel? It will save the company money.
A: No. All travel arrangements must be made through Concur/BCD Travel. For security purposes, NBCU must know where all of our employees and contractors are located in case of an emergency.

Q: There are several pre-clearance programs for security screening now available. Will the company reimburse the enrollment fee?
A: NBCU will reimburse your cost for ONE program (your choice) if you are a frequent traveler (six or more flights during a rolling 12 months). If your current/future assignment will require extensive travel, you may request reimbursement if your manager approves. Once approved, your manager must send an email to travel.admin@nbcuni.com.

Q: What information is needed in my Concur Travel Profile?
A: If your Concur Travel Profile is not up to date with your personal information including (gender/date of birth/passport details) it is required you do so as a new security protocol process will monitor travel approvals for employees traveling to high-risk countries.

Q: How is the flight class policy changing?
A: We are enforcing eligibility requirements for first class, business class unrestricted, business class, and coach flight classes across the company which will go into effect on December 1, 2012 for domestic and January 1, 2013 for International.

Q: Why has the flight class policy changed?
A: As part of the overall review of the T&E practices and policies, we were able to review the usage of first class and business class flights across the company. We determined there was an opportunity to tighten up practices that were largely ungoverned and enforce the individual flight class status of our employees.

Q: Was the revising of the flight class policy a cost-cutting exercise?
A: The revision of the policy was not a cost-cutting exercise, but we do believe this effort has allowed us to re-establish guidelines consistent with the industry. Since flight costs have significantly increased in recent years, this revision will curtail expenses for excessive first class travel

Q: Is there an opportunity to upgrade to First Class if I am not currently eligible?
A: First Class travel is not permitted unless:

  • The traveler is upgraded at no cost to NBCUniversal; or
  • The traveler has advanced approval from their manager, the business CFO and the CFO of NBCUniversal.

Q: What is the mode of air travel?
A: Coach is the cabin which should be used for domestic air travel, unless you have been otherwise provided with another class and/or have manager, business CFO and NBCU CFO approval for another class.

Q: If I take a connecting flight which increases total travel time, do I qualify for an upgrade?
A: Taking a connecting flight to increase travel time will not allow you to qualify for an upgrade and is strictly prohibited.

Q: If I travel with an executive who travels at a higher class than I do, am I entitled to an upgrade?
A: You will always be required to fly in the flight class you are designated in, regardless of your travel partner.

Q: I am a VP, what class level will VP fly in?
A: Similar to the previous policy, all VPs and below are designated to fly in coach class unless otherwise approved by the manager, the business CFO and the CFO of NBCUniversal.

Q: If the flight only offers coach and first class but I am entitled to “business” class, am I allowed to upgrade?
A: If it is a “two cabin” plane and you are entitled to business class, you can upgrade one level from coach which may be labeled as “first” by the airline.

Q: Will there be special exceptions for flight class status?
A: There will be exceptions for flight class status with talent and previously negotiated contracts, as well as unique business situations in which we’ve made exceptions to the policy. Special exceptions for one-off travel trips will be followed up by your manager’s approval, the CFO of the business’ approval and by the CFO of NBCUniversal for final approval.

Q: If I am required to accompany talent may I be upgraded?
A: Perhaps, but you need to obtain prior written approval from your manager, your business CFO and NBCUniversal’s CFO.

Q: Going forward, will exceptions made for flight class be part of the negotiated employee contract?
A: No, going forward there will be no considerations for flight privileges to be part of the negotiated employee contract.

Q: What is going to happen to employment agreements that are currently in existence that contain travel provisions?
A: NBCUniversal will continue to honor these provisions throughout the life of the contract.

Q: Will the plan be reviewed to ensure that it is working most efficiently for NBCUniversal?
A: Yes, we will review the plan at its 90 and 180 day mark, with a focus on costs, exception requests, and feedback from the travel group as well as the business. Any concerns will be carefully reviewed.

Q: If a flight is over six hours, am I entitled to upgrade from coach to business?
A: Upgrades are only allowed with the prior written approval from your manager, the business CFO and approval from NBCUniversal’s CFO.

Q: I have to take an overnight flight (e.g. LA to NYC or NYC to London). Can I be upgraded to business class so that I arrive alert for a business meeting?
A: It is highly recommended that you avoid overnight flights if that is an issue. If an upgrade is deemed appropriate, prior written approval is needed from your manager, the business CFO and approval from NBCUniversal’s CFO.

Q: Does this policy apply to international travel?
A: Yes, this policy applies to all businesses both domestic and international.

Q: Can I use personal miles to upgrade?
A: Yes. However, you will need to call BCD Travel at 855.844.6228 to book your reservation.

Q: Is Amtrak first class permissible if I am allowed to fly first class for air?
A: As a policy, no one is able to book first class on Amtrak. Exceptions to this policy need to obtain approval from the manager, the business CFO and the NBCUniversal CFO.

Q: Is the Acela an accepted mode of transportation when traveling for business?
A: Everyone is encouraged to take the Amtrak regional train which is significantly less expensive. However, Acela is permitted when required to meet business needs.