The designated online booking tool or designated travel agency must be used to book hotels. Specific hotel accommodations are designated for major cities where we normally conduct business, and travelers are required to use these properties. When designated hotels are not available or are extremely inconvenient, the traveler should obtain approval from management so that hotels of a similar price and level can be used.
Reservations
All rooms must be booked using the designated online booking tool or travel agency available via the NBCUniversal Travel website http://travel.nbcuni.com to ensure use of all available discounts. For employees attending seminars, conferences or related meetings where a specific hotel has been contracted for the conference, the hotel reservations may be made through the sponsoring organization provided that this rate is lower than the corporate rate.
As a reminder, a copy of the hotel “folio”, including a record of charges, is the required receipt for hotel accommodations. Scanned/faxed images are required for all travel within the U.S. Originals are required for hotels in certain countries outside the U.S. for VAT reclaim.
Booking Room Rates
Accommodations should be for a standard room only. Generally, upgrades to suites, concierge or executive floors are not permitted unless charged at the standard room rate. The rates for hotel reservations should be set when booking a reservation and should be confirmed at the time of check-in. Where the Citibank Visa Corporate Card has been issued, all hotel expenses must be charged to the Card.
Room Guarantees
Rooms should be guaranteed to the employee’s individual Citibank Visa Corporate Card (where issued). Employees are responsible for canceling rooms if plans change. Hotel “no show” charges are not reimbursable, except upon the approval of employee’s manager.
Personal Meals - Per Diem
Each NBCUniversal business may authorize “Per Diem” reimbursement at its own discretion. If not determined by Union Contracts, reimbursement rates should be at or below established government limits. Businesses are responsible for determining and ensuring compliance with all relevant payroll or other tax reporting caused by payment of Per Diems.
Meals for Two or More Employees
When two or more employees travel together, each should report only his or her meals. When it is not practical to do so, however, the more senior employee should cover the business meal expense. The business meal must be reported as “Meals Multiple Attendees”.
In addition, employees with titles at or above Senior Vice President may, on occasion, take personnel out for a business meal. These meals may or may not occur while employees are traveling. The cost of the meal should remain as reasonable as possible. The business meal must be reported as “Meals Multiple Attendees” by the person with the title at or above Senior Vice President.