Ethical/Legal Environment of Business Formulating a Policy to Mitigate Corporate Liability Quan Le Regis University Sep 2017 Author notes Quan Le, student at College of Business Correspondence concerning this paper should be addressed to Quan Le, 2640 W Jewell Ave, Denver 80219. Contact: qleduclong@regis.edu, Phone number: (303) 620 6298 Formulating a Policy to Mitigate Corporate Liability Travel Policy Memo Purpose This memorandum defines the specific policy that must be followed when traveling for the business-related purposes Scope This corporate policy applies to all employees of our company Policy Travel management: 1. All trips on behalf of the Company including: air, car rentals and hotels should be booked through the company's …show more content…
Travel agencies are guided by this travel policy. Based on the needs of the traveler, it will find the lowest airfares available on the required itinerary. When possible to make a substantial savings, alternatives to the review will be provided. The visitors will decide whether the alternatives are acceptable or unacceptable. If the employee denied the lowest airfare, the lost savings would be reflected on the traveler's journey by the travel agency. Expense Reports In order to be refunded, all authorized business trips must be recorded on the company's expense statement. Cost statements must be approved by the director or deputy director, and send weekly or every completed trip. Reports submitted in excess of 45 days of expenditure will not be refunded. In case of delay in submitting the expense report, the employee is fully responsible for paying the costs. In addition, employees should always make and keep a copy of the submitted expense report. Refunds for equipment or activities requiring receipts are only made when the receipt is included in the cost statement. The receipt must be original and must include sufficient information to verify the amount, date, time, location and importance of the expenditure. Credit card receipts are not used for authentication except for restaurant …show more content…
The following is a partial list of items considered non-refundable: Penalties for traffic violations when travelling for business purposes, damage to employees' vehicles, loss of personal property or cash, personal credit card costs, life insurance in the process of travel, buying supplies, personal belongings, spending on services other than the purpose of the trip, … Airline travel Company policy is to use the lowest possible price. When choosing fares, employees must choose the fare at the lowest price or lower than the lowest price offered by the travel agent. Rental Vehicle Transportation depends on the location, time and nature of the trip, staff select the convenient means, suitable with the most reasonable cost, car rental reservations must be made through the travel Lodging All hotel reservations must be made by the travel agent of the company. If the employee needs to change or cancel the reservation, that employee is responsible for canceling the reservation within a reasonable time to avoid the costs incurred by notifying the travel agent, or by calling the hotel