In those locations where Concur is the required travel booking system, all NBCUniversal employees who travel should have a Traveler Profile on file with Concur. The Concur system can be reached from the NBCUniversal Travel website: http://travel.nbcuni.com or directly to www.concursolutions.com.

The travel profile contains all the relevant information and personal preferences needed to process a reservation in an accurate and expeditious manner.

Employees are automatically covered by NBCUniversal’s Accidental Death and Dismemberment insurance at no cost while traveling on Company business. Additional travel insurance is regarded as a personal expenditure for which reimbursement will not be made.

The destination and purpose of each ride must be indicated on the expense report. As a guideline, the lowest cost method of transportation should be selected. The company has negotiated rates and insurance requirements with certain car service providers. Please visit the NBCUniversal Travel website http://travel.nbcuni.com for a list of vendors and requirements for usage. When traveling, only the Corporate T&E Visa card (pcard is for production travel only) should be used. Anyone without a Corporate Visa Card may use a personal credit card and submit an expense report for reimbursement.

Approved car service, taxis or Uber/Lyft are allowed for trips from work in Manhattan to home in NYC (includes boroughs) between 9pm and 6am – if the employee has worked more than 10 hours in the day.

Uber is allowed when it is most economical. Employees may only use Uber Pool and UberX. UberBlack, UberXL and UberSUV are not in policy and should only be used in emergency scenarios.

Lyft is allowed when it is most economical. Employees may only use Line (ride sharing) and Lyft. Lux, and Lux SUV are not in policy and should only be used in emergency scenarios.

The NBCU black car services as described on the NBCU travel website should be used. Uber/Lyft should not be used for the airport due its variable pricing vs. NBCU negotiated fixed rates (refer to website for common airport rates). In the NY Tri-State Area the “Black Car companies” can be contacted by calling 212-664-7433 (212 664- RIDE). 

Air travel should be purchased at the lowest possible price consistent with good business practice and without any significant inconvenience to the traveler. All air travel must be booked through Concur/ BCD Travel who is the required travel agent. The travel website has been configured to offer travelers the lowest possible rates. Whenever possible, employees must fly on preferred (contracted) airlines where NBCUniversal has a negotiated discount.

Employees are expected to take the lowest logical non-stop offered, unless there is a valid business reason to take an alternate flight.

Travelers may choose to select flights with stops or connections which may result in a more substantial discount providing all other low airfare policy objectives are met. Alternative airports and low cost airlines will occasionally be suggested when they fall within the parameters of the NBCUniversal lowest possible airfare policy

Unless otherwise permitted, coach class is required for all U.S. domestic flights excluding Hawaii and Alaska. There is a defined population of employees who are able to travel in another class of service. These individuals will be communicated to separately and are required to comply with the guidelines for those flight class designations. Nothing contained herein shall preclude an employee from utilizing an upgrade certificate personally obtained by the employee.

Employees who are at VP level or below with international flights greater than six hours are eligible to upgrade one-cabin. Premium economy is required when available, otherwise business class is permitted. Each business has the ability to be more restrictive and not allow the upgrade.

Charges for extra legroom, plus preferred seating and accessing wi-fi during flights are reimbursable business expenses. 

Exception Process

In the instance in which an employee wants to request a travel upgrade (outside of their designated flight class), the employee must request approval from their manager. If the manager believes there is a business reason for an upgrade, the manager must then forward the request to the Business CFO. Following the Business CFO approval it will require the approval of the NBCUniversal CFO and/or designee’s approval.

If a traveler would like to upgrade their flights with frequent travel miles or by paying the additional costs, the traveler would need to call the airline directly. The additional charges for the upgrades are non-reimbursable. 

Ticketing arrangements should be made as early as possible to take advantage of all available discounts or promotional programs, including those requiring cancellation fees. The NBCUniversal Travel website will choose the most cost-effective routing based on the lowest airfare available that satisfies the business objectives of the NBCUniversal traveler. 

Generally, non-refundable tickets will be issued.

Only in circumstances when reservations cannot be made or managed online (e.g. production related travel) should employees call the NBCUniversal Travel Center:

• US-based travelers can call +1 (855) 844-NBCU (6228)
• Numbers for other countries are available on the NBCUniversal Travel website https://travel.nbcuni.com

For unexpected or emergency changes in travel plans while on the road, please contact BCD Travel’s 855 844-6228. When traveling outside the US +1 (818) 487-0933. Please note that the Company incurs additional costs when these calls are made outside of normal business hours.

If you are traveling outside your home country and need to update your travel arrangements, you must contact your home country BCD Travel office. (e.g. the BCD office who booked your original ticket).

In order to preserve the continuity of the NBCUniversal management team, the Company limits the number of Company management personnel flying corporate, charter or commercial aircraft together. When using aircraft for travel, it is the responsibility of the most senior management member on the flight to determine in his/her good faith judgment, if the combination of the Company officials on the same aircraft poses a substantial risk to the continued operations of the Company in the event of an accident. Traveling together does not alter any employee’s flight class designation for that trip.

NBCUniversal employees are not permitted to volunteer their reservation, or make themselves eligible for any compensation relating to an airline over sale situation if such action results in additional expense to the Company or loss of any work time.

Employees are permitted to keep any frequent flyer points earned as a result of traveling on NBCUniversal business. However, any unauthorized travel, airline favoritism, circuitous routings, or other activities specifically designed to accumulate frequent flyer points is strictly prohibited. 

When tickets are unused or partially used, travelers must complete the expense report in Concur.

Unused ticket credits which can be used for future travel are being tracked by BCD Travel and Concur. You will be prompted to use the unused ticket credit when booking your next trip.

Many airlines changed their checked baggage policies and now charge for either the first or second bag checked. Baggage fees are generally reimbursable. However NBCUniversal employees are expected to minimize the occurrence of these fees and check the fewest number of bags possible. Additional checked baggage as required for business needs is also allowed, but employees should follow their business policy and applicable laws for shipping equipment, tools and/or merchandise.

Lost luggage must be reported directly to the airline at the arrival airport location by completing the airline’s required paperwork.

Citibank Visa Corporate Card provides benefits for permanently lost, damaged or stolen baggage or personal articles while checked with or carried on a common carrier, when the entire common carrier fare is charged to your Citibank corporate Visa card. The cardholder must also inform Citibank within 45 days of the date of the loss, theft, or damage. Employees may file a claim if calling stateside by calling toll free stateside (800) 586 8458. If calling from outside the U.S., call collect by dialing (804) 673-1164. 

Employees are not permitted to pilot private planes/rental aircraft or arrange chartered flights when traveling on Company business due to potential liability and insurance issues.

If chartered flights are required, please contact John Harris, EHS Production Manager, Transportation: 818-777-2945 or john.harris@nbcuni.com. 

NBCUniversal will reimburse employees only for mileage that qualifies as business mileage under the U.S. Internal Revenue Code or applicable international tax code. Mileage incurred on Company business for employees on the U.S. payroll will be reimbursed at the prevailing IRS rate which is programmed into Concur. This reimbursement is intended to cover gasoline, operating expenses, repairs/maintenance, depreciation and insurance. Commuting mileage between an employee’s home and regular business location is not reimbursable and cannot be expensed through the T&E reporting system. Mileage to airport/train station is allowed only to the extent that it is greater than his/her normal commute.

All car rentals must be booked through Concur or directly with Hertz using the NBCUniversal Corporate Code 50013 and charged to the Citibank Visa Corporate Card when the Card has been issued. Following this procedure ensures that car rental is covered by NBCUniversal’s insurance program.

When one or two employees are traveling, a midsize or intermediate (“C-intermediate”) size rental auto should be used. When three or more employees are traveling together, they should request a standard, full size, or the minimum size automobile necessary to conduct Company business.

Loss Damage Waiver (LDW) and personal accident insurance should be declined on all Hertz rentals within the US. For locations outside of the US, refer to the travel website http://travel.nbcuni.com for your specific country requirements. Employees using a rental car for business purposes are covered by the Company’s insurance program. Employees are permitted to request the NBCUniversal rate for personal use however it must be paid with their own personal credit card and purchase the insurance.

Travelers should not purchase the fuel service option offered by Hertz. Employees are required to return the car with a full tank of gas whenever possible unless circumstances prevent the car from being returned with a full tank of gas. Fuel charges are reimbursable to the employee.

As a reminder, either a paper copy of the Hertz charge record or an eReceipt record of rental is the required receipt for car rentals.

Employees operating a vehicle (rental, personal or Company-owned) on Company business must have a valid, current driver’s license. Employees who use their automobile for business purposes shall maintain a minimum of insurance coverage equal to that required under state law.

Parking fees and tolls incurred while traveling on Company business are reimbursable expenses. Receipts should be obtained where required. Parking and tolls will not be reimbursed for travel to and from work at the normal work location.

Fines for parking or moving traffic violations are not reimbursable (except as approved at the Company’s discretion).

Expenses incurred (mileage, fuel, parking, and tolls) commuting to and from work at an employee’s regular work location on regular work days are not considered “travel” and are not reimbursable.

Travel by rail on Company business shall be at economy rates. Amtrak or Acela Express business class travel is authorized when necessary to meet timely arrival at a destination. First Class travel is prohibited.

Family Member Expenses
There may be instances in which the presence of an employee's spouse or domestic partner serves a bona fide business purpose. Establishing a business purpose for spousal/domestic partner attendance generally requires more than simply asserting that spouses are required to attend or that their presence will facilitate social interaction among employees. In particular, a spousal business purpose is most effectively established if there are scheduled business-related activities specifically for spouses. Documentation should be retained to show details of planned spousal activities. When a spouse/domestic partner is involved in activities involving customers, his or her specific assignment should be documented in writing to avoid taxable personal income. Reasonable expenses for spouses in such cases may be reimbursed

Combining Company and Personal Travel
Employees may extend a Company business trip to include personal travel. In such instances, both the employee and approving manager must exercise care to avoid the appearance of unnecessary or poorly timed business travel to finance a primarily personal trip.

Weekend stays are considered business travel if business is conducted over the weekend. Employees must use personal credit cards to pay for any expenses related to the personal portion of the trip.

Charges for business-related telecommunication services and reasonable charges for personal calls while out of the office are reimbursable. Telecommunications services include telephone calls, cell phone, and fax charges. Phone calls made directly from a hotel phone are prohibited due to the high access charges. Travelers may call (855)876-6228 to be connected to the NBCUniversal switchboard to facilitate making office or other business calls. Cellular phones should be used whenever possible. When travelling overseas, employees must call NBCUniversal telecom to ensure that an international rate plan is effective. If telecom is not contacted those calls will not be reimbursed.