AIRFARE

HOTEL

• Flights should be booked through Concur Online Booking tool or Vice’s designated travel agent currently American Express Travel for multi-leg, complicated travel.
• Traveling employees (FT/C&C) may retain frequent flyer program benefits. However, participation in these programs should not influence flight selection, which could result in incremental cost to Vice Media.
• Airline club memberships and usage are not reimbursed.
• Employees (FT/C&C) may not voluntarily get “bumped” from a flight for cash or cash equivalent incentives.
• Employees (FT/C&C) may upgrade from Economy to Business class as long as personal points (Air Miles for example) are used and there is no additional charge for the company.

• If there is no way to book a hotel through AmEx travel, hotels will be reimbursed, up to 225.00 per night - when traveling to New York, Los Angeles or London, hotel stays will be reimbursed up to 300.00 per night.
• Vice Media’s preferred hotels must be used. These hotels are loaded into Concur and on file with Vice’s designated Travel Agency, currently American Express Travel. The hotel Folio is needed to be reimbursed.
• Hotel room and tax for those employees with no corporate American Express Card will be bill directly to Vice Media’s Business Travel Account (BTA.) A personal credit card must be presented at check in for any hotel incidentals.
• All personal long distance calls on your hotel bills will be refused including film rental, mini-bar, laundry services (unless traveling for more than seven days), alcohol, food, snacks.

CAR SERVICE, TAXIs & SUBWAY

TRAVELING BETWEEN OFFICES

• Travel: Transport between home or office and airport or train station should be made using public transit or a cab. If you use a personal car, the company will reimburse the parking and a mileage allowance (based on the IRS allowable mileage rate). Receipts are required in all cases except for mileage allowance. If you use a cab, you must provide your receipts. Tips on cab trips must not be more than 15% or the excess will not be reimbursed.
• Office: Employees (FT/C&C) may be eligible to expense taxis or car service after 9:30pm on a regularly scheduled workday. Receipts time stamped before 9:30pm will not be reimbursed and the pickup location must be the office. Prior management approval is required.
• UBER is Vice’s preferred car service.
• Please note, employees (FT/C&C) who have work hours through the nightshift are not eligible for reimbursed car service as Vice does not reimburse for normal commutation.

• Vice provides ferry vouchers for use when traveling between offices in Williamsburg and Dumbo. Please see receptionist to acquire vouchers. This is Vice’s preferred method of travel between offices.
• Vice encourages all employees (FT/C&C) to schedule meetings in a mindful manner using conference calling and Google Hang Out when appropriate. Vice will reimburse reasonable travel between offices.U

RENTAL CARS

PERSONAL CAR FOR BUSINESS

• Rental cars must be a compact or a mid-size car depending on how many employees are travelling together. Other types of vehicles may be rented (such as mini-van) only for special purpose, with pre approval.
• Every effort must made to refuel rental car prior to returning it to the car rental agency. Gas charges received from returning rental cars empty will not be paid unless a reason is listed and approved.
• Vice does not reimburse any ticket (speed, parking or other) related to the use of a rented car.

• Employees (FT/C&C) who use their personal car for company business will be reimbursed the IRS-defined reimbursement rate per mile.
• Cash tolls, EZ-Pass tolls (with relevant costs highlighted on statement), and parking expenses with proper documentation will also be reimbursed.

Travel & Expense

Booking Travel

Cash Advances

Policies & Procedures

Corporate Cards

Finance Docs