Travel & Entertainment Policy
U.S. Procedure
Embedded Files
TRAVEL TIPS
TRAVEL TIPS
Pack things well so baggage handlers can’t damage them. If you can, put TSA locks or zip ties on pelican cases. Always assume you're checked bags will be lost on a flight and pack your carry on accordingly. In case the airline screws you, you should have these on you:
- Principle camera
- Versatile lens
- Wireless mic
- Cards
- Battery and charger
Producers: Ask travel to note that you're traveling as media personnel on your reservation. Have a VICE ID with you and ask for the media rate when checking luggage. It should be $50/bag. Have cash to tip Skycaps and porters at arrivals and departure.
T&E POLICY
T&E POLICY
This is an overview of the BASICS - Make sure you read and understand the full T&E Policy - Check with your local finance or hub for any exceptions
This is an overview of the BASICS - Make sure you read and understand the full T&E Policy - Check with your local finance or hub for any exceptions
T&E policy is managed by FINANCE - production relevant finance links located at the end of this page.
Core principles:
- Expenses should have a clear business purpose and be directly related to the goals of our business.
- Expenses should be reasonable and appropriate under the circumstances.
- Expenses should be fully documented and submitted for required approvals.
- Expenses incurred for a business purpose should not be driven by personal enrichment (monetarily, loyalty points, etc.), either in appearance or in fact.
- Expenditures must comply with all applicable laws.
Vice will reimburse employees (FT/C&C) for reasonable and necessary out-of-pocket business expenses incurred in direct connection with company business. Employees (FT/C&C) should exercise good judgment that supports the company’s objectives, and submit expenses through through Concur within 20 days of purchase. Employees (FT/C&C) and Approving Managers who do not comply with the T&E Policy may be subject to:
- Reimbursement delays for improper documentation.
- Non-reimbursement for policy violation.
- Disciplinary action, which may include termination of employment.
RECEIPTS
RECEIPTS
- SAVE ALL RECEIPTS. You must collect itemized receipts for all purchases made in the field and track details on what was spent and for whom. Expenses not backed by itemized receipts will not be approved. Create your own receipts using a receipt booklet if needed.
- Note: Bank statements in lieu of receipts will be accepted on a case by case basis (eg. for Smart Carte stands @ airports or bank wiring fees). If you submit bank statements in lieu of receipts, explanation must be provided.
- In some unique circumstances and with prior approval, cash payment to a vendor will be allowed. In this case, please have the vendor fill out a Cash Receipt Form.
- Gas receipts must include # of gallons and price per gallon; prepaid gas receipts will not be accepted.
- For taxi/car service receipts, include purpose, origin, destination, and passenger(s).
- For meal receipts, include the names of the crew members present at the meal.
- Tips on meals and taxis/car services will be covered up to 20% of the cost. The amount of any tips over 20% must be deducted from receipts.
Cash Receipt Form_English.docxMEALS & PER DIEM
MEALS & PER DIEM
- In instances where there are strict shoot schedules, production meals may be purchased. This will need to have approval from Sergio Noriega or other designated Director of Production. A maximum of 20.00 per person (for one meal) will be allowed and may be purchased using the P-Card. In some exceptional cases, this allowance may be advanced.
- In this instance, you must acquire an itemized receipt (showing a list of food and beverage) and the credit card slip.
- Tips may not exceed 20% of the total meal amount including tax. Excess tip will not be reimbursed.
- Alcohol is not reimbursed
- A list of attendees must be also be included with the receipt.
Per Diem Request Form_Cast & Crew Employees.pdf- Best practice is to take per diem instead of expensing meals going forward.
- Vice will provide a per diem rate of $45.00 per person (FT/C&C) per day while traveling on company business within the US, Canada, and Latin America. The per diem rate outside of these countries will be $60 per person per day.
- Freelancers must request their per diems via timecard, which can be done in advance so they have it when they travel. They must must fill out a Per Diem Advance Form to submit with their timecard.
- Finance will no longer give cash advances for freelance crew per diems OR other staff members' per diems. All staff must request their own individual per diem advances through Concur.
- When per diems are issued, no meals or incidentals may reimbursed through either Concur or manual ER’s. Staff who receive per diem advances through Concur must submit a Per Diem Receipt Form in order to reconcile their per diem advance in Concur.
- We have two department P-cards that can be used for airline baggage, gas, crafty, etc. If you'd like to check one out for your shoot, please email Sergio in advance.
Per Diem Receipt.pdfLONG DISTANCE & INTERNET
LONG DISTANCE & INTERNET
CELL PHONE USAGE
CELL PHONE USAGE
- Long distance calls for business purposes are reimbursed. Those made on the plane are not reimbursed unless it is an emergency.
- Business Internet access from a hotel, café, airport or other location will be reimbursed as long as it is reasonable.
- Data and Roaming plans must be analyzed and pre-approved prior to seeking reimbursement for travel cell usage.
- Vice does not advance for roaming or data plans. A copy of the cell phone bill must submitted as a receipt when seeking reimbursement. Roaming fees cannot exceed $120.00.
CURRENCY EXCHANGE & ATM FEES
CURRENCY EXCHANGE & ATM FEES
PASSPORTS/VISAS
PASSPORTS/VISAS
- Expenses must be entered into Concur in USD. Foreign currency must be converted to USD using the rate available at www.oanda.com. The Onanda print out is required to be attached.
- Banking fees to process foreign transactions outside USA are not accepted unless reasonable and required in the circumstances.
- Up to two ATM fees per trip to withdraw money from your account will be reimbursed.
- Costs associated with Visas and any immunizations needed for business travel will be reimbursed by VICE MEDIA.
- Passports and renewals are not reimbursable.
PRODUCTION WILL NOT PAY FOR
PRODUCTION WILL NOT PAY FOR
- Cigarettes or alcohol
- Speeding or parking tickets / traffic tickets
- Pay per view TV or video rentals
- Personal long distance calls on hotel bills or cell phone bills
- Entertainment expenses such as theatre tickets, sporting events, bar cover charges, etc.
- Standard passport renewal fees
- Personal grooming items
- Personal books and magazines
- All products taken from the mini-bar in hotel rooms
- Cable or home Internet access without approval
- Car washes
- Spouse/companion/family member travel or expenses
- Expenses related to vacation or personal days while on a business trip
- Helicopter services for airport transfers
- Pet care, kennel, house-sitting, babysitting or related fees
- Lost baggage, excess baggage charges (unless for equipment), optional travel or baggage insurance
- “No Show” charges for hotel unless there is a business reason
- Rental car upgrades
- Annual fees for personal charge or credit card reward programs
- Corporate charge card delinquency fees/finance charges
The cost of any of the above items must be deducted from receipts, unless it was for onscreen use or part of a talent rider, in which case a written explanation must accompany the receipt.
Payment to a freelancer or an individual living in USA or Canada in cash or by a personal check is not acceptable. Since the company must issue a tax form to (1099-MISC or T4A), payment must be made by Vice Media. An invoice with person’s address and social security number is needed for Vice to issue a payment.
UPDATED 4/3/17
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