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FAQs: 2023 Commercial Meetings

Q: What are my allowable expenses?
A: Allowable expenses include:

  • Roundtrip airfare. Coach or Economy tickets / fares at the best tier or ticket type based on benefits vs. costs are reimbursed. If your airfare exceeds more than a standard Coach/Economy ticket, please obtain approval from your manager before booking. Extended Leg Room or Premium Economy seats may be approved for flights/trips with five (5) or more consecutive hours with prior management approval. Please also do not wait until the last minute to book your trip.
  • Baggage Fees.
  • Airport Parking from your departure location and Uber/Lyft/Taxi to/from Hotel (Rental cars are not deemed necessary for this event).
  • All meals will be provided beginning with lunch on Monday through lunch on Wednesday. Finance will not accept meal or drink reimbursement requests when meals are provided. Any cost associated with socializing outside of provided meals will not be reimbursable.
  • On days of travel, travelers should target reasonable meal expenses - up to $15 / £12 for breakfast, $20 / £15 for lunch, and $50 / £40 for dinner (not inclusive of 18%-20% tip) per person. 
  • See the Norstella Travel Policies for more information.

Q: How do I submit my expenses?
A: You should submit expenses upon returning to your home office. Flights, however, can be expensed when reservations are made.

  • When reporting your expenses, please note:  
    • Citeline employees should use the following guidance: US employees should utilize their new Bank of America card, not the legacy P-cards, to book travel. UK employees should utilize the HSBC corporate card for booking. For those outside of the US and UK, please use the corporate card for booking travel if available. Expense reimbursement submission should say “Integration” in the comments section.  
    • Evaluate employees should select “Exceptional – Citeline Harmonisation” as the Expense Category in WebExpense.  
    • MMIT/Dedham employees should select “Integration Expense – Citeline” as the Expense Category in Coupa. Please include “Sales Kick Off Meeting” in the Reason field.  
    • Panalgo employees should select “Integration Expense” under the “Budget” drop-down menu in Concur. Please include “Sales Kick Off Meeting” in both the Report Name and Business Purpose box. 

Q: What is the dress code?
A: Business Casual
Cocktail Receptions and Dinners are Resort Casual

Q: Do I have to be vaccinated for Covid-19 for Global Commercial Meeting(s)?
A: While we are not requiring vaccinations there may be requirements for proof of Covid-19 Vaccination based on your country of origin. You can find additional information for the US here and for the UK here.

  • Traveling to the US:
    • If you are a non-U.S. citizen who is a nonimmigrant (not a U.S. citizen, U.S. national, lawful permanent resident, or traveling to the United States on an immigrant visa), you will need to show proof of being fully vaccinated against COVID-19 before you travel by air to the United States from a foreign country.
    • Some categories of noncitizen, nonimmigrants are excepted from this requirement. If you meet the criteria for one of these categories, you will need to fulfill additional requirements to travel by air to the United States.
  • Traveling to the UK:
    • From mainland China
      • There are different rules if you travel to England from mainland China.
      • If you’re aged 12 or older, you will need to take a COVID-19 test no more than 2 days before you travel.
      • You will need to show notification of a negative COVID-19 test result when you depart mainland China for England. This will be checked by your airline, and you may be required to show this to Border Force on arrival to England.
      • This applies to all direct and indirect flights originating from mainland China. An indirect flight involves one or more stops in other countries or territories before arriving in England. This includes if you are travelling through Hong Kong or Macao.
      • It applies if England is your final destination, or if you will be transiting through England.
      • You must provide the original test result notification. Your test result must be in either English, French or Spanish.
      • Your test result can be provided as:
        • a printed document
        • an email or text message you can show on your phone – make sure your device is charged
      • It must include the following information:
        • your name, which should match the name on your travel documents
        • your date of birth or age
        • the result of the test
        • the date the test sample was collected or received by the test provider
        • the name of the test provider and their contact details
        • confirmation of the type of test taken, this can be a lateral flow or PCR
      • You cannot use an NHS-provided test as a pre-departure test.
      • You must retain your notification of a negative COVID-19 test result until you have passed through the UK border.
      • You may be fined if you do not follow these travel rules.
      • You may not need to take a pre-departure test if you have a work-related exemption or if you have a reasonable excuse. 
    • From all other countries and territories
      • When you travel to England, you:
        • do not need to complete a UK passenger locator form before you travel
        • do not need to take any COVID-19 tests before you travel or after you arrive
        • do not need to quarantine when you arrive
        • This applies whether you are vaccinated or not.
        • It includes people who are transiting through England.

 

Don't hesitate to reach out to Cydnee Spencer (US meeting) or Rebecca Brooks (London meeting) if you have any questions via the buttons below.