Vendor Travel Guidelines

Supply Partners

Purpose

These travel guidelines (the "Travel Guidelines") describes travel related expenses incurred by vendors that are eligible for reimbursement by Regions.  Expense reimbursement is subject to specific provisions in any contract or agreement between Regions and the Vendor and subject to the terms of these Travel Guidelines.  Submission of an invoice requesting reimbursement of Vendor travel related expenses to Regions is an acknowledgement by Vendor that those expenses requested for reimbursement adhere to Regions Vendor Travel Guidelines as listed below.

Business Mission

The purpose of business travel is the accomplishment of a specific business mission. Before undertaking any travel, vendors will ensure that the accomplishment of the business mission could not be accomplished efficiently by use of remote labor, web based collaboration or other more cost effective means.  When possible, local resources will be used.  Vendor will obtain Regions’ Business Unit representative’s approval prior to making travel arrangements.

Trip Planning

Business travel will be arranged as far in advance as possible to take advantage of discounted airfares and other travel related economies by advance purchasing (e.g., twenty-one (21) days advanced booking is preferred with fourteen (14) days advance booking acceptable unless shorter booking period necessitated by unforeseen documented business circumstances provided to Regions’ Business Unit representative). Although cancellation, or changes, in advance purchased tickets can result in penalties, the savings almost always offsets the potential penalties.

Air Travel

Vendors are expected to purchase the lowest cost flight consistent with the below listed guidelines:

  1. Airfare is based on available flights in a two-hour window either side of the requested departure/arrival time without preference given to specific airlines (frequent flyer miles or other incentives) or to the upgradability of ticket.
  2. Economy/Coach Class fares will be used.  The cost of any upgrade in air fare class is not reimbursable.
  3. Vendors are strictly prohibited from chartering any type of aircraft for use in connection with services rendered to or on behalf of Regions.

Ground Transportation

Before selecting ground transportation, Vendor will evaluate alternative methods of ground transportation (shuttle, transportation network company (such as Uber), taxi, rental car and public transportation). Vendors are requested to select the most cost effective and efficient means of ground transportation. The following will be used for guidance in evaluating alternatives:

  1. Shuttle service. When available, shuttle service is usually the most economical form of transportation.  Most hotels provide FREE shuttle service to and from airports.
  2. Using a transportation network company (such as Uber) is usually the second most economical means of transportation (all fares over twenty-five dollars ($25) require a receipt).
  3. Taxi. (All fares over twenty-five dollars ($25) require a receipt).
  4. Car Rental.

Car Rental

Car rental will be used when other means of transportation are unavailable, impractical, or the cost of other means of travel is at least as much as the rental car. A car rental will not be used as a matter of personal convenience. The type of car will be in the mid-size/intermediate class, unless more than three Vendor representatives are traveling together; then a larger vehicle may be warranted.  Vendors must deduct from their travel billing any car rental cost (e.g. rental cost, mileage, and gasoline) incurred for personal reasons.  This expense will be prorated based upon number of days, time or miles used for personal reason in relation to total car rental cost.  Car rentals will be refueled before returning to avoid excessive fuel charges by the car rental agency. Car rentals will be shared between vendor Personnel whenever possible.

Use of Personal Vehicle

Use of personal vehicle will only be used when it offers the most economical transportation option for Vendor Personnel.  Vendor will be reimbursed based upon actual miles driven for Regions’ business purposes at Regions’ approved mileage reimbursement rate (contact Regions’ Business Unit representative for current rate) at the time which may be lower than the IRS approved rate.  A daily mileage log will be required to document usage of personal vehicle showing date, purpose of trip, starting point/destination, mileage, etc.  Vendor will be responsible for all cost associated with use of personal vehicle including repair/damage, car washes, etc.

Parking

Parking fees incurred while traveling are reimbursable. The most economical parking facilities must be used.

Hotel Accommodations

  1. Vendors will be selective when choosing lodging.  Vendors will consider four main factors when choosing the best lodging – safety, cleanliness, cost, and convenience.  The primary factor to consider is safety, then cost, cleanliness, and finally convenience.  If competing hotels are equal in safety, price will be the deciding factor.  If competing hotels are equal in safety and price, convenience will be the deciding factor.  In all cases, vendors will request the "Corporate Rate" when shopping rate structures for different hotels. 
  2. If Regions’ worksite location will be in the Birmingham, Alabama area, Vendor will obtain a listing of Regions’ preferred hotels in the area indicating their distance from each of the three Regions primary locations in the market from their Regions Business Unit representative.  Regions has negotiated special pricing with each of these hotels.  Vendor will ask for Regions’ rate when contacting hotel to reserve room.  If Vendor has a preferred rate lower than Regions’ preferred rate, Vendor’s rate will be used. 
  3. If Regions’ worksite will be located outside the Birmingham market, Vendor will check with their Regions’ contact to see if Regions has any preferred hotels in the worksite market that Regions has negotiated preferred rates with.  If Regions has a preferred hotel in worksite market, Vendor will use this hotel and ask for the Regions rate when contacting hotel to reserve room unless Vendor can obtain a lower rate using another hotel in market.
  4. Standard hotel accommodations will be booked.
  5. If Vendor uses a hotel costing more than the Regions’ guidelines, Vendor will be responsible for the difference in the rates, unless an exception is pre-approved by the Regions Business Unit representative.
  6. If business travel plans change, and a reserved room will not be used, Vendor is responsible for calling to ensure the reservation is canceled. The cancellation number will be requested and recorded by the vendor for cancellation.  Regions will not provide reimbursement for unused rooms.

Travel Related Meals

Regions will reimburse vendor for the reasonable actual cost of meals when traveling on Regions’ business up to a maximum of forty dollars ($40) per day. Cost of meals must be shown by individual vendor personnel seeking reimbursement.

Tips and Gratuities

Reasonable tips in relation to services rendered will be reimbursed. Tipping at the rate of fifteen percent (15%) in restaurants, taxis, limousines, etc. is considered reasonable. Tipping for bag handling of one dollar ($1) per bag is considered reasonable.

Nonreimbursable Expenses

Non-reimbursable expenses generally fall into one of three categories (a) unnecessary to the business purpose; (b) personal purchases; and (c) usage of other than company designated services, e.g. first class airfare.

Examples of non-reimbursable expenses include, but are not limited to:

  1. travel/entertainment expenses incurred by anyone not performing services specifically related to the contract or project;
  2. air transportation cost such as in-flight entertainment and internet, seat selection, fees based priority boarding or fast lanes, such as early bird check-in, airline club membership/access fees, luggage delivery service, bag fees in excess of first bag checked, overweight baggage fees, frequent flyer miles/points fees, air fare upgrades, upgradeable ticket fees, tickets not used/lost/stolen, etc.;
  3. car rental charges such as Sirius radio, global positioning system ("GPS"), frequent flyer points, purchase of an initial tank of fuel, car rental agency refueling cost, car maintenance/repairs/car washes, etc.;
  4. hotel charges for internet usage, gyms/fitness centers, recreational facilities, mini bar, concierge/valet services, etc.;
  5. snacks and beverages outside of normal meals provisions;
  6. any reimbursement of expenses used to entertain, provide meals, snacks, merchandise, etc. for Regions’ associates;
  7. personal entertainment such as magazines, newspapers, books, and other reading materials, movies, etc.;
  8. personal expenses, such as toiletries, tobacco, barber or manicurist, doctor or dentist, babysitters, medicines, shoe shines, clothing, laundry/dry cleaning services, etc.;
  9. alcoholic beverages;
  10. credit card fees including annual or membership fees, late charges, and interest;
  11. parking fines and traffic violations;
  12. personal property loss/stolen including baggage;
  13. personal illness or injury;
  14. insurance coverage of any kind, and
  15. any travel related expenses (air, hotel, car rental, mileage reimbursement, meals, etc.) related to a Vendor Personnel working within a thirty (30) mile radius of their home office or residence.

Expense Receipts

Detailed billing information will be provided by each vendor associate incurring expense; no lump/group billing. All expenses greater than twenty five dollars ($25) require an itemized receipt. No expenses will be reimbursed without the required documentation.

The following documents will be submitted with each reimbursement request:

  1. Air – itinerary or invoice including dollar amount and ticket number. Boarding passes are not an acceptable receipt.
  2. Hotel – hotel bill showing itemize charges such as room rate, taxes, parking, etc. All charges will be listed to show exactly what the charge represents.
  3. Car rental – payment receipt showing itemize charges such as daily rate, mileage, vehicle class, taxes, etc. All charges will be listed to show what charge represents.
  4. Fuel – payment receipt showing fuel purchased, rate, etc.
  5. Meals – all receipts (cash or credit card transactions) including itemization of expenditures with documentation of purpose and names of attendees.

Approval

The Regions Business Unit representative will be responsible for the approval of expense reports and other required records submitted by vendors, including the determination that activities for which the expenses were incurred are permissible expenditures as defined.

Last updated: August 2018