It is the policy of CDK Global (“CDK” or the “Company”) to reimburse employees, and authorized non-employees, for all legitimate and authorized business related expenses and travel and entertainment expenses that are incurred while carrying out Company business.
CDK has implemented the Travel & Expense Reimbursement Policy (“the Policy”) to ensure the following:
- Company travel and entertainment costs are managed within reasonable limits by established and consistent expense criteria for all employees.
- Employees have full and complete information required for the recovery of business expenses that they incur while on CDK business.
- Only approved, legitimate and reasonable expenses that are incurred by employees on behalf of CDK may be reclaimed through the designated Online Expense System.
All employees’ activities related to or associated with Company related business travel must adhere to this policy as well as CDK’s Code of Business Conduct & Ethics, CDK’s Anti-Bribery and Corruption Policy and other policies as applicable.
It is the personal responsibility of each CDK employee to comply with this Policy. Any employee who violates this Policy may be subject to disciplinary action, up to and including termination.
CDK managers and executives have primary responsibility for supporting and ensuring compliance with this Policy. Managers are expected to educate employees and guide them to ensure that they adhere to this Policy and that the employee’s expenses submitted for approval are legitimate, reasonable, and within the Policy. Disciplinary action, up to and including termination, may be taken against a manager, under the circumstances, who should have known about a violation by employees under his/her supervision or did not act promptly to report and correct a violation.
The Policy is intended to provide global guidelines applicable to business related expenses and business travel & entertainment expense reimbursement. Regions, countries and special groups may institute local T&E policy guidelines that are more strict, but not more lenient than this Policy. Any such departures from the Policy must be notified to the CDK Global Corporate Controller.
The Policy is primarily intended for those employees who incur business related expenses or are required to travel on CDK Company business. Generally these employees are away from the office or their normal place of business, and seek reimbursement of authorized business travel and entertainment expenses.
This Policy should be read in conjunction with the respective regional CDK T&E guidelines included within this document in addition to guidelines included in the respective CDK employee travel & expense information portal. These guidelines are not intended to cover every possible situation. Items of an unusual nature should always be discussed with the employee’s manager, your business finance partner or the Control & Compliance Team within the Corporate Controller Function before the expense is incurred or before the submission of an expense for reimbursement.
This policy does not cover relocation expenses. Please refer to the CDK Relocation Policy or contact CDK HR.
This policy does not cover reimbursement for purchases of goods and services such as office supplies, computer software, hardware, CDK Global logo/promotional items, print, books, etc. which are governed by CDK’s Procurement Policy.
This policy does not cover meetings and event sourcing, planning or payment procedures. Please refer to the CDK Meetings and Events Policy for more information.
Alternatives to Travel - Business travel should only occur when there is a significant advantage or value for CDK and such business activities cannot be reasonably accomplished through conference calls, video conferencing, webinars or other alternatives. Individual trips or business entertainment should always be reviewed with your manager in advance of incurring the costs.
CDK Online Travel System and CDK Travel Agency – All CDK employees must use the designated CDK Online Travel System, where available, to book all authorized travel, including air, hotels and car rentals. When airline travel includes domestic or simple point-to-point international travel, employees should use the designated CDK Online Travel System, where available. For complex or multi-stop international airline travel, employees should call the designated CDK Travel Agency. In CDK locations where the CDK Online Travel System is not available, all travel arrangements should be made according to the designated local Travel Agency and Arrangements.
Personal, leisure or non-employee travel not hosted by CDK may not be booked through CDK Travel. Subject to manager approval, Employees may extend a business trip for personal purposes, provided the total cost of the trip does not exceed the anticipated cost for the business trip alone.
Making travel arrangements through any non-designated travel system or non-designated travel agency or Internet booking source other than the designated CDK travel source, is strictly prohibited. Booking through the CDK designated Online Travel System or Travel Agency allows CDK to manage risk and traveler safety in the event of a travel emergency.
Employees must maintain the accuracy of their online travel profile at all times, including keeping their CDK T&E Card and emergency contact information current.
- CDK Online Expense System - All CDK employees must use the designated CDK Online Expense System, where available, to reconcile all travel and business related expenses.
It is strongly recommended that expense reports should be submitted in the CDK Online Expense System within ten days of incurring the expense. This enables CDK to maximize early pay discounts and other financial incentives provided by the Card Issuer. Expense reports must be submitted within 30 calendar days of incurring the expense. Travel expenses should be expensed by invoice date and not necessarily as part of an individual trip expense report, as some expenses, such as airfares, are often incurred well before an actual trip.
All expense reports must be reviewed and approved by the employee’s manager, or designated representative if manager not available.
Managers are responsible for ensuring final expense reports are appropriately processed for any departing or terminated employees.
Approving managers may delegate their approval authority during periods of vacation, extended absence or medical leave. Approval authority must not be delegated to nonemployees, i.e. consultants, temporary contractors. Delegating managers must ensure that employees who are granted the role of an expense delegate approver are of the same level or higher and/or cannot approve their own expense reports.
CDK T&E Card – In countries where it is available to employees, the designated CDK T&E Card is mandatory for all employees who travel more than 1 time per year or employees who require reimbursement of travel or non-travel related business expenses. The designated CDK T&E Card is the primary and approved method of payment for all travel and business expenses; with the exception of out-of-pocket expenses, such as mileage, or where the CDK T&E Card is not accepted.
CDK will only reimburse employees for legitimate, valid and approved expenses incurred as a result of carrying out business for and/or on behalf of the Company.
Although not intended to be a standard business practice, CDK managers and employees may, on a limited basis, pay or pre-pay for other employees’ travel and business expenses using their own CDK T&E card on the rare occasion that an employee does not have access to either a CDK T&E Card, a personal credit card or other form of payment and is required to travel or incur business related expenses.
The CDK T&E Card should not be used for personal purchases or personal expenses. Some incidental travel related charges, such as hotel mini-bar and in-room movies, may be charged to the CDK T&E Card but are not reimbursable. Claiming for the reimbursement of such personal items is a violation of this policy.
Non-reimbursable expenses must be paid by the employee directly to the card issuing company. Any late fees assessed by the card issuing company are not reimbursable.
When leaving the company Employees must return his/her CDK T&E Card to their Manager or to the CDK T&E Card Administrator on or before their last day of employment. Leaving employees must also ensure that all expense reports have been submitted and all other company assets have been returned to the Company.
Loans, Advances & Allowances to employees - Per CDK Code of Business Conduct & Ethics Policy, loans and advances to CDK employees are strictly forbidden. General allowances to employees are also prohibited.
Where advances or allowances to employees are required by the local laws, approval must be obtained from the employee’s respective CDK Global Segment CFO or his/her designee.
Lowest Logical Cost - Travelers must always select the lowest logical cost option offered that meets the business objective and achieves the lowest total trip cost.
Travelers should support the CDK designated preferred suppliers whenever possible, unless a non-preferred supplier offers the lowest logical overall cost. When comparing options, travelers should investigate and take into consideration all possible incremental ancillary service fees imposed by suppliers for special accommodations or changes/penalties and the fact that CDK negotiated rates may be inclusive of amenities and insurance coverage.
Employees must consider using alternate methods of transport such as, rental and or personal cars, train, bus and also consider alternative dates and times offered, airports, connecting flights or stopovers in order to adhere to CDK’s objective of lowest cost offered by CDK Travel.
Frequent Traveler/Guest Programs - Employees may retain frequent traveler/guest program benefits. However, frequent traveler/guest preferences must not be the primary consideration when selecting and booking travel arrangements over lower cost options offered that meet the business objectives. Employees must not book travel or incur expenses for others with the intent of accumulating program benefits.
Advance Purchase - Whenever possible and only when the travel is certain, employees should book airline travel at least 14 days in advance to ensure the greatest savings to CDK. All employees who frequently book airfares less than 14 days in advance or select fares that are not the lowest logical cost offered, make multiple changes, carry ongoing airline credits, exceed stated expense limits or continually and habitually book domestic travel through a live agent will be reported to CDK Senior Management.
Airline Reservations - Travelers must select the lowest logical airfare within +/- 2 hours of the required departure time for domestic travel given a $200 savings threshold and +/- 4 hours of the required departure time for international travel given a $500 savings threshold that meets the business objectives.
Airline Class of Service - All flights must be booked in coach/economy class. Any exception requires pre-approval by the member of the CDK Global Executive Committee (“XCom”) to which the employee has the most direct reporting line, e.g. ARI employees requesting to travel Business Class must request approval from the President, ARI.
Employees travelling internationally with a total scheduled flight time greater than seven hours may upgrade to Premium Economy class.
Using accumulated points or frequent traveler program benefits to upgrade are allowable, but additional fees incurred for upgrading to a higher class of service are not reimbursable, other than for international premium economy class.
Accommodations - The CDK Online Travel System and the designated CDK Travel Agency maintain and denote a list of preferred hotels by city, including those with which CDK and the CDK Travel Agency has negotiated special rates. Booking all hotel accommodations through CDK Travel ensures both the consolidation of CDK hotel volume and the ability to manage the safety and security of our travelers in the event of a travel emergency. Special considerations should be given to ground transportation issues when travelling to international destinations. GSO can assist in international hotel security assessments prior to travel.
Employees attending externally sponsored conferences or meetings may stay at hotels/properties where such conferences or meetings are being held. In the event of a special group meeting/event or customer visit, where preferred rates are pre-negotiated on an event basis or related to special customer visits, employees should book direct or in accordance with the guidance provided by the meeting planner or client/supplier representative, while also communicating the hotel details to the designated CDK Travel Agency to be added to the trip itinerary. For business trips organized in conjunction with a CDK client, employees may stay at the same hotel or property as the client, but whenever possible, these accommodations should be arranged through CDK Travel.
When necessary, employees should cancel hotel reservations within the cancellation timeframe specified by the hotel. Employees should call the designated CDK Travel Agency to cancel reservations as soon as possible, or, where the cancellation deadline is imminent, should contact the hotel directly. Cancellation fees or “no-show” fees are not reimbursable unless outside the control of the employee.
Car Rental – Employees will be reimbursed for the rental of up to an intermediate or standard sized vehicle when renting for up to four travelers. Rentals of larger sized vehicles must be pre-approved by the traveler’s manager.
Personal Vehicles – CDK may at times authorize the use of an employee’s personal vehicle for transportation while on company business. When authorized, the employee will be reimbursed for incremental mileage. Mileage expense takes into consideration and includes the expense for fuel, oil, maintenance, car cleaning, washing and wear and tear. Tolls and parking are not included in the mileage rate.
Use of a personal vehicle must not incur costs that exceed the cost of a rental car or other commercially available means of travel. Employees using their personal vehicle for business trips must maintain the minimum personal injury and property damage liability coverage required by the state in which the employee resides. Insurance cost of personal vehicles is not reimbursable.
Reimbursement for the use of a personal vehicle is based on actual mileage/kilometers driven. The mileage/kilometer reimbursement rate is automatically calculated by the CDK Online Expense System and varies for U.S., Canada and ARI due to local, tax and reporting requirements. These costs are adjusted periodically in the CDK Online Expense System by CDK Finance.
- U.S. employees – CDK’s reimbursement rate for each business mile is automatically calculated by the CDK Expense online system and is based on current IRS guidelines.
- Canadian employees - CDK’s reimbursement rate for each business kilometer is automatically calculated by the CDK Expense system and is based on current CRA guidelines.
- ARI employees - Because of specific tax regulations & requirements varying in all ARI Countries, a dedicated input screen, rates and calculation wizard have been customized for each individual ARI Country and are maintained with the input from dedicated local Finance / HR Manager in each ARI Country.
When seeking reimbursement for mileage, employees must utilize the CDK Online Expense System mileage tracking application to determine the correct mileage driven to and from business locations (in excess of an employee’s normal daily commute) for each day for which reimbursement is being submitted.
Reimbursement for refueling a personal vehicle is strictly prohibited and will be denied as such costs are included in the mileage/kilometer rate calculated by the CDK Online Expense System.
Taxis/Limos – The use of taxis or limousines should be limited to occasions where no other lower cost alternatives are available. Special considerations should be given to ground transportation issues when travelling to international destinations. CDK GSO can assist in recommended ground transportation options and assessments when traveling internationally.
Gratuities/Tips – Gratuities/Tips should be customary, reasonable and commensurate with the services provided.
Foreign Exchange - All business expenses claimed via the CDK Online Expense System shall be submitted using country functional currency, and converted at actual exchange rate for expenses incurred abroad.
When using the CDK T&E Card, the actual cost of the business expense translated into your functional currency will be automatically provided and shall be used to claim back the underlying expense. When not able to use the CDK T&E Card and in case the Employee incurs a foreign exchange difference between expense incurrence and expense claim, then this difference can be claimed back with supporting documentation.
Traveler Safety & Security - Safety and security are of primary concern when CDK employees are traveling on Company business. All CDK employees must comply with the GSO’s prescribed travel security and risk management processes and reporting requirements. CDK employees should not authorize travel or travel to any location or country where a travel advisory not to travel has been issued by CDK or government officials. Travel advisories are posted on the CDK Travel and Global Security Organization (“GSO”) websites.
If a traveler feels that there is a threat to his/her safety while traveling, the traveler should report this safety concern to CDK’s travel management company, their own management and to CDK Global Security Organization (“GSO”). The GSO can provide site-specific informational services to employees while planning travel along with additional resources to aid in their safety/security while traveling on company business. Although booking travel through the designated Travel Agency provides visibility to manage risk, it is crucial for employees to report any security incidents immediately to the GSO so appropriate assistance and notifications can be made in a timely fashion.
Business Meals – Business meals are reimbursable if an employee is travelling on company business, working late in a CDK office with manager approval or at a group work event, where meals are not included or hosted. Employees will be reimbursed for the actual costs of breakfast, lunch and dinner. Limits are set at the regional level and are included in the respective regional section of this policy.
Entertainment-Client – CDK encourages all employees to exercise and use good judgment when incurring entertainment expenses while on company business. Reimbursement for reasonable and legitimate expenses will be made to employees when entertainment and related business expenses are incurred when entertaining business associates, clients or prospective clients of CDK.
Employees must always adhere to CDK’s Code of Business Conduct & Ethics and CDK’s Anti-Bribery and Corruption Policy and other policies as applicable. This will often require employees obtaining pre-approval prior to incurring any client entertainment expenses.
Entertainment expenses must be either directly related to, or associated with, CDK business. Such activities must include a business-related discussion before, during, or after the entertainment event. The desire to obtain prospects and/or the intent to maintain an existing business relationship is an objective that has a clear business purpose and can be described as such.
Entertainment – Employees - Entertainment and meals with CDK employees must be submitted by the most senior level employee in attendance through the designated CDK Online Expense System for reimbursement. Examples of employee entertainment include recognition events, team celebrations, planning and anniversary events.
A complete list of all attendee’s names, titles and relationship to CDK in addition to the nature and purpose of the event must accompany the expense reports when submitting for reimbursement.
Internet Access - Reasonable Internet access charges while on approved business trips are reimbursable.
Reasonable Wi-Fi in flight charges are reimbursable when used for company business for a flight 4 hours or longer or at the employee’s manager's discretion.
Dues and Subscriptions – With advance management approval, dues to pre-approved business organizations and subscriptions may be charged to the CDK T&E Card and are eligible for reimbursement.
Professional Memberships and Job Related/Required Licenses – CDK will reimburse employees for membership fees in approved professional, job-related organizations and for licenses necessary to perform specific CDK job functions.
Flowers and Gifts - Flowers and gifts for condolences, congratulations, etc. are reimbursable provided that they are for a CDK Employee or the employee’s immediate family and have been approved by a local line manager.
Non-employee Travel – Non-employees include, but are not limited to, contractors, clients, guests, suppliers, trade partners, interviewees and recruits. It is CDK’s intent to reimburse non-employees who are either required or requested to travel by CDK for Company related business when CDK is sponsoring such travel.
All non-employee CDK business related travel must adhere to the CDK T&E Policy, relevant addendums as well as CDK Global’s Code of Business Conduct & Ethics and Anti-Bribery & Corruption Policy and all other policies as appropriate.
The designated CDK Online Travel System and designated CDK Travel Agency are available for use by authorized non-employees. However, non-employees are not authorized for a CDK T&E Card or for access to the CDK Online Expense System.
All non-employee travel must be pre-approved by the designated CDK manager and a CDK authorized travel profile, including general ledger coding, must be established in advance of a non-employee booking travel either online or offline. Any additional charges or any changes during the non-employee’s period of travel must be pre-approved by a CDK manager; otherwise CDK will not be responsible for any related additional fees.
Although authorized non-employees may book through the designated CDK Online Travel System or request the support of the designated CDK Travel Agency to book travel arrangements for travel hosted by CDK, non-employees should review and book travel through the most cost effective booking source. This may include researching the travel expense through their own corporate travel program if the rates and discounts for the total cost of trip provide savings to CDK over rates available directly from CDK Travel.
NORTH AMERICA POLICY GUIDELINES
Regional policy guidelines MUST be read in conjunction with the CDK Global Guidelines.
CDK Online Expense System – Receipts must be submitted with the expense report for all expenses over $25 (USD) that have not been charged to the CDK T&E Card or are not accompanied by an e-receipt auto generated by the CDK Online Expense System.
CDK Canada employees must submit receipts for all non CDK T&E Card or e-receipt expenses irrespective of CAD$ amount.
CDK T&E Card – When expenses have been submitted and approved through the CDK Online Expense System, CDK will manage and arrange for the direct payment of those expenses that are applied to the CDK T&E Card to the card issuer on behalf of the employee.
Lost or stolen CDK T&E Cards must be reported immediately to the card issuer. See the Key Contact information included with this guidance for the appropriate contact information.
Delinquent CDK T&E Card account holders and their managers will be warned at 30 and 60 days of any delinquent payments. CDK T&E Cards will be suspended at 90 days from allowing any new expenses until reconciled and paid. CDK T&E Cards will be terminated if not reconciled at 120 days past due. Delinquent T&E Card holders may also be subject to further disciplinary action.
Airline Transportation – Non-refundable tickets should be purchased, unless multiple changes are anticipated, as they generally represent the lowest fare option.
Cancellations and changes to flights should be minimized to the greatest extent possible. Employees must submit all purchased airfares for reimbursement on the designated CDK Online Expense System within ten days of initial purchase, irrespective of whether the flight(s) were ultimately cancelled.
Employees are required to advise the designated CDK Travel Agency of all cancelled travel and should reuse unused and/or cancelled ticket credits as a priority towards booking new flights for future travel prior to the credit expiration where applicable. CDK Travel reserves the right to pool all unused non-refundable credits for general use if still unused and not exchanged 60 days prior to expiration.
Travel vouchers offered by airlines to entice travelers too voluntarily give up an airline seat belongs to the traveler provided that acceptance does not interfere with the business purpose of the trip or with scheduled work.
Car Rental – Employees should select the designated preferred rental car supplier when offered and available to ensure appropriate insurance coverage.
CDK preferred car rental agreements include collision, damage, theft (“CDW”) and liability (“LDW”) insurance when renting cars in the U.S. and Canada and therefore should be declined if offered by the preferred car rental agency.
Car rentals outside of North America or car rentals booked with a non-preferred supplier when the preferred supplier is not available do not include CDW or LDW insurance and employees must accept insurance coverage under these circumstances. CDW and LDW insurance fees are reimbursable when renting outside of North America or with a non-preferred supplier if a preferred supplier was not available.
Travelers should evaluate the cost of pre-paying for a full tank of fuel from the car rental supplier versus refueling the vehicle on their own to replace only the amount of fuel used during the rental period. When the pre-paid fuel option has not been selected travelers should always fill the gas tank of their rental car before returning it to the rental agency to avoid significant refueling charges.
Car Rental Accident Reporting Procedures:
In the event of an accident during a business related rental period, the CDK traveler, without admitting guilt, must –
- File a Police Report
- Obtain insurance information from all parties involved
- When exchanging insurance information, CDK travelers should provide the car rental agency insurance information, name and contact information of the car rental agency and rental confirmation number listed on the rental agreement to any affected third parties involved in the accident (rental agreements are typically found in the glove compartment of the rental car).
- Notify the car rental agency and complete an Accident Claim Form as soon as possible.
If the accident involves serious injury, death or may result in a lawsuit, the employee must also notify CDK Risk Management and their CDK Manager as soon as possible.
Employees should contact their Human Resources Business Partner if they incur medical expenses associated with a car accident while on a business trip. Employee health benefits apply in these cases.
Secondary coverage – In the event a non-preferred car rental company was used and/or insurance was declined, but the rental was paid for utilizing an individual personal or central corporate card account, the travelers personal auto insurance may be the primary coverage. Regardless, employees must contact CDK Risk Management in the event of an automobile accident.
Meals – Employees will be reimbursed for the actual costs of breakfast, lunch and dinner. Although it is not intended to be a per diem allowance, employees will be reimbursed up to the daily limit amount shown below, excluding gratuities, but not more than the actual amount
incurred by the employee.
Breakfast Daily Guideline Lunch Daily Guideline Dinner Daily Guideline Daily Limit US $ Equiv $10.00 $10.00 $25.00 $45.00
- In-town meals are permitted when working on a weekday for a minimum of ten hours, employees may be eligible for reimbursement of one meal for the actual expenses incurred up to the defined limits above and pre-approved by a manager.
- Lunch is permitted when an employee is required by their management to work through lunch, i.e., training, special projects, on a weekend or holiday.
- Dinner is permitted when an employee is requested by their management to work late, i.e., when the employee has worked over ten hours.
Gratuities/Tips should be customary, reasonable and commensurate with the services provided, but not to exceed 20%. Gratuities are to be included in the meal expense amount in the CDK Online Expense System.
Entertainment -Employee Meals – Meal guidelines, per employee, are as follows:
Entertainment – Employee Breakfast Entertainment – Employee Lunch Entertainment – Employee Dinner Meal guideline per employee – US$ Equivalent within North America $25.00 $25.00 $35.00
A complete list of all attendee’s names, title and relationship to CDK must accompany the expense reports when submitting for reimbursement.
Telephone and Communications – If a wireless phone is required for business purposes, employees are encouraged to participate in the CDK Corporate Paid Wireless Plan and should refer to the CDK Mobile Device Policy. Per the CDK Mobile Device Policy, employees participating in the CDK Corporate Paid Wireless Plan must submit an International Travel Form prior to any planned international travel to request an international calling and/or data plan be set up for the duration of the business trip.
Reimbursement to employees participating in the CDK Individual Expense Wireless Plan is capped at U.S. $65 per month and should be submitted monthly via the CDK Online Expense System. Any remaining balance above the maximum is considered a personal liability and will not be reimbursed.
Internet Access - Reimbursement of occasional Internet usage from an employee’s home is prohibited. Home-shored employees should follow the appropriate Home-Shore Policy & Procedures.
Group Travel - When ten or more employees are travelling together to the same destination or when travel requires more than ten hotel rooms or when an external event supplier agreement is required the CDK Meetings & Events Policy guidelines will apply.
See the CDK Meetings & Events Policy or the designated CDK Meetings & Events supplier for guidance and support on sourcing, contracting with third party event suppliers and managing external meetings and events.
Non-Employee Travel - When booked through CDK Travel, whether online or offline, the designated CDK Travel Agency will charge the hosted CDK airline travel expense to a central business travel account (“BTA”) and charge back to the authorized CDK cost center.
Any other travel arrangements made for an authorized non-employee hosted by CDK that cannot be centrally billed but instead are charged to the non-employee’s individual credit card or paid by cash or other method should be submitted to CDK as part of an invoice for their services and expensed in accordance with CDK accounts payable and procurement procedures.
CDK employees may pre-pay hotel and ground transportation expenses on behalf of nonemployees on their CDK T&E Card, and submit for reimbursement via the CDK Online Expense System or utilize an authorized CDK “Event” card account, reconciled through CDK Finance.
Any direct billing arrangements with hotel, ground transportation and other travel suppliers must be pre-approved by the CDK Global Corporate Controller or CDK Global Treasurer.
ARI POLICY GUIDELINES
Scope and applicability
The ARI Policy guidelines must be read in conjunction with the CDK Global Policy guidelines and must be read as minimum requirements. This policy is applicable to all CDK employees. Any exception to these rules is only allowed in case of statutory, local requirements. (Ref appendix for all specific country rules that deviate from the CDK ARI/Global T&E-policy)
CDK Online Expense System – Valid receipts, that support the validity of the expense claim, should be submitted with the expense report for all expenses.
CDK T&E Cards
T&E Card Liability
The CDK T&E Card is a combined liability for all enrolled CDK ARI employees and CDK and is linked to the personal bank account of each CDK ARI employee. Employees will be reimbursed for legitimate, valid and approved business and entertainment expenses charged to the CDK T&E Card.
Lost/Stolen CDK T&E Card
It is imperative to report immediately any lost or stolen CDK T&E card. Failure to report a lost or stolen card could result in personal liability for charges. Local Country specific procedures should be in place to cover these situations.
CDK T&E Card – Inactivity
If a CDK T&E card is inactive for a period of 1 year (12 consecutive months), the respective employee will be notified that the CDK T&E Card account will be discontinued unless indicated otherwise.
Company Car Expenses
Only on exceptional basis, some expenses relating to “Company Cars” can be claimed through the ARI Online Expense System:
- Fuel/Gas when dedicated “Company Fuel Card” not accepted by fuel provider;
- Oil Refill required by the normal use and outside scheduled maintenance;
- Small fixes and repairs required outside of scheduled maintenance.
Employees should refer to the ARI Company Car Policy for more information.
Use of Low Cost Airlines
If a low cost airline is not available through the CDK designated Online Travel System or Travel Agency, an associate may use an Internet booking source to book the airfare. This selection must be the lowest logistical cost as defined in the policy.
Hotels & Lodging
Employees should select accommodations based on the lowest logical cost. Consideration should also be given as to where CDK has a strategic hotel partner and CDK’s preferred rates are available.
On-Premise Meals & Entertainment
A CDK event is considered catered if food is brought into a CDK facility for more than one CDK Employee, CDK client, CDK Business Partner, or outside service provider and working through lunch. This expense type is used primarily for business meetings or training sessions and is typically direct billed to CDK. This expense type is therefore not relevant / out of scope for this policy and T&E Expense Claim and Reimbursement.
Direct Billing of T&E Expenses
Direct billing of T&E expenses is not permitted. Direct billing is defined as the process of having individual employee T&E business expenses invoiced directly by the supplier to the respective CDK ARI Country / Company, instead of billing / charging to the individual employee.
General business expenses such as CDK / Client / Group events, meetings, seminars, training, demos, catering, equipment rental, year-end events, etc. are covered by separate ARI Procurement and/or specific ARI Country Purchasing Policies and Guidelines and are not covered under this Policy.
Business Communication Expenses
Communications shall always be made using the cheapest available option. Wherever possible, calls shall be made from CDK Regional / Country Offices.
A number of CDK ARI Employees are eligible to “Company Mobile Phones and Services”, based on Local Country Specific programs, conditions, regulations and requirements. This covers all mobile phones / smartphones / PDA’s / Data Wireless Cards / Internet Access / Home based lines / Communication Subscriptions provided to the eligible employee during the duration of their employment with CDK.
The basis (initial and/or recurring) costs of all these equipment and subscriptions are typically covered via dedicated company direct billing and is therefore not covered under this Policy.
A number of additional or related “Business Communication Expenses” can however be claimed through the CDK Online Expense System:
- Business justified fixed phone expenses not billed directly to the company, i.e. necessary telephone calls from hotel and to be itemized on hotel bill;
- Business justified mobile phone expenses not billed directly to the company;
- Business justified Broadband / Internet costs not billed directly to the company, i.e. Broadband / Wi-Fi Access from hotel and to be itemized on hotel bill;
- Business justified communication equipment that cannot be organized through direct billing to the company – Limited use only and required approval from respective Country Finance
All these business expenses shall be made by charging the CDK T&E Card of the respective ARI employee, where accepted.
Reimbursable vs. Non-Reimbursable Reference Guide
Only legitimate and authorized business related travel and entertainment expenses that are incurred while carrying out CDK Global business are reimbursable. The following are common examples of expenses that are eligible for reimbursement and those that are not. This list, applicable to all CDK Employees, is not intended to be exhaustive and should be used as guidance only.
|All business related airline, ground transportation and lodging expenses||All personal expenses|
|Meals and entertainment within specified guidelines||Credit Card late charges|
|Airline change fees||Personal credit card fees|
|Airline stand-by fees||Credit card reward program fees|
|Upgrade fees to Premium Economy for International flights scheduled for greater than 7 hours||Transaction fees from travel agencies other than CDK Travel and CDK Travel partners|
|Baggage fee for one bag. Additional fees may be reimbursed if additional baggage is used to carry CDK documents and/or equipment essential for the business trip||Personal guest travel and related expenses when not specifically required or requested by CDK|
|Tips/gratuities – commensurate with the services provided (excessive tipping may not be reimbursed, at manager discretion)||Additional personal travel insurance|
|Foreign transaction fees incurred when CDK T&E Card not accepted||Charitable contributions – refer to the CDK Charitable Contributions policy|
|Laundry and dry cleaning when business trip is longer than 5 nights or when trips are extended unexpectedly||Airline upgrade fees|
|Business related phone calls and reasonable personal calls||Airline frequent flyer fees and taxes|
|Business related fax, copy and mail services||Airline Club membership (unless preauthorized)|
|Visa & Passport processing fees associated with CDK business travel||Violations, including parking and all traffic violations|
|Parking & toll fees||Hotel room upgrades|
|Laundry and dry cleaning when business trip is 5 nights or less|
|Personal use and grooming items, e.g. clothing, toiletries, reading material, haircuts, shoeshine and manicures.|
|Hotel mini-bar charges|
|Hotel health & fitness club charges|
Key Contacts – US/Canada
|Emergency & Medical Assistance||International SOS CDK Global Membership No: 11BYCS092970||1-215-942-8226||http://www.internationalsos.com/|
|CDK Online Travel System (Online booking, reservation questions and site navigation)||Concur (American Express)||1-855-431-6993 (Available 24/7)||https://www.concursolutions.com/home.asp
Initial Password: welcome
|CDK Travel Agency||American Express Travel||1-855-431-6993
International Call Collect
|CDK Online Expense System & Support||Concur||1-866-995-4700||https://www.concursolutions.com/home.asp
Initial Password: welcome
HelpMeIT@cdk.com or open an eHelp
case from CDK Employee Portal
|CDK Online Travel & Expense Systems Training||Concur||Concur T&E Site Training|
|CDK T&E Card Issuer (Lost or stolen cards)||American Express||1-800-528-2122 (US/Intl)
Corp Card Support:
Key Contacts - ARI
|Emergency & Medical Assistance||International SOS
+61 2 9372
+44 (0)20 8762
+65 6338 7800
|Issuer (Lost or stolen cards)||local AMEX website for appropriate contact number.||http://www.americanexpress.com/|