VENDOR AND CONSULTANT TRAVEL & EXPENSE POLICY
PURPOSE: To establish procedures that must be followed by vendors or consultants who travel on behalf of Tempur Sealy International, Inc. and its subsidiaries (the “Company”).
- ADMINISTRATIVE RESPONSIBILITY. All vendors or consultants seeking coverage of travel or other expenses by the Company are responsible for following these procedures. The Company will reimburse vendors or consultants for reasonable and necessary expenses incurred while traveling on approved company business. The Company will not reimburse expenses that are considered lavish or extravagant.
- REIMBURSEMENT PROCEDURES. Expense reimbursement requests and related receipts will be submitted to the Company in accordance with the invoice payment procedure set forth in the vendor’s or consultant’s contract with the Company.
- TRAVEL REQUESTS
- a. Requests for domestic travel must be approved in advance by the Company representative with whom the vendor or consultant is working before booking the travel.
- b. Requests for international travel must be approved in advance by the EVP of the division with whom the vendor or consultant is working before booking the travel. The Company representative assigned to the project will seek such approval on behalf of the vendor or consultant.
- METHOD OF PAYMENT. Travelers are expected to pay for all travel expenses and other incidentals with a vendor company credit card, personal credit card or cash. Receipts must accompany requests for reimbursements of all expenses.
- PERSONAL AUTOMOBILE USE.
- a. A vendor or consultant wishing to use a personal automobile in lieu of air travel or rental car should discuss the situation with the Company representative assigned to the project. The Company allows for mileage reimbursement at the current IRS standard mileage rate. The vendor or consultant is required to record their mileage and show:
- Date of trip
- From and to locations
- Purpose and distance traveled.
- a. A vendor or consultant wishing to use a personal automobile in lieu of air travel or rental car should discuss the situation with the Company representative assigned to the project. The Company allows for mileage reimbursement at the current IRS standard mileage rate. The vendor or consultant is required to record their mileage and show:
- ALLOWABLE EXPENSES
- a. Hotel. Only the room expense and associated tax are reimbursable, and receipts must be provided.
- b. Personal Meals and Entertainment Expenses. Vendors and consultants are expected to exercise reasonable professional judgment in expenditures for meals while traveling on Company business. Meal expenses must always be reasonable, and receipts must be provided.
- c. Parking Fees and Toll Expenses. Reasonable parking fees and tolls paid by vendors and consultants will be reimbursed when receipts are provided.
- d. Airport parking. Travelers should use “Long Term Parking” for trips expected to last 2-5 days or longer. Remote or “satellite” parking must be used on trips longer than 5 days (if available).
- e. Tips. Reasonable tips for bellhops, porters, meals and taxis will be reimbursed. Tips for meals, taxis, etc. are to be included with the cost of these items. Restaurant tips reimbursed to 15%.
- MISCELLANEOUS
- a. The Company does not authorize the piloting of private airplanes for business purposes.
- b. The following are considered personal expenses and will not be considered for reimbursement:
- Club Room membership
- Extra flight insurance
- Parking and traffic violations
- Commuting between home and regular office
- Costs incurred by failure to cancel travel or hotel in a timely fashion
- Evening or formal wear expenses
- Haircuts and personal grooming
- Personal entertainment expenses including hotel pay-per-view movies, social activities, and related incidental costs.