Expenses incurred for overnight incidentals such as newspapers, laundry/dry cleaning and home telephone calls are reimbursable business expenses on trips where employees are away from home. The maximum amounts available for reimbursement of these sorts of expenses are detailed in your local country Travel and Expense Policy addendum. Receipts should be obtained and submitted with any claim for reimbursement.

Reasonable tips for porters, baggage handling or similar services are reimbursable business expenses.

Out-of-pocket purchases for office supplies (stationary, postage) while traveling are generally reimbursable expenses provided that they are bona fide business expenses.

Charges for business-related wireless internet connection in the hotel room are reimbursable. Wireless internet connections at “hotspots,” including those on airplanes, are reimbursable. Expenses relating to internet, or broadband services at an employee’s home are not reimbursable unless they have the pre-approval of the appropriate Business Leader.

The following types of personal expenses will generally not be reimbursed:

• Personal Items: Employees will not be reimbursed for personal items such as clothing, haircuts, drugstore items, personal reading material, the theater, or other personal amusements.
• Damage to Personal Items: Damage to or loss of personal items such as cameras and jewelry that are not required for business purposes are the responsibility of the employee, and should be covered by personal homeowners’ or supplemental insurance
• Damage to luggage or briefcases caused by normal wear and tear is non-reimbursable.
• Business Gifts/Flowers: Gifts to employees are prohibited, except for lifecycle events, which we consider to be, but not limited to – weddings and births. For lifecycle events, one gift per event from the Company (i.e. not per employee) up to USD150 is allowed. Please consult with your line-manager or HR representative if you are unsure of what constitutes a life-cycle gift in advance of making any purchases. Gifts for retirement must be coordinated through the Human Resources department. Corporate spend for the commemoration of an employee’s service to the Company upon their departure should be minimal and approved by your line-manager before an event occurs. Any gifts should be clearly classified as either “staff” of “non-staff” (“non-staff” discussed below) Gifts in Concur and details of the recipient, the nature of the gift and the event should be provided.
• Gifts & Donations to other than employee or employee related events need to be pre-cleared by the NBCUI Legal & Compliance Team. Please refer to International Business Travel & Entertainment Policy (Section I) for additional information related to Gifts & Business Entertainment.
• Recognition related to an employee’s performance should be processed through the Company’s GEM website. It is not appropriate to use your Corporate Card for these types of expenses.

Other non-reimbursable expenses include, but may not be limited to the following:

• Social or Club Membership dues
• Airline Club Memberships
• Baby-Sitter Fees
• Sightseeing Expenses
• Child or Pet Care
• Movies/ entertainment while staying in hotels on business travel

Any non-reimbursable personal charges incurred on the Corporate credit card must be flagged as such on the expense claim in Concur (mark “Personal Expense (do not reimburse)” tickbox), and the employee must reimburse these costs to NBCUI. Note that once you identify an item as personal, that the amounts will need to be remitted to NBCUI. You will receive an email notification of a Support Central form which includes NBCUI’s bank information so that employees can wire amounts that are owed.

These types of personal expenses are strongly discouraged but may occur in certain circumstances, for example movies purchased in a hotel during a business trip. Employees are expected to minimize these types of expenses and should take care not to use the Corporate credit card for solely personal transactions. Employees who use their Corporate credit card for personal use more than three times in a given year may have their card suspended. If an employee needs to use the Corporate card for personal expenses during business travel to avoid financial hardship (e.g. if personal credit card has been lost or stolen) this needs to be reported to the employees line manager and HR as soon as possible. Failure to reimburse costs within 30 days of the date of the expense may result in the Corporate credit card being blocked and may also result in disciplinary action, up to termination.

Employees will generally not be reimbursed for items that can be ordered through established vendors and paid through the Accounts Payable Department unless there are extraordinary circumstances. One such circumstance would be if the vendor requires immediate payment directly from the employee.

The preferred method for paying for this type of expenditure is through Company Pcards. Refer to the P-card Policy for further detail.

The costs of medical expenses as a result of accident or injury while on business travel will be covered under Comcast’s business travel insurance. Vaccinations required for business travel will be reimbursed by the company. If you’d like to find out more about coverage in your territory, please contact your local HR administrator.