T&E and Business Entertainment Policies

Policy Highlights

If you have been entrusted with a company paid credit card, the card is NOT to be used for personal expenses.  The purpose of the card is to facilitate business payments only.  Albeit, we encourage the partial allocation of charges as personal when appropriate.  For example, paying for a movie at a hotel which is not an allowable expense and you didn’t have time for a revised invoice.  Or you go out to dinner and order an expensive bottle of wine- the difference should be allocated as personal).

If an error did occur and a personal charge was made; please mark the item as “personal” in Concur and submit a check promptly to NBCU.  (Do not pay Citibank directly).  If the corporate card is used inappropriately for more than three times in a rolling year, your card will be suspended.  To reactivate your card, your manager must send an email to travel.admin@nbcuni.com with this request.

All employees are expected to fly coach within the continental US.  If a flight is US originated and travels overseas than the flight is eligible to be upgraded one class of service.  If the flights are originating or landing in the UK or other countries where British Airlines or Virgin Airlines (America/Atlantic) have flights available; those carriers must be used and the upgrade is to premium economy.  If you are allowed to fly other than economy, please contact your local HR person if you have questions or email travel.admin@nbcuni.com.

  1. First Class travel on AMTRAK is strictly prohibited.  If there is a business reason to request an exception, please contact the NBCU Travel team.

  2. All managers should review expense reports timely and thoroughly.  Review should include looking at required receipts and checking that expenses submitted are proper and reasonable.

  3. When renting from Hertz for business you must submit (scan) the receipt into CONCUR.   Remember to decline the insurance and decline satellite radio.  All employees are entitled to complimentary Gold Status by enrolling through Concur.  If using Hertz for personal reasons you are entitled to the Corporate rates but you must pay for the insurance.

  4. Hotel receipts are required.  The detailed receipt must be submitted in Concur. For US based travelers, if the hotel is located OUTSIDE THE US then the ORIGINAL PAPER receipt must be mailed to the Travel Dept.  This hotel bill should have your name, addressed to NBCUNIVERSAL with a work address (not home) and be a proper VAT receipt which shows a VAT number.

  5. Hotel phone use is not allowed (not reimbursable).

  6. Gifts – gifts must be under $250 and in accordance with the gift policy.

  7. Gift cards are not allowed (not reimbursable).

  8. Movies are not allowed (not reimbursable).