Scope
Getty Images’ Vendor Travel & Expense Policy represents the minimum standard that Vendor must follow when incurring or seeking reimbursement of business-related expenses. All Vendor expenses must be pre-approved in writing by Getty Images to be eligible for reimbursement. Vendor should exercise good judgment and reasonable business choices when incurring expenses on behalf of Getty Images.
Vendor is entitled to reimbursement of pre-approved, qualifying travel expenses incurred while traveling on authorized Getty Images business. All travel expenses should be kept at the lowest possible level consistent with effective conduct of business.
Submission of Expenses
Itemized expenses should be submitted on a timely basis under an appropriate invoice with original receipts and a level of detail necessary to review such expenses as associated with the related Getty Images business, including a copy of the Getty Images written pre-approval for such expenses.
Air Travel
Coach class is required for all air travel. Vendor is required, wherever possible, to book airfare at least 14-days in advance of travel date to take advantage of the lowest rates. Travelers are expected to book the lowest logical airfare (i.e. non-refundable tickets). Any fares requested that are either not in compliance with policy or significantly higher priced will be rejected for reimbursement.
Vendor may elect to use personal mileage programs to upgrade their business travel, however this is at the Vendor’s expense and the fee or mile equivalency is not eligible for reimbursement.
Getty Images permits frequent flyer benefits to accrue to the Vendor, however, this cannot drive the choice of airline.
Hotel Accommodations
Hotel accommodations shall be standard rooms. Getty Images has established preferential arrangements with certain hotels. Travelers staying a week or longer must obtain long-term stay accommodations and/or discounts whenever possible. Vendor may check with Getty Images Procurement in advance of booking to determine hotel availability at Getty Images preferred rates for both short-term and long-term stays.
Ground Transportation
Ground transportation is generally limited to transit (e.g. rail, bus, subway), taxis, car rentals, car shares and shuttle services. Car rental delivery fees are not reimbursable. When traveling internationally, please consider contacting a local Getty Images office for assistance in arranging the most cost effective ground transportation.
Taxis or car shares may be used to get to and from airports when it is cheaper than driving and parking at the airport. Limousines are prohibited.
Getty Images will reimburse Vendors at the standard rate established by the IRS for mileage incurred in a personal vehicle for ordinary and necessary business travel.
Car Rental
Vendor may use Economy automobiles or the next higher grade of vehicle if necessary to accommodate the number of travelers.
Parking at Airport
Airport parking facilities are to be utilized only if it allows for the most cost-effective method of transportation to the airport.
Meals
Getty Images will reimburse Vendors for the reasonable actual cost of their meals while traveling for Getty Images authorized business. Reimbursement is for the Vendor’s meal only; meals for spouses or companions while traveling are not reimbursable.
Tipping
Gratuities are often a necessary part of business travel, and Vendors should observe reasonable customs when tipping. Excessive tipping will not be reimbursed.
Expense Eligibility
The following is a partial list of travel expenses which are NOT eligible for reimbursement:
- Movies and other entertainment
- Laundry
- Gym and spa
- Parking and traffic tickets
- Excessive tips
- Boarding Fees for Pets
- Childcare Fees
- Traffic or Parking Tickets
- Frequent Flyer Program Fees
- Personal Reading Materials
- Any personal items lost, stolen or damaged while traveling on Getty Images business
Minimum Documentation
All business expenses must be supported by original receipts.
For air travel, Vendors must submit travel itinerary, ticket stubs (i.e. boarding pass) and proof of payment on their personal credit card to be reimbursed. For hotel expenditures, a detailed, original hotel bill must be submitted. Hotel charges must be itemized by type of expenditure (i.e. room, tax, room service meals, etc.).
Business meals must be individually accounted for. Tips are to be charged with the respective activity (i.e. tips on meals are included as part of the meal).
Foreign Currency Conversion
It is the responsibility of the traveler to ensure that all foreign travel expense reports are converted from foreign currency to the currency in which the traveler is to be reimbursed. Vendor should use The Wall Street Journal or other major newspaper for exchange rates.