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Travel Management Overview

Travel Management Overview. Why a Managed Travel Program?. Mission Statement Enable BIOTRONIK/MSEI travelers to have a safe, cost effective, comfortable and productive business trip. Duty of Care Responsibility of BIOTRONIK/MSEI to know where you are traveling and that you are safe.

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Travel Management Overview

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  1. Travel Management Overview

  2. Why a Managed Travel Program? • Mission Statement • Enable BIOTRONIK/MSEI travelers to have a safe, cost effective, comfortable and productive business trip. • Duty of Care • Responsibility of BIOTRONIK/MSEI to know where you are traveling and that you are safe. • Volume discounts for air, car and hotels • Provide travelers with a high level of service and comfort at the lowest possible cost. • Reduces overall travel expenses.

  3. Where to find Travel Page

  4. Central Point for all Travel Information Travel Policy Travel Agency Contacts Log in for Concur Travel & Expense Link for Travel Test Web Check-In Preferred Vendors: Hotels Airlines Rental Cars Ground Transportation

  5. How do I Book Travel? Once you pass the travel policy test, please register with Travel & Transport and complete an on-line traveler profile. You must communicate and receive authorization in advance from your manager. Book with Travel & Transport Preferred agency that manages all business and meetings related travel for BIOTRONIK/MSEI. All air/car/hotel reservations must be booked through “T&T” or expenses will not be reimbursed. Option to book with agent for complex itineraries or through Concur Travel (on line booking tool or mobile app) for simple itineraries.

  6. Which Airline Do I Fly? Preferred carriers Always choose lowest logical airfare and book 14 days in advance. International itineraries require the president’s approval! Ancillary Fees Checked bags Food & Beverage In-flight entertainment – NO! What about cancellations? Contact travel agency to cancel the flight prior to flight time. Airfare can be reused within one year of cancellation.

  7. What About My Car? Hertz is preferred! #1 Gold Club Membership Mid-size car What about ancillary charges? NeverLost, Insurance, Upgrade Refuel option, Satellite Radio Accidents do happen… File a police report & obtain a copy Notify Car Rental Agency Advise Corporate Operations & complete an Incident Report within 72 hours

  8. Portland Transportation If you are staying 4 days or longer in Portland: Education and headquarter visits to Lake Oswego Use Avion town car service from Portland to Grand Hotel Hertz car rental will be waiting for your group at the hotel (1 car for 3 students/visitors). Return rental car to Hertz location at PDX airport. Arrange flight times/ride share with fellow attendees back to the airport. For Downtown Use Blue Star Shuttle, located at airport, no reservation needed. For Physician visits Sales rep should reserve Hertz car at airport. Meet physician at airport and accompany to hotel & BIOTRONIK offices.

  9. Where Should I Stay? Always choose preferred hotels Lake Oswego: The Grand Hotel Portland: Hotel Monaco & the Sentinel Hotel Cities where there is not a preferred hotel? Choose a 3 diamond/star rated hotel (Courtyard, Hampton Inn, Holiday Inn, Radisson) Refer to AAA for hotel ratings Resorts are a no-go! National agreements with: IHG brands: Crowne Plaza, Holiday Inn, Holiday Inn Express, Staybridge Suites & Candlewood Suites. Best Western International

  10. What Can I Expense at a Hotel? • Room and Tax • Ancillary Charges? • Meals, rooms service • Parking • Tips • Laundry/Dry Cleaning - NO • In room phones - NO • Entertainment -NO • Cancellations • Remember to cancel your reservation at the hotel if your plans change. If you don’t, you will end up with a “no show” charge that you will be personally responsible for.

  11. Other Travel Options • Airport Parking • Find lowest cost parking facility • Company will reimburse up to $25 per day. • Train travel • Travel & Transport books all train travel too! • Please consider this in areas with extensive service • Northeast corridor in the US, Europe

  12. What About? Tolls/EZ Pass Reimbursed after the expense is incurred for company business. Traffic violations Responsibility of employee, not reimbursable. Car wash, oil change, repairs, detailing…NO! Not reimbursable.

  13. Questions??? Sherri Horwedel, Travel Manager Sherri.horwedel@biotronik.com 503-451-8170 Amanda Hulse & Amy Mukhin Expense-accounting@biotronik.com 503-451-8151

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