Climate Contract Playbook Edition 3
211
8. Expenses Policy: sustainable business travel, overnight accommodation and client entertainment 8.1 Reducing business travel wherever possible is an important part of our plan to achieve our Net Zero Target. The world today is the most connected it has ever been and the coronavirus pandemic has demonstrated that it is possible to achieve our financial targets without the need for face-to-face meetings. Whilst we understand that it can be important to meet clients in person to build rapport, especially at the outset of a business relationship, we encourage you consider whether you can meet your clients – new or existing – ‘virtually’ as default. 8.2 Where is it necessary to travel for business purposes, you must consider both the cost and the carbon footprint of your journey and chosen method of transport (which may not be the easiest or most convenient form of travel available). For example, we do not expect you to take a taxi when there is public transport available [Consider COVID related policies] , unless it is cost effective due to a significant saving of journey time or the number of staff travelling together. When a taxi is the only viable option, electric or hybrid providers should be chosen over petrol and diesel vehicles where possible. 8.3 We will reimburse the reasonable cost of necessary business travel provided you have obtained approval of your journey, its cost and method from the Sustainability Team in advance. This will require you providing a justification for the business travel which is acceptable to the Sustainability Team. 8.4 The Sustainability Team may refuse to approve your journey at its discretion or may impose conditions such as requiring you to travel by an alternative means (for example by train rather than domestic flight). 8.5 If it is not possible to obtain advance approval from the Sustainability Team, for example in the case of an urgent meeting convened on short notice, you will subsequently be required to provide a justification for the business travel which is acceptable to the Sustainability Team and show that it was undertaken at a reasonable cost and method in order to claim back your expenses. 8.6 If your journey requires an overnight stay, we will reimburse your reasonable out-of-pocket expenses for overnight stays provided you have chosen an accommodation provider approved by the Sustainability Team. 8.7 As part of a business journey, you may entertain actual or prospective clients only where your proposal and an appropriate budget has been agreed in advance with your line manager. Wherever possible, you should opt to entertain at restaurants and bars which have been approved by the Sustainability Team (for example, those who use organic or local suppliers). Our employees are expected to choose vegetarian or vegan options from menus and you will not be able to claim for your own meal should you wish to eat a meat dish. 8.8 Every business journey you undertake will be recorded on our internal system. Your annual performance review may include consideration of the journeys that were undertaken during the previous year to ensure you are not unnecessarily travelling for business purposes and otherwise following the letter and spirit of our business travel policy.
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