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Travel Expense
TE
Important Message
A Note from Paul Richardson, Senior VP  HR and
Tony Waggoner, Senior VP and Controller     Person
al Use of Your Corporate Credit Card   This is a
friendly reminder that your VISA corporate credit
card is to be used only for business related
travel.  If personal use is confirmed, your
corporate credit card can be suspended or
closed.  Additionally, your management and HR
will be notified and disciplinary action may be
taken, up to and including separation.   Please
be mindful of this when you use your corporate
credit card.
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Travel Expense
TE
Recent Change in Travel Expense Policy
Important Change in Disney Travel Policy Mobile
Phone Reimbursement Effective immediately thanks
to a recent change in Disneys Travel policies,
individuals are no longer required to mail or fax
receipts or cover sheets to DWSS for mobile phone
expenses if the dollar amount to be reimbursed is
under 50.00 USD, and the reimbursement is for
100 business use. Simply complete an expense
report, submit it for approval and you are done!
Should you still wish to save the trip cover
sheet for your records, please consider saving it
as a PDF file, rather than printing
it. Individuals who have personal calls on their
statement will still be required to break out
those calls using the mobile calculation
worksheet, and submit the worksheet and
coversheet to DWSS even if the dollar amount is
less than 50. The mobile calculation worksheet
can be found on the ESPN TE Help page on the Hub
_at_ ESPN TE Help Please contact Karen Rehberg on
the ESPN SAP Site Sustainment Team _at_ 860 766 2348
if you have any questions.
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Travel Expense
TE
Quick Tips and Tricks
Training Courses Available Slides 6 7
Do Not Pay Option Slide 23
Printing/Reprinting Bar Code Sheets Slide 24
Did You Know?? Slide 5
Ground Transportation Slide 22
Direct Deposit in TE Slide 8
Tips and Tricks for T E Expense Reporting
Business Meals, Travel and Snack or Per
Diem Slides 20 21
Policies Slide 9
Airline Travel Rules Slide 10
Hotel Itemization Slide 19
Corporate Travel Rules Slide 11
Credit Card Buffer Slide 18
JPMorgan Chase Pathway.Net Slide 12
Cash Advance Slide 17
Trip Payment Calculator Slide 14
Monitoring Your Expense Reports Slide 13
Expense Types Slide 15
Log-On Procedures Slide 16
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Travel Expense
TE
Quick Tips and Tricks
Did you know?
Did you know? You can access TE instructions
and HELP information by clicking on the TE
Speed Dial button from the ITK Home page?
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
6
TE
Travel Expense
Quick Tips and Tricks
Instructor Led TE Training Available

• Log on to Disney Hub
• Click on Development Connection Quick Link
• Log-in
• Click on Disney Connection link
• Search Catalog (upper right hand side)
• ESPN SAP Travel Expense
• This course is Instructor-Led
• If you have not attended this course, sign up ASAP

It is STRONGLY recommended that you attend TE
training as soon as you receive a
Corporate Credit Card !!!
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
7
TE
Travel Expense
Quick Tips and Tricks
On Line TE Training Available

• Log on to Disney Hub
• Click on Development Connection Quick Link
• Log-in
• Click on Disney Connection link
• Search Catalog (upper right hand side)
• TE (hit enter)
• Click on Online button and click on SEARCH
• Listed are the ONLINE courses available to you..
• You can review these courses from your desk

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
8
Travel Expense
TE
Quick Tips and Tricks
Are you set up for Direct Deposit in TE? For
payments of personal TE expenses, you must set
yourself up in SAP Travel Expense This is
separate from your normal payroll direct deposit
set up.

1. Log On To SAP via HUB
2. Click on Employee (ESS) - US
3. Click on Travel and Expense
4. Click on View or Update Bank Selection for
   Expense Reimbursement

5) Click on Change
6) Fill in your banking account information for
direct deposit 7) Select AP ACH (incl TE Dir
Dep) as Payment Method 8) Select Checking Acct or
Savings Acct 9) Select SAVE
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
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Travel Expense
TE
TE
Travel Expense
Quick Tips and Tricks
Walt Disney Travel and Entertainment Policy Some
policies you really NEED to know and understand
You can find the complete Travel and
Entertainment Policy by following this menu path
Disney Hub? ESPN Tab? SAP HELP? TE

• Company Policy states Personal Use of Corporate
  Credit Cards are strictly prohibited. Your VISA
  corporate card is to be used for business related
  travel expenses ONLY. Employees found utilizing
  their Corporate Card for personal use or who do
  not pay their balance in full when contractually
  due are subject to disciplinary action, up to and
  including termination.
• The Company will have access to all billing
  records and statements of each employees
  Corporate Card account and may review those
  records and statements without notice to
  employees. Use of the Corporate Card constitutes
  the employees consent to such access and review.

• Upon resignation/termination of employment, all
  Corporate Card holders must
• Cut the Corporate Card and the ATT Calling Card
  in half and discard properly
• Ensure that all charges have been submitted on a
  SAP TE expense report for payment
• Any Corporate Card activity incurred after the
  last day of work will not be reimbursed.
  Employees are responsible for reconciling and
  paying their Corporate card after termination.
  Expenses submitted more than 30 days after
  resignation/termination will not be reimbursed.
  Unpaid amounts over 180 days will be reflected on
  the employees credit report and any outstanding
  balance will be submitted to a third party
  collection agency.

Mileage The Company reimburses employees for
mileage incurred when using a personal vehicle
for necessary business travel.  Gas is included
in the mileage reimbursement, therefore you are
not to expense gas used. Please Note
Reimbursement is limited to mileage incurred
outside of your usual round trip commuting
mileage to your work location.  Employees working
in locations with paid parking, such as large
metropolitan areas, or incurring tolls in their
normal daily commute cannot submit the cost of
parking or tolls for reimbursement.
Intl Travel For tax purposes, if you travel
internationally, you must secure receipts for
EVERYTHING. Receipts are REQUIRED for
EVERYTHING.
Domestic Travel Receipts are always required
for Lodging, Mobile Phone Devices Company Owned
over 50, Miscellaneous charges and Production
Location Research charges.
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
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TE
Travel Expense
Quick Tips and Tricks
Airline Travel Rules
All employees are required to use the Company's
Travel Department to make hotel, air, and ground
transportation arrangements. Corporate Travel's
web based on-line reservation system, TraveLink,
provides numerous benefits and should be used
when requesting domestic department travel or
simple round-trip reservations.
Employees should make AIRLINE reservations as
early as possible to take advantage of advance
purchase discounts.  Airline Reservations should
be booked at least 21 days in advance unless the
circumstances do not allow for such planning.
Due to this requirement, you may be required to
create an expense report for this airline
charge(s) prior to you taking your trip.
Employees are required to use the lowest logical
airfare available.
Employees may retain frequent flyer program
benefits.  However, participation in these
programs must not influence flight selection in a
manner that would result in incremental cost to
the company beyond the lowest available airfare.
Non-refundable Tickets Exchange fees related to
changing non-refundable tickets are costly and
the exchange process is time consuming.
Therefore, it is recommended that employees
utilize non-refundable tickets when they are
confident that their travel plans will not change
or the savings is significant relative to
potential exchange fees.
Baggage Fees - Employees will be reimbursed for
reasonable airline baggage fees. Amounts should
be coded to Airfare in the employees SAP TE
expense report.
If a trip is cancelled, the employee should work
with Corporate Travel to arrange for the use of
the ticket for future travel if it is a
non-refundable ticket.  Corporate Travel will
cancel all reservations and initiate any refunds
to the Corporate Card if that was the means of
payment.  The employee will still need to submit
an expense report for the airfare credit to clear
the balance on their corporate card. The After
Hours Travel Number is 1-877-777-3974. ESPN In
House Number is 1-860-766-2283.
Air Phone and In-flight Internet Charges
Reasonable charges related to Air phone and
In-Flight internet services required for business
purposes will be reimbursed to Vice Presidents
and above, and to other employees whose business
responsibilities demonstrate such a need. Use of
the JPMorgan Chase Corporate Visa Card is
required to receive the Companys preferential
air phone rates.

• Always
• Carry valuables (jewelry, laptop computers,
  cameras, etc.) on board the aircraft.
• Carry important and/or confidential documents on
  board the aircraft.
• Clearly tag your luggage with name, address and
  phone number.
• Retain baggage claim receipts for checked luggage.

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
11
TE
Travel Expense
Quick Tips and Tricks
Corporate Travel and TraveLink Tips

• All employees are required to use the companys
  Corporate Travel Department (Corporate Travel)
  or TraveLink (Corporate Travels online
  reservation system) to make hotel, air and ground
  transportation arrangements.
• TraveLink is to be used by all domestic employees
  with a Company Corporate Card.
• TSA Regulation To comply with TSA regulation
  changes for airline travel, your TraveLink
  profile must include your date of birth and
  gender.
• TraveLink Be sure your traveler profile is
  complete and up to date with your business and
  personal information. Your profile should
  contain all relevant information including the
  following
• Name, Title, home and work phone numbers and home
  address
• Department, delivery address, SAP cost center
  number
• E-Mail Address
• Seating preferences, dietary requirements
• Corporate Card Number
• Frequent flyer numbers, hotel memberships
• Passport Information
• Emergency phone contact or mobile phone number
• To review your profile, log on to the Disney Hub,
  click TraveLink Quick Link and click on PROFILE.

• Dont have a Company Corporate Card? You must
  use the Corporate Travel Department (Corporate
  Travel)
• You can access Corporate Travel thru the HUB
  under the Personal tab.
• Click on Travel Expense

• Click on No corporate card?

• Follow the instructions on this screen

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
12
Travel Expense
TE
Quick Tips and Tricks
JP Morgan Chase and Pathway Net

• The Companys Corporate Card (Corporate Card)
  vendors are JPMorgan Chase for domestic employees
  and American Express for international employees.
  All employees who meet one of the following
  criteria are required to apply for a Corporate
  Card
• Employees who travel regularly
• Employees who frequently incur local business
  related expenses
• The Corporate Card provides a payment mechanism
  for TE expenses and is permitted for such use
  only. Use of this card for personal expenses is
  prohibited.
• The amount due on the Corporate Card is due
  within 25 days of the statement date (i.e.,
  payment due date). An account becomes delinquent
  when full payment is not received and credited to
  the account by the payment due date. JPMorgan
  and American Express will notify both the
  employee and the Company of all delinquent
  accounts.
• If the cardholder does not make payment within 60
  days of the statement date, late payment fees
  will apply. Charge privileges will be suspended
  if payment is not received within 90 days of the
  statement date.
• If payment is not received within 120 days of the
  statement date, the card will be automatically
  cancelled. Additionally, personal use may result
  in cancellation of the Corporate Card. If the
  card is cancelled, the employee cannot be issued
  another Corporate Card for a period of one year
  from the date of cancellation. After one year,
  approval to reinstate the card must be obtained
  from the employees manager, Business Unit
  Controller and Corporate Controllership.
• Late fees are not reimbursable and are the
  responsibility of the employee.

Who you going to call?? Did you lock your
password in Pathway.net?? Do you need an
increase in your credit card limit?? Call DWSS
Commercial Card gt 1-321-939-6005

• Reconciling Your Corporate Credit Card
• JP Morgan Chase provides an online service tool
  (Pathway Net) for you to view card activity and
  statements.
• Employees should reconcile their Corporate Card
  Statements each month. Reasons to do this are
• To ensure that all expenses/receipts are
  submitted for reimbursement
• To confirm that all payments have been received
• To account for all credits issued to your
  corporate Card account
• To avoid late charges, account suspension and
  account cancellation.

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
Complete instructions for accessing the Pathway
Net can be found at Disney Hub? ESPN Tab? SAP
HELP? TE ? Resources Tools
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TE
Travel Expense
Quick Tips and Tricks
Monitor/Check status of your expense reports

• It is CRITICAL that you monitor the status of
  your
• Expense Reports !
• Log on to SAP
• Click on Pending Exp Reports tab
• Change View to Standard View
• Check the Approval Status and Processing Status

Be sure to monitor your Buffer too !! You should
be able to reconcile all charges in your Buffer.
Trip Status Meaning
Trip Completed / Open The expense report needs to be submitted for approval
Trip Completed / To Be Settled The expense report was submitted but still needs manager approval.
Trip Approved / To Be Settled The expense report has manager approval, but the system has not settled it yet. The system will usually update the status to Trip Approved / Settled in the evening after it enters this status.
Trip On Hold / To Be Settled The expense report has manager approval, but receipts have not yet been received. If a few days have passed since they were submitted, it would be fine to submit the receipts again.
Trip Completed / Canceled The expense report has been canceled for one of three reasons The expense report was rejected by the approver The expense report was not approved within 24 days The expense report was approved, but receipts were not received within 45 daysIt will not pay unless it is resubmitted and all approvals are met.
Trip Approved / Settled The expense report has been fully approved and is waiting to be transferred to Accounts Payable for payment. Usually the transfer happens in the late evening or early morning after it enters this status.
Tip If you are a frequent traveler You should
monitor your Expense Reports and Buffer 2-3 times
a week. Other travelers check on a weekly
basis.
The expense report can only pay while in this status The expense report can only pay while in this status
Trip Status Meaning
Trip Approved / Transferred to FI The expense report has posted and is ready for payment.
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
14
Travel Expense
TE
Quick Tips and Tricks
JP Morgan Chase Visa When will my credit card
get paid?

JP Morgan Chase Visa - Due Dates (2011) JP Morgan Chase Visa - Due Dates (2011) JP Morgan Chase Visa - Due Dates (2011) JP Morgan Chase Visa - Due Dates (2011)

Month Cycle Begin Date Cycle End Date Payment Released to JP Morgan Chase Date
January 12/25/2010 1/24/2011 2/18/2011
February 1/25/2011 2/24/2011 3/21/2011
March 2/25/2011 3/24/2011 4/18/2011
April 3/25/2011 4/25/2011 5/20/2011
May 4/26/2011 5/24/2011 6/20/2011
June 5/25/2011 6/24/2011 7/19/2011
July 6/25/2011 7/25/2011 8/19/2011
August 7/26/2011 8/24/2011 9/19/2011
September 8/25/2011 9/26/2011 10/21/2011
October 9/27/2011 10/24/2011 11/18/2011
November 10/25/2011 11/25/2011 12/20/2011
December 11/26/2011 12/26/2011 1/20/2012


Please reference monthly statements as dates are subject to change by JP Morgan Chase. Please reference monthly statements as dates are subject to change by JP Morgan Chase. Please reference monthly statements as dates are subject to change by JP Morgan Chase. Please reference monthly statements as dates are subject to change by JP Morgan Chase. Please reference monthly statements as dates are subject to change by JP Morgan Chase.
Late Fees will be charged if payment not received by 58 days from this date Late Fees will be charged if payment not received by 58 days from this date Late Fees will be charged if payment not received by 58 days from this date Late Fees will be charged if payment not received by 58 days from this date
NOTE Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date" NOTE Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date" NOTE Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date" NOTE Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date" NOTE Expense Report must be approved by DWSS, transferred to FI by "Payment Released Date"
for payment to post on time to JP Morgan Chase for payment to post on time to JP Morgan Chase for payment to post on time to JP Morgan Chase


Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
15
Travel Expense
TE
Quick Tips and Tricks
Expense Types did you know this is the most
common error made in creating expense reports?

• Definitions for most frequently used expense
  types
• Air Travel-The expense of public air
  transportation while on company business. Also
  includes baggage fees.
• Automobile Rental-The expense of renting vehicles
  while on company business. Document No If this
  field is blank, input the Virtually There
  6-digit itinerary code assigned by Corporate
  Travel.
• Business Meals-A meal shared by an employee and
  business partner(s) to discuss business matters
  that pertain to and benefit the Company. A meal
  consumed by oneself is not considered a business
  meal and will not be reimbursed. The purpose of
  the meal is to conduct business. In SAP TE, the
  number field should be used to detail the total
  number of people in attendance.
• Travel Meals and Snacks-The expense of a meal or
  snacks consumed while traveling on Company
  business, by one or more Company employees, for
  which a business discussion was not the primary
  purpose. In SAP TE, the number field should be
  used to detail the total number of people dining.
  Employees receiving Per Diem do not expense
  personal meals.
• Per Diem Meals/Incidentals (US Only)-The daily
  allowances by TWDC for employees with Per Diem
  travel status. IRS limits apply.
• Lodging (Room Tax Only)-The expense of lodging
  while on company business. Other hotel charges
  (e.g. room service, internet connection, parking,
  etc.) can not be included in this expense type.
  In SAP TE, the number field should be used to
  detail the number of nights of lodging. If the
  Document No. field is blank, fill it with 1000.
• Mileage-When using personal, employee owned
  vehicle for business related travel. The amount
  of miles driven can be expensed. SAP calculates
  the rate based on IRS guidelines. Detailed
  mileage log is required.
• Ground Transportation-The expense of public
  ground transportation, including taxi, shuttle,
  bus or subway, while on company business. In SAP
  TE, the number field should be used to detail
  the number of trips (1 for a one-way trip, 2 for
  a round-trip fare).
• Business Calls (Non-Wireless)-The expense
  associated with making business related telephone
  calls from a land line. ATT Calling card charges
  would also be expensed in this category.
• Mobile Phones-The monthly expense associated with
  a TWDC employee cell phone or Blackberry. Only
  the business usage amounts may be expensed.
  Documentation of itemization showing the personal
  vs. business usage is required.

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
Complete list of expense types with definitions
can be found at Disney Hub? ESPN Tab? SAP HELP?
TE ? How to Guides
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Travel Expense
TE
Quick Tips and Tricks
Logging into SAP to begin a TE Expense report

• How To Log On From The Disney Hub
• Open Internet Explorer
• Enter http//itk.corp.disney.com in the Address
  Field
• Click on Disney Hub link in upper left hand
  corner
• Enter your Disney Hub Username and Password in
  upper right hand corner
• You can Click on
• SAP WORKPLACE or
• PORTAL EXPRESS
• These are Quick Links on right side of screen

• Front End Screen of SAP
• To Begin an Expense Report
• Click on ?Employee (ESS) US (this will drop
  down a menu)
• Click on Travel and Expense
• Click on Update and Submit Expense Report
• You are now ready to begin your Expense Report

• How To Log On From Citrix Metaframe
• Open Internet Explorer
• Enter http//itk.corp.disney.com in the Address
  Field
• Move curser over Disney SAP upper left hand
  corner
• Click on Citrix Metaframe
• Enter your Mainframe Username and Password
• Select NENA from Domain drop down menu
• Click on Log In
• Select SAP Work Place 710 CorpOH
• Next step, you will need to log on to Disney Hub
• Enter your Disney Hub Username and Password
• Also, if you have the SAP icon on your desktop or
  in your taskbar, you can get into SAP there.

Remember Business trip expense reports should
be completed within 7 days following your return
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
17
Travel Expense
TE
Quick Tips and Tricks
Do you need a cash advance?
Hint Make sure you are set up for Direct
Deposit in TE Cash Advances will be direct
deposited into your bank account. (Refer to
Direct Deposit Slide 8)
After logging into SAP TE, you will need to
create a New Travel Request

• After completing the trip data information,
  select Cash Advance as your activity.
• Click on Enter Advances
• Enter Amount you need for your advance.
• DO NOT CLICK ON THE CASH BOX LOCATED ON THIS
  LINE.
• Clicking on this box will stop the payment of
  your cash advance
• Instructions for creating a Travel Request/Cash
  Advance can be found on the HUB
• Disney Hub? ESPN Tab? SAP HELP? TE ? How to
  Guides
• Upon completion, your Travel Request will be
  assign a Trip Number.
• To settle this Cash Advance, you will need to
  create an expense report using this Trip Number.
• All of the information from the Travel Request
  will be imported into the Expense Report

x
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
18
Travel Expense
TE
Quick Tips and Tricks
Credit Card Buffer

• What is a BUFFER?
• The Credit Card Buffer is the repository in SAP
  of all expenses and credits posted to your
  JPMorgan Chase Corporate Visa card.
• Understanding your BUFFER
• All your Corporate credit card receipts (and
  credits too) will be in your buffer (Credit
  Card Imports).
• If you would like to display your buffer without
  opening an expense report, select the Credit Card
  Imports tab (in SAP).
• JPMorgan Chase updates these expense items on a
  nightly basis
• Policy states The credit card buffer within the
  TE system includes all merchant charges and
  credits and facilitates the completion of expense
  reports by allowing you to select items from the
  buffer without having to re-key the information.
  Another time saver is that most buffer items
  related to domestic travel can be submitted on an
  expense report without requiring a receipt.
• Using the buffer items to populate your expense
  reports along with timely filing of expense
  reports also enables you to reconcile your
  monthly corporate credit card statement more
  easily, avoiding the possibility of late charges
  that are not reimbursable by the company.

• Tips regarding your BUFFER
• You MUST pull your credit card receipts from your
  buffer when filling out your expense report.
• Credits applied to your corporate credit card
  MUST be expensed also. If your credit is for an
  expense report already processed, that expense
  report must be re-opened and the credit applied
  to that expense report.
• NEVER, NEVER attempt to delete a credit (or any
  other charges) from your BUFFER
• Wait for your credit card receipts to hit your
  buffer. Do not create/complete your expense
  report until your credit card receipts are in
  your buffer.

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
19
Travel Expense
TE
Quick Tips and Tricks
Itemization Hotel Receipts

• Itemization Tool in SAP
• Hotel Folios must be itemized to separate and
  submit expenses individually as follows
• Lodging (room and applicable tax)
• Parking
• Meals (business and personal)
• Business Calls
• Laundry
• Modem/ISDN/Fax Machine
• Business Meals
• Tips (bellman and housekeeping)
• Production Location (hotels business office
  services)
• Personal items
• (DO NOT PAY option)
• In addition
• Mobile Phone
• Business Meal
• General Business Entertainment
• Miscellaneous

• Reminder
• When expensing Lodging, you MUST fill in the
  NUMBER field with the number of nights spent at
  the hotel.
• If the Document No. field is blank, fill it with
  1000
• Provider Code Hotel name. If not listed,
  select Other
• Country/Region Must fill this field with the
  information based on where your trip is located.

Itemization tool allows you to deduct non-room
and tax type expenses from your hotel receipt
that you imported from your credit card buffer.
The calculations are done automatically in SAP.
Complete instructions on how to use this tool can
be found at Disney Hub? ESPN Tab? SAP HELP?
TE ? How to Guides
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
TIP Receipts are always required for Lodging
expenses (i.e., hotel folio).
20
Travel Expense
TE
Quick Tips and Tricks
Meals Business, Travel (Per Diem on slide 21)

• A Business Meal is a meal with other Company
  employees and/or third parties at which business
  is discussed. There must be a 3rd party attendee
  to qualify as a Business Meal.
• Company will reimburse employees for the
  reasonable and customary cost of business meals.
• Per IRS guidelines, Travel Meals and Snacks are
  meals consumed by one or more Company employees
  who are traveling on Company business with an
  overnight stay. Again, reasonable and customary
  cost only.
• Payment Protocol The highest-ranking employee
  in attendance must pay (and expense) for the meal.

• Dont forget When expensing a Business Meal,
  the following fields MUST be populated
• Number field. This field represents total number
  of people attending this meal, including
  yourself.
• Description Description of Business Meal.
• Location - Country/Region Where did Business
  Meal take place. It is critical that the
  Country/Region field be completed correctly. If
  incorrect, reimbursement could be subjected to
  federal and state income taxes.
• Business Purpose Business purpose of meal
• Participants Names of all attendees (including
  3rd party attendees).

Travel Meal and Snacks only requires the Number
Field to be populated. This number represents
the number of people in attendance.
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
21
TE
Travel Expense
Quick Tips and Tricks
Per Diem.. What is that??

• Definition of Per Diem
• Per Diem is the reimbursement for meals and
  incidentals (breakfast, lunch, dinner, snacks and
  tips) at a flat daily rate.  This eliminates the
  need for the employee to maintain receipts for
  these types of expenses.  The actual costs for
  the meals and incidentals are not reimbursed,
  only the flat rate.
• To qualify for Per Diem reimbursement, it
  requires overnight travel.
• The United States General Service Administration
  (GSA) sets the Per Diem rates.
• For U.S., Canada and Mexico, current Per Diem
  daily rate is 48 per day. This equates to
• 27 for dinner
• 13 for lunch
• 8 for breakfast
• IRS Guidelines states that on travel days (both
  departure and return), depending on time of
  travel, the Per Diem must be prorated and
  reimbursed at 75. Example if you are traveling
  in the afternoon, you are not entitled to a full
  day of Per Diem.
• 75 of the daily Per Diem rate 48 36.

When requesting Per Diem reimbursements, it is
critical that the Country/Region fields be
completed correctly. (General Data screen and
Receipts screen) If incorrect, reimbursement
could be subjected to federal and state income
taxes.
Dont forgetEnter the number of days you are
claiming Per Diem in the Number Field. You must
fill in the description field for number of days
_at_ Per Diem rate.
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
22
Travel Expense
TE
Quick Tips and Tricks
Ground Transportation Rules
Ground transportation is to be used to/from
airports for business travel. Also includes
taxi, shuttle, bus or subway. All charges for
rentals and shuttle services should be billed to
the employees Corporate Card and submitted for
reimbursement on a SAP TE expense report. The
Company will not reimburse an employee for the
rental of Global Positioning System (GPS) devices
or services.
Dont forget When expensing Ground
Transportation, you MUST populate the Number
field. The NUMBER used for Ground Transportation
is the number of ONE-WAY trips for this expense.
Also, be sure to document how many ONE-WAY trips
you are expensing and at what cost (in the
description field).
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
Reminder, Train Transportation has its own
expense type.
23
Travel Expense
TE
Quick Tips and Tricks
When do I use the DO NOT PAY Expense Type?

• TE Corporate Policy clearly states that
  Corporate Credit Cards are NOT to be used for
  personal reasons.
• The only time personal expenses may be charged to
  the Corporate Card is when traveling on company
  business.
• Personal expenses, such as in-room movies and
  health club or spa charges which appear on the
  hotel folio, may be charged to the Corporate
  Card.
• Using the Itemization tool in the TE module, you
  can remove the personal expenses from your
  lodging receipt by selecting DO NOT PAY expense
  type.
• Using the Itemization tool will allow these
  charges to be segregated from JPMorgan Chase and
  the employee will be responsible for payment.
• If the Corporate Credit Card is used by mistake
  for personal expenses, the receipt will appear in
  your Credit Card Buffer and you will need to
  remove by using the DO NOT PAY expense type.
  JPMorgan Chase will not pay and the employee will
  be responsible for payment. Never, Never attempt
  to delete charges from your Credit Card Buffer.

Itemization tool and DO NOT PAY Complete
instructions on how to use these tools can be
found at Disney Hub? ESPN Tab? SAP HELP? TE
? How to Guides
Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk
24
Travel Expense
TE
Quick Tips and Tricks
Printing / Reprinting Bar Code Sheet
Tip When submitting international expense
reports, you must mail using TE INTEROFFICE
ENVELOPES. DO NOT FAX !

1. Click on Expense Report Submission Sheet
2. Enter Trip and Click on Show Coversheet
3. Print Travel Expense Coversheet
4. If there are items showing on left side, you must
   submit receipts
5. Fax this cover sheet and receipts to 866-246-1321
6. If no items are showing on left side, you DO NOT
   have to fax anything to Disney.

Need Help? For questions regarding TE , call
Karen Rehberg at 860-766-2348 or Kathy Zurek at
860-766-2056 or email us at ESPN TE Help Desk