WAMU-Insight Guide_v6 0 - Lead Docx - 9-30 Tlf

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Lead Expectations

For the Chase/Washington Mutual Conversion

Chase/Washington Mutual Conversion

This document is PROPRIETARY and CONFIDENTIAL and may not be duplicated, redistributed, or

displayed to any other party without the expressed written permission of Insight Direct USA, Inc. Phone: (800) 888-5390 – 444 Scott Drive, Bloomingdale, IL 60108

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Revision History

Revision Number Revision Date Summary Of Changes Editor

001 5/2/2009 Initial version Mike Baird 001.1 5/11/2009 Expense content changes Jodi Rice 001.2 5/11/2009 Expense content changes Kim Matheny 001.3 5/12/2009 Quality Edit Mike Baird 001.4 5/13/2009 Merge Mike Baird 001.5 6/14/2009 Final Edits Denise, Stacy, Kim, Jodi




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Table of Contents Table of Contents .......................................................................................................................................... 3 Roles and Responsibilities ............................................................................................................................. 6

Lead Role .................................................................................................................................................. 6 Lead O/S Role ........................................................................................................................................... 6 Specialist Role .......................................................................................................................................... 6 Specialist O/S Role ................................................................................................................................... 6 Early Specialist Role…….…………………………….……………………………………………………………6

Escalation Procedures ................................................................................................................................... 8 Important numbers/e-mail addresses ............................................................................................................ 9 Expectations ................................................................................................................................................ 10

Attendance .............................................................................................................................................. 10 Hourly Requirements ............................................................................................................................... 10 Attire ........................................................................................................................................................ 10 Identification ............................................................................................................................................ 11 Professionalism ....................................................................................................................................... 12 Project contact information ...................................................................................................................... 12 Conversion day start time and duration ................................................................................................... 12 Required check-in ................................................................................................................................... 13 Required check-out ................................................................................................................................. 13 Insight time tracking ................................................................................................................................ 13 Insight mileage and expense tracking ..................................................................................................... 13

Travel expectations ..................................................................................................................................... 14 General travel information ....................................................................................................................... 14 Flight accommodations ........................................................................................................................... 14 Hotel accommodations ............................................................................................................................ 15 Car rental ................................................................................................................................................ 15 Insight time reporting instructions ............................................................................................................ 17




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Expense Reimbursement Policy .................................................................................................................. 18 Provisions ................................................................................................................................................ 18 Business Travel Insurance ...................................................................................................................... 18

Reimbursement Procedures ........................................................................................................................ 19 Paying for Corporate Travel .................................................................................................................... 19 Reporting and Responsibility for Expense Reports ................................................................................. 19 Receipt Requirements & Insufficient Documentation .............................................................................. 19 Travel Advances ...................................................................................................................................... 20

Automobile Travel ........................................................................................................................................ 20 Mileage Allowance, Parking Tolls, Public Transportation ........................................................................ 20 Personal Automobile Usage .................................................................................................................... 20

Rental Cars .................................................................................................................................................. 22 Refueling and Other Miscellaneous Charges .......................................................................................... 22

Lodging ........................................................................................................................................................ 23 Preferred Vendor Lodging ....................................................................................................................... 23 Personally Owned Lodging ..................................................................................................................... 23 Meals ....................................................................................................................................................... 24 Telecommunications - travel related ........................................................................................................ 24 High Speed Internet Access .................................................................................................................... 24 Laundry and Dry Cleaning ....................................................................................................................... 24 Gratuities ................................................................................................................................................. 24

Appendix A: Examples of Non-reimbursable Expenses ............................................................................... 25 Expense Reimbursement Request Form issues ..................................................................................... 27

Missing and illegible receipts .............................................................................................................. 27 Insight prepaid expenses .................................................................................................................... 27 Mileage ............................................................................................................................................... 28 Per diem ............................................................................................................................................. 28 Revised Expense Reimbursement Request forms .............................................................................. 29

Expense Reimbursement Request Instructions for Agency Employees ...................................................... 30




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Agency Employee Reimbursable Expenses Section ............................................................................... 30 A. Per diem ......................................................................................................................................... 30 B. Mileage ........................................................................................................................................... 30 C. Fuel, Parking, Baggage Fee, and other expenses ......................................................................... 32

Submitting your Expenses Reimbursement Request forms .................................................................... 32 Sample SVF ................................................................................................................................................ 33 Expense Reimbursement Request forms …………………………………………………………………..……..33




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Roles and Responsibilities

Lead Role • Manage expectations • Manage team, issues, and escalations • Contact Specialist(s) via phone (not email) to advise of conversion day meeting location and

activities • Communicate team status to Insight Leadership • Ensure all peripherals are installed and functioning properly • Ensure MICR printer is setup properly • Ensure old assets are properly prepared for disposal shipment

Lead O/S Role • The Lead Over Staff (O/S) role performs all Lead role activities; however, is flexible to move to

different locations when and where the project demands

Specialist Role • Breakdown workstations and prepare assets for disposal • Connect new devices to workstations • Connect TCDs • Setup MICR printer

Specialist O/S Role • The Specialist Over Staff (O/S) role performs all Specialist role activities; however, is flexible to

move to different locations when and where the project demands

Early Specialist Role • Stage peripherals • Label serial ports/cables • Label MFD and MICR Printers




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• Pre-cable • Breakdown workstations and prepare assets for disposal • Connect new devices to workstations • Connect TCDs if Talaris Technician is not scheduled • Setup MICR printer




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Escalation Procedures




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Important numbers/e-mail addresses

Point of Contact: Phone/Fax Number: E-mail Address:

Insight Command Center Phone: (888) 525-3106

Fax: (480) 760-9966

[email protected]

Carlson Wagonlit Travel Phone: (800) 478-4889 NA

Hotel check-in issues Phone: (614) 456-2103 (before 5 PM EST)

Phone: (614) 214-5810 (after hours)

NA

Expense Reimbursement for Arizona Fax: (480) 760-9465 [email protected]

Expense Reimbursement for California Fax: (480) 760-9466 [email protected]

Expense Reimbursement for Colorado Fax: (480) 760-9467 [email protected]

Expense Reimbursement for Nevada Fax: (480) 760-9468 [email protected]




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Expectations

Attendance You must arrive onsite 15 minutes before your scheduled time. It is critical you make it to each scheduled site, because there is not a backup in place. We are relying on you. The branch has made special arrangements to have someone stay onsite for this, so we must make it onsite.

Hourly Requirements The hours you are required to work depends on the individual branch. The hourly requirement will be sent to you via the Site Verification Form (SVF). To view a sample SVF, see “Sample SVF” on page 33.

Attire The attire for this project is “Business Casual”. This means a Dockers type of pant and polo or button down shirt. DO NOT arrive on-site wearing tee-shirts, muscle shirts, halter or tank tops, shorts, jeans, cargo or sweat pants or you will be dismissed to change clothing. Wear comfortable shoes because there is a good amount of walking required. NO TENNIS SHOES, flip flops, slippers, or work boots. Remember, first impressions are everything and very important.




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Identification You will receive a Chase project ID card (.pdf file) via e-mail, along with your SVF and CMS ticket. Make sure you print this ID card and take it to every site. Failure to have your ID may result in you not being allowed access to the site. In addition, have photo identification, in the event the branch wants additional confirmation. Sample ID Badge:




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Professionalism You are representing Insight while onsite. Present yourself in a professional and courteous manner when dealing with the staff and managers. As you are arriving onsite during banking hours, make sure all interactions with banking personnel and any customers are done in a professional manner. Do not use inappropriate language while onsite. Use of inappropriate language will result in your dismissal from the project. You will be working onsite after hours at the branch. You may be given access to your location prior to branch closing.

Project contact information Insight Command Center (ICC) E-mail: [email protected] Office: (888) 525-0232

Conversion day start time and duration Off-site meeting time: The Lead and Specialists must meet at the destination location 4 hours before leaving for the branch Onsite time: Schedule CMS time




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Required check-in Call into the BCDS number indicated on the Site Information Sheet. Notes:

• BCDS numbers are different based on site • Use the bank branch phone when calling in and not your cell phone

Required check-out Call into the BCDS number indicated on the Site Information Sheet. Notes:

• BCDS numbers are different based on site • Use the bank branch phone when calling in and not your cell phone

Insight time tracking You will receive a daily Insight CMS ticket and SVF for each site via e-mail. On the SVF, record your time and the Specialists’ time onsite. You are being paid for 8 hours, regardless of the time you spend onsite. However, if you do not submit the SVF to Insight, we will not be able to provide your time to your agency or the Specialists’ time to his/her agency, thus you or the Specialists will not get paid. For your Specialists, record mileage over 60, and any tolls or parking fees and fax prior to departing the site to the number listed on the Mileage Reimbursement Request Form. Note: Your expenses as Lead must be turned in on the Expense Reimbursement Request Form.

Insight mileage and expense tracking Insight reimburses mileage at the rate of $.55 per mile for every mile traveled in excess of 60 miles per day. All mileage must be recorded on the Mileage Reimbursement Form and submitted with your Expense Reimbursement Request Form. Insight also reimburses for reasonable parking and tolls. This should be submitted on your Expense Reimbursement Request Form. Receipts must be submitted with your request form. For more information on submitting expenses, see “Reimbursement Procedures” on page 19.




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Travel expectations Important: The following expectations only apply to the Leads that are required to travel as part of the project.

General travel information • Insight Project Manager approves any/all travel accommodations • Insight’s travel agency contacts you directly to make travel arrangements • Major credit card (VISA, Master Card, and American Express) is required (not a debit card) • Travel accommodations may include coordinating flight arrangements, hotel stay, and/or car rental • Travel with a photo ID (valid driver’s license for security purposes) • Must be a minimum age of 25 to rent a car • Meal allowance ($40 per diem) • No receipts required for meals (regardless of how much you spend you will be reimbursed for $40

per day) • No alcohol beverages are reimbursed

Flight accommodations • Insight’s travel agency coordinates and prepays all flight arrangements • Send travel change requests to the following e-mail address: [email protected]

Note: Include your training site in the Subject heading. • Arrive at the airport no later than 2 hours prior to your departure time

Note: If you miss or change your flight, then you may be responsible for any expenses related to purchasing another flight.

• Any issues during your travel with your air or rental car, contact Carlson Wagonlit Travel at 1-800-478-4889

• Travel mileage “To/From” the airport is reimbursable at $.55 per mile (if travel exceeds 60 miles roundtrip)

• Cab fare is reimbursable




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Hotel accommodations • Incidental charges are any changes above room and tax. There is an incidental charge at check-in

that will be applied to your credit card. This incidental charge amount will be held against your card until you check out at which time your card will be reimbursed.

• Major credit card (VISA, Master Card, and American Express) is required (not a debit card) • Insight’s travel agency coordinates and prepays all hotel accommodations

Important: Even though your hotel is prepaid, you must provide your hotel receipt or Insight will hold your reimbursable expenses. If the front desk cannot provide a hotel receipt at checkout, then get the manger’s business card and attach it to your Expense Reimbursement Request Form.

• Any hotel check-in issues, call 614-456-2103 before 5 PM EST and 614-214-5810 after hours • During training, you are required to room with another Lead • A $40 per diem applies • Hotel receipt/invoice is required to be submitted with the Expense Reimbursement Request Form

or Insight will hold your reimbursable expenses (do not put meals on hotel receipt/invoice) • Insight prepays room rates and associated taxes only • Additional charges to the rooms are not reimbursed (i.e. movies, mini bar, etc.)

Car rental • Insight’s travel agency coordinates and prepays all car rental accommodations

Important: Even though your car rental is prepaid, you must provide your car rental receipt or Insight will hold your reimbursable expenses.

• Must hold a valid and active drivers license • Decline the extra auto insurance with the rental company (do not sign up for the extra insurance). • Do not alter the car rental reservations. If you upgrade your rental car, then you will be responsible

for paying the entire invoice. • Purchase fuel for the car and fill up before returning the car to the rental company (gas receipt

required) • Do not fill up at rental company gas pumps • No mileage reimbursement will be given to a Team Lead with a car rental




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• Must be able and of age to rent a car (25 yrs)




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Insight time reporting instructions • Team Leads are required to complete Insight Expense Reimbursement Request Form for

reimbursement of travel expenses • Team Lead hours worked each day are recorded on the SVF (record military time 15 minute

increments) • Mileage, parking, and toll fees (if any) are recorded on the Insight Expense Reimbursement

Request Form • Signatures are required each day on the SVF • Fax the SVF to the ICC at (480) 760-9925




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•

Expense Reimbursement Policy

Provisions All expenses submitted for reimbursement are subject to review and audit.

Business Travel Insurance If you are travelling and receiving per diem, Insight provides two types of plans, at no cost, to ensure you are covered when traveling on company business. For details regarding AIG Business Travel Accident Insurance and ACE Travel Medical Insurance Plan, see the Insurance for Business Traveler document.




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Reimbursement Procedures

Paying for Corporate Travel Air Fare: ALL airfare will be booked for you. All air is billed directly to the Insight account. You should include copies of the airfare receipt or itinerary with your expense reports. A copy of the boarding pass must also be included in the expense report. Car Rental: ALL car rentals are arranged for you and prepaid. Car rental is billed directly to the Insight account. You should include copies of the rental car receipt with your expense reports. Submit the actual bill you receive when you return the car. Do not submit the “Estimated Charges” bill. Hotel Charges: All hotel bookings are made for you. Direct Bill is used as often as possible. When Direct Bill is not available, other arrangements are made so you do not have pay for the hotel stay. Hotel bookings are billed directly to Insight whenever possible. You should include copies of their hotel folio with your expense reports. Upon checkout, review the hotel receipt/invoice to make sure the hotel did not change your credit card. Often times hotel rooms are shared; only one Teammate should report the hotel stay on their expense report. If you are not the Teammate with your name attached to the room, note on your expense form the name of your roommate.

Reporting and Responsibility for Expense Reports Regardless of who prepares and enters the expense data, the Teammate reporting the expenses must review the report for accuracy and is ultimately responsible for the data submitted and for submitting receipts. Any Teammate submitting a fraudulent expense report will be subject to disciplinary action, up to and including termination. Managers who consistently approve non-reimbursable expenses will also be subject to disciplinary action, up to and including termination. Line items rejected for reimbursement will be returned to you and are eligible for resubmitting once policy guidelines are followed.

Receipt Requirements & Insufficient Documentation This project requires ALL receipts, regardless of amount for reimbursement. The receipt must include an itemized list of the services/items purchased. Various small expenditures must not be aggregated and reported as one item in the expense reimbursement system. There will be no meal reimbursement for this project as a per diem is provided to you. All receipts must be taped to an 8.5"X11" sheet of paper with the total amount on each receipt circled. Print your name in the corner of the 8.5”X11” sheet of paper. If receipts are not submitted in the proper format, they are returned to you to be reformatted and resubmitted. If a required receipt is not submitted, the expense is rejected. The expense may be resubmitted in a later period if accompanied by the appropriate receipt or explanation with




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appropriate manager’s approval. AP reserves the right to short pay/no pay submitted expense reports that do not conform to policies stated in Method of Reimbursement. Insight requires you to conform to Company and Internal Revenue Service requirements in order to obtain expense reimbursements. For an expense to be allowed as a valid Company business expense, you must substantiate all of the following:

• Amount of the expense

• Items expensed (detailed listing, not just charge card receipt or invoice summary)

• Date and place incurred

• Company Name, Insight US department and number of attendees, including company affiliation and title (Jennifer’s Dress Shop, Jennifer Seaboldt, VP Sales, SouthEast Mid-Market team, 13 ppl) T&E will be rejected if names, including company affiliation and title, are not included for any event or meal expense. Use “self” if only one person.

• Business purpose of the expense (e.g., discussion of VOIP) You must document the above information (including vendors) in the fields provided in the expense report forms. If space is insufficient, full documentation must be included with the receipts. A monthly statement (e.g., corporate card statement) is not an acceptable alternative for an original receipt when an original receipt would normally be available. In instances when a receipt is lost or is otherwise unavailable the Lost Receipt policy must be followed. Lost or Missing Receipts – In the event a required receipt cannot be produced by the traveler, the following approval process must be followed:

• You must call establishment (hotel, car rental, etc.) to attempt to replace the receipt

• You should e-mail your Project Manager with the itemized details regarding the expense This would include establishment and items purchased.

• Your Project Manager replies to the e-mail in writing with approval of the expense

• You should submit an e-mail chain as receipt replacement at time of T&E processing

Travel Advances Company policy prohibits cash advances.




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Automobile Travel Any fines incurred by you while renting a vehicle or driving your personal automobile while on Company business is your responsibility. Traffic tickets issued as a result of Driving While Impaired may result in disciplinary action up to and including termination.

Mileage Allowance, Parking Tolls, Public Transportation Out-of-town travel may entail the use of taxis, buses, or other public transportation to go to and from the airport or for movement around a metropolitan area. Cities differ in the types of cost-effective transportation that they offer for transportation to and from airports or around the city. You should choose the type of transportation that other similarly situated local business persons would use. Reasonable transportation costs will be reimbursed.

Personal Automobile Usage Expenses for traveling distances outside your normal commute distance between home and work location is reimbursed at the IRS standard business mileage rate. When a personal automobile is used for transportation to an air or rail terminal, only the mileage incurred in excess of normal commute (60 miles round trip) is reimbursed. Insight reimburses reasonable parking costs and tolls when it is necessary for you to travel by personal or rental vehicle (leased or owned) for business purposes. Automobiles should not be parked for extended periods at air or rail terminals unless the combined cost of mileage and parking is less than other practical and available public transportation costs. Where practical, two or more Teammates should travel in the same vehicle when going to the same location.

• Insurance Coverage You are required to maintain personal automobile insurance coverage equivalent to state minimums in which you reside, if used in connection with Company business.




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Rental Cars Insight has preferred rental car suppliers. Fleet discounts and rental insurance programs have been negotiated through Hertz and National. The Project Management Team is required to use these preferred vendors to maximize the cost savings from these programs. The Project Management Team is required to use the least expensive of these suppliers unless the supplier is not available in a particular city or airport location, the contracted supplier has no cars available, or you are using a non-participating location of a preferred supplier which does not recognize the Company’s master agreement. When renting a vehicle domestically through Hertz or National, you shall decline all additional insurance. Appropriate insurance coverage is included in the rates of the Company’s preferred rental car suppliers. Insight has obtained vehicle accident coverage in the event that participating National or Hertz vehicles are unavailable. Therefore, you should NOT purchase the Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) when renting from either a non-preferred supplier or a non-participating location of a preferred supplier.

• Accident Procedures If you are involved in an accident and the vehicle is damaged, or if the vehicle is vandalized or stolen, the rental company and local police must be notified immediately. Failure to notify both the rental car company and the police may negate some or all of the insurance benefits covered in the Company agreement. Always request a copy of the police and accident report. Keep all reports and paperwork from the incident in addition to the original rental agreement. Notify your Project Manager immediately. Disciplinary action is taken up to and including termination in the event that the alcohol or other controlled substance was a contributing factor in a Teammate being involved in an accident.

• Optional Insurance Coverage Charges for Optional Personal Effects insurance (PEI), Personal Accident Insurance (PAI), and Liability Insurance Supplements (LIS) are considered personal expenses and will not be reimbursed.

• Permissible Car Types You will be provided an Economy Class rental car. Do not alter the car rental reservations. If you upgrade your rental car, then you will be responsible for paying the entire invoice.

Refueling and Other Miscellaneous Charges Rental car company charges for refueling the car upon return are very expensive. You must refuel the car before returning it. Miscellaneous charges, including but not limited to satellite radio, ski racks, GPS systems, car seats, and cell phones are personal expenses and are not reimbursable by the Company. Your rental car may be Plate Pass enabled. When driving through toll booths, do not use the Plate Pass lane. Plate Pass changes are not reimbursed. Drive through the manned booths and pay the tolls. Receipts are required for reimbursement.




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Lodging

Preferred Vendor Lodging You will be booked for standard hotel rooms (i.e., no suites) at preferred hotels at the lowest available rate. When preferred hotels are not available, you will be booked at hotels that are reasonable in cost. You are required to share rooms wherever possible. Gender is taken into consideration when determining roommates. All hotel accommodations should generally remain below $119 per night. Hotel rates exceeding $200 per night require manager approval. All hotel accommodations are booked on your behalf through CWT utilizing preferred hotels at negotiated corporate rates. Reservations are made without regard to incentive programs. Unnecessary fees should be avoided by reviewing cancellation and early check-out policies when booking and by complying with those policies. Reimbursable lodging includes the reasonable cost of a room and related taxes. Meals, telephone, and other expenses included on the hotel bill should be separated from the room and tax portion of the hotel bill. Only room and tax will be paid by Insight. All other incidentals (meals, mini bar, telephone charges, etc.) will not be reimbursed by Insight. You must decline any upgrades offered by the hotel if it will incur any additional cost.

Personally Owned Lodging You will be reimbursed in the amount of $25 per night when utilizing lodging owned by a friend or family member. This is only applicable if it is in place of a hotel. You will not be reimbursed if you stay in your local area. There is no receipt requirement for this reimbursement; however, the name and address of the owner must be provided.




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Meals Transient business travel policy provides $40 per diem, per day. Note: This is only applicable for overnight travel.

Telecommunications - travel related You are required to carry a cell phone.

High Speed Internet Access The Company reimburses the actual cost of high speed Internet access from public areas up to a maximum of $10 per day while traveling for Insight business and when utilized for business purposes.

Laundry and Dry Cleaning Allowed for 7 nights stay - The Company reimburses reasonable amounts of laundry and dry cleaning costs, only if the out-of-town assignment is seven or more consecutive nights. You must seek independent establishments outside of the hotel facilities to minimize costs when the length of an assignment requires the regular use of laundries.

Gratuities Gratuities paid while out of town on business are reimbursed based on reasonable actual amounts spent. Gratuities are normally identified separately when paid to bellmen or airport porters. Gratuities for meals and taxis are normally included in the expenses for these categories. The following are reasonable gratuities by category above and beyond personal expense: Luggage assistance: $1 per bag Taxi rides: 15% - 20%




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Appendix A: Examples of Non-reimbursable Expenses • Thefts of personal property from an automobile, office or home office being used on Company business (this

expense should be covered by your personal insurance) will not be reimbursed

• Moving traffic violations or parking fines are not reimbursed

• Costs incurred for out-of-policy business expenses (e.g. use of non-preferred air carriers when comparable travel is available on preferred carriers, violation of the air travel class rules) are not reimbursed

• In-room movies or video games are not reimbursed

• Laundry and dry cleaning for travel requiring fewer than seven consecutive nights away from home are not reimbursed

• Newspapers and magazines are not reimbursed

• Hotel Health Club Fees

• Car washes, oil changes, and other maintenance or repair services for personal or rental cars are not reimbursed

• Enhancements to company-owned fleet vehicles are not reimbursed

• Damage to a personal automobile used for Company business is not reimbursed

• Briefcases, garment bags, suitcases, or computer bags are not reimbursed

• Additional Travel life insurance is not reimbursed

• Unreasonably costly expenditures (e.g., expensive wines and liquors, meals at very expensive restaurants) are not reimbursed




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• Expenditures that are personal in nature (e.g., haircuts, house or pet-sitting, etc.) are not reimbursed

• Car service when the total cost exceeds the amount that would have been incurred by parking at the airport are not reimbursed beyond the cost of parking

• Meals with clients or other persons, including family members or friends that have no direct business purpose are not reimbursed over the daily maximum meal reimbursement amounts

• Substitution for meals pre-arranged and provided by the Company are not reimbursed

• Car Rental when public transportation has been pre-arranged and provided by the Company are not reimbursed

• Entertainment at adult clubs; at locations that exclude you because of race, gender, etc.; or at other locations that have the potential to reflect negatively on the Company are not reimbursed

• Annual credit card fees are not reimbursed

• Membership dues in airline clubs are not reimbursed

• Membership dues in frequent-traveler award programs (e.g., AMEX Rewards Program) are not reimbursed

• Use of Airphones




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Expense Reimbursement Request Form issues

The following sections provide some common mistakes made when submitting expenses for reimbursement. These mistakes greatly prolong the amount of time it takes to process your request and forward it on to corporate for reimbursement. Therefore, extending the amount of time it takes for you to receive your money. Read through the following. All expense requests with missing items or issues will be put aside while the ones that are done correctly are processed first. This is only fair to the Teammates that take the time and effort to submit them correctly.

Missing and illegible receipts

• Chase requires copies of receipts for all items being reimbursed. Make sure the receipts are dark enough to be read after they have been copied, scanned and e-mailed. It is worth taking the time to darken and enlarge your receipts if needed. Corporate may disallow reimbursement of illegible receipts.

• Once you have copied your receipts, write the line # on your request form beside the corresponding receipts.

• If you share a hotel room or Hertz car rental with another Specialist, only list it on the Specialists Expense Reimbursement Request Form whose name it is in. For example, if Joe and Dick share a room and the hotel bill has Joe’s name on it, then the bill should only be on Joe’s expense request.

• Insight Prepaid Expense receipts, see details in the second bullet below.

Insight prepaid expenses

• Insight Prepaid Expenses include airfare, hotel rooms, and Hertz car rentals. Even though these items are not being reimbursed to you, they still need to be listed on your Expense Request Form for tracking/costing purposes. Receipts for these charges must be submitted or Insight will hold all of your reimbursable expenses.

• Receipts must be submitted for these items. Your itinerary is your receipt for your airfare. Make sure you get a receipt when checking out of the hotel and after you return your rental cat to Hertz. Do not submit the Estimated Charges bill they give you when you pick up your rental car - this is not the true cost of the rental. Note: Upon checkout, review the hotel receipt/invoice to make sure the hotel did not change your credit card.

• Airfare costs should be recognized in the week you flew. For example, if you fly on 4/5/09 and stay at the same location for two or more weeks, you only need




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to show the airfare on the week ending 4/11/09 expense request form.

• If you stay at the same hotel for more than one week or keep a car for more than one week, ONLY list it on the expense request for the week ending that you checked out or returned the car. Partial or estimated costs are not needed on the previous weeks. However, when submitting your expense requests for the previous weeks, make a note in the e-mail stating that you are keeping the same car or staying in the same hotel until the next week. Therefore, there is no receipt with this request.

Mileage

• If you are traveling within your local area and driving your personal vehicle, then you will be reimbursed for all miles driven in excess of 60 miles per trip. Insight considers the first 60 miles a normal daily commute and reimburses for miles over 60. A trip consists of leaving your home, driving to your sites and coming home. Therefore, if you return home every night, you would deduct 60 miles from every day’s mileage. If you drive to a site, stay there in a hotel for the week while driving to various sites, and then drive home at the end of the week, you would deduct 60 miles from the entire trip. Effective 4/1/09: fill out and submit the new Mileage Reimbursement Form for this portion of your reimbursements.

• When you receive mileage, you do not receive reimbursement for gas. Gas is covered in your mileage reimbursement.

Per diem

• Per diem is paid for overnight travel only and covers the cost of your meals. You do not receive per diem if you are returning home at night. You do not need to submit meal/food receipts since you are given a fixed $40 per day. It is your choice if you wish to spend more or less money on your food. Regardless of what you spend, you will be reimbursed the daily rate.

• When submitting your per diem for reimbursement: 1. All techs will receive $40 per day per diem regardless of what city visited with this project. 2. Indicate the number of days on the form.

For example, if you flew out on 3/5/09 and flew back on 3/9/09 you would input five days of travel. Do not input your own reimbursement. The calculation from the spreadsheet must be used.

Note: If your itinerary, hotel, or car rental bills do not match the number of days you listed as traveled, then it will be changed it to the correct number of days. If there’s a reason you should get more days per diem than your receipts show, explain it in your e-mail.




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Revised Expense Reimbursement Request forms

• If after submitting your expense request you realize you forgot to include something, do not resend that request without explaining that this is a Revised request.

• Forgotten items can be added to an additional expense request. List the proper date and city that corresponds with the receipt. In the Expense Purpose column add the note – lost receipt found or something along those lines.




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Expense Reimbursement Request Instructions for Agency Employees WaMu Conversion Weekends

The following are step by step instructions for filling out your Expense Reimbursement Request form. Follow these instructions completely and write legibly to insure a quick and accurate processing of your reimbursement. All expense requests with missing items or issues will be set aside while the ones that are filled out correctly are processed first. This is only fair to the Specialists that take the time and effort to submit them correctly! 1. Two Expense Forms Required: Fill out 1 Expense Reimbursement Request form for your week of training.

A second form is required for your 2 week stay at your Chase location. 2. Expense Periods: Request forms are to be filled out with Saturday being the first day and Friday being the

last day of the expense period. 3. Specialist Information Section: Fill out this section completely. Include your e-mail and phone number so

we may reach you with any questions or issues with your expenses. 4. Insight Prepaid Expenses Section:

a. Insight Prepaid Expenses include your airfares, hotel rooms, and Hertz car rentals. Even though these items are not being reimbursed to you, they still need to be listed on your expense request form for tracking & costing purposes.

b. Receipts must be submitted with your request forms for these items. Your itinerary is your receipt for your airfare. Make sure you get a receipt when checking out of the hotel and submit it. When submitting the Hertz receipt, make sure you get one when you return the car and submit that one. Do not submit the Estimated Charges bill they give you when you pick up the car. This is not the true cost of the car rental.

c. You may receive anywhere from 1-3 airplane tickets for this project. List the $ amount of each ticket on line #1 going from left to right. Your first request will include your flight to get you to training. It may also include your flight taking you to your Chase location. This will depend on the date of your flight. If you fly by Saturday include it on your first request form. If you fly after Saturday, include it on your second request form.

d. Hotel and car rental invoices are listed on lines #2 and #3. Be sure to submit the final invoice with your request forms. Do not submit partial invoices.




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Agency Employee Reimbursable Expenses Section

A. Per diem 1. Per diem is paid for overnight travel only and covers the cost of your meals. Per diem is

reimbursed with the 1st and last day of your trip being paid at 75% of the daily rate since these are travel days and not actual work days. The per diem rate is $40.00 per day. And should be listed on line #4 only, not individual lines for each day.

2. Enter the number of days traveled on line #4 under “Per Diem Enter # of Days”. Take the number of days times the $40.00 daily rate. Put the total $ amount to be reimbursed in the Total Receipt column on line #4. For example, if you flew out on 3/5/09 and flew back home on 3/9/09 you would input 5 days of travel and $200.00 on line #4. You do not need to submit meal/food receipts. Note: If your itinerary, hotel, or car rental bills do not match the number of days you listed as traveled, Insight will change it to the correct number of days. So if there is a reason you should get more days per diem than your receipts show, tell Insight why in your e-mail.

B. Mileage 1. When you are traveling within your local area and driving your personal vehicle you will

be reimbursed for all miles driven in excess of 60 miles per trip. Insight considers 60 miles a normal daily commute and reimburses for mileage over 60 miles. A trip consists of leaving your home, driving to your sites and coming home. Therefore if you return home every night, you would deduct 60 miles from every day’s total mileage. If you drive to a site, stay there in a hotel for the week while driving to various sites, and then drive home at the end of the week, you would deduct 60 miles from the entire trips’ total mileage.

2. Log your departure and destination name and total miles driven on the Mileage Log. Submit this along with your expense request. In the “Mileage: Enter the total # of Miles” column on line #5, list the total number of reimbursable miles. Next take the total number of reimbursable miles times .55 to calculate the $ amount to be reimbursed to you. Put the total reimbursable $ amount in the Total Receipt column on line #5. For Example: Columbus OH to Indianapolis IN, 250 total miles driven. Input 190 miles in the “Mileage: Enter the total # of Miles” column and $104.50 in the Total Receipt column on line #5.

3. When you receive mileage you do not receive reimbursement for gas too. Gas is covered in your mileage reimbursement.




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C. Fuel, Parking, Baggage Fee, and other expenses 1. List fuel for rental cars, parking at hotels and onsite, airport baggage fees in the

appropriate columns. Any other reimbursable expenses can be listed in the “Other Expenses” column. Receipts must be submitted for all expenses. See your Expense Policy to verify that it’s a reimbursable expense.

Submitting your Expenses Reimbursement Request forms 1. You are ready to submit your Expense Reimbursement Request form once you have filled in all the

necessary information. The expense form can be scanned and e-mailed or faxed in. 2. Once you have copied your receipts, write the line # on your request form beside the corresponding

receipts. Chase requires copies of receipts for all items on your request form. Make sure the receipts are dark enough to be read after they have been copied, scanned and e-mailed. It is worth taking the time to darken and enlarge your receipts if needed. Reimbursement of illegible receipts may be disallowed.

3. Receipts can be scanned and e-mailed or faxed to me. If you fax them, be sure your name is on each page. 4. If you share a hotel room or Hertz car rental with another Specialist, only list it on the Specialists Expense

Reimbursement Request form whose name it is in. For example, if Joe and Dick share a room and the hotel bill has Joe’s name on it, it should only be on Joe’s expense request.

5. Expense Reimbursement Request forms are being managed by the state. Using the table below, locate the state where your branch is located and e-mail or fax your Expense Reimbursement Request form using the corresponding e-mail address or fax number.

State: E-mail: Fax:

Arizona [email protected] (480) 760-9465

California [email protected] (480) 760-9466

Colorado [email protected] (480) 760-9467

Nevada [email protected] (480) 760-9468

Note: Questions regarding W-9, background checks, paychecks, and payment timing, contact your agency. Contract employees work for their agency, not Insight. Questions? Contact Kim Matheny at [email protected] or Ian Lane at [email protected].




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Sample SVF Note: The SVF you receive will look different from the one used in this example.




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WAMU-Insight Guide_v6 0 - Lead Docx - 9-30 Tlf

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