Iconix T&E Policy Summary

Dear Iconix Team Members,

This document is only a summary of certain commonly incurred T&E expenses. For the entire document, please navigate to the HR Department section on the intranet and click on “Policies.”  Only the CFO may approve exceptions to the policies.

Area

Relevant Policy Information

Preferred Travel Provider

 Tzell Travel Group

Rick Lozano (212) 944-2121 ext. 2243

After hours: (800) 639-7934

Membership code: X840 RLozano@Tzell.com

Protravel International Inc Travel

Consultant: Janice Boyd

Direct Phone 212-409-9565

800-227-1059 x9565 Janiceb@protravelinc.com

Skylux Travel

General line: (855) 507-9770

Trips may be booked using the internet and the employee’s personal credit card; however, the Tzell or Skylux. Price quote must be attached to the T&E report

Flights
  •  Domestic: All employees – Coach class
  • International: Flights > 6 hours – Business class
  • Overnight flights and employee in office next day – Business class; otherwise, Coach class
  • Select flight based on cost; not frequent flyer program.
  • Purchasing flights at the last minute can be expensive!
  • Domestic flights >$750 and International flights >$2,500 require advance approval of the CFO or his designee
Hotels
  • Maximum rate including fees/taxes for all employees –
  • $300 (+ 25% for major cities)
  • A “Marriott” or equivalent business hotel should be considered the best option/standard
  • Preferred hotels in New York City – special rates are available at these hotels near Iconix using the links below:

Hilton Times Square, 234 West 42nd Street https://secure3.hilton.com/en_US/hi/reservation/book.htm?ctyhocn=NYCTSHF&corporateCode=N2752299

The Knickerbocker, 6 Times Square

 https://theknickerbocker.reztrip.com/ext/promoRate?property=583&mode=b&pm=true&sr=239289&vr=3&a ccessCode=N1LO

LUMA Hotel Times Square, 120 West 41st Street

https://www.lumahotels.com/special-offers/neighborhood-rate

Car Service/ Rental Cars
  • Hertz discount code: CD1789075
  • Budget discount code: CD5218015
  • Do not purchase any insurance (covered by Corporate policies)
  • It is preferable to use taxis, Uber, or Lyft for transportation to/from airports, and other venues.
Business Meals
  • Daily maximum out-of-town meal allowance is $100 (US and other); and, $150 (Europe)
  • All attendee names (Iconix/others) must be documented with the business purpose
  • Alcohol (moderate cost/consumption) is a reimbursable expense for entertaining clients, but not for employee only dinners or as part of an out-of-town meal allowance
  • For in-house catering, Events & Everyday should be used (212) 693-8368

Use common sense and prudent judgment when incurring T&E expenses. If in doubt refer to the T&E Policy, or ask your supervisor/manager. Remember – these expenses impact Iconix’s profitability.

Please see link below for the PDF file:

T&E Policy 2018 Summary