Hotels make up a big chunk of the cost of travel. That’s why we need to do a few simple things to make
sure we get good value. And it starts with our global hotel program. Our relationships with Preferred
hotels (found on the global travel site under Global Travel Tools) offer us discounted standard rooms:
book them as early as possible, at the same time as air or rail bookings, through the same travel agent.
To help get the best rate, here are some rules of the road:
• A standard room must be selected. Suites and other room upgrades at an incremental cost to MDLZ
are not permitted.
• Domestic stays should be no more than 2 nights. Longer stays require your manager’s approval
before you travel.
• Preferred hotels must be selected first where available. Most MDLZ office locations will have
negotiated rates with suitable hotels in the area. We also will negotiate global rates with selected
hotel chains. It is important to use the preferred hotels so that we can get the best rates in the
future.
• When visiting a MDLZ office location, if the negotiated rate is not available at the preferred hotel,
stay at the next closest preferred hotel that shows availability for standard rooms. If you book a non preferred
hotel, there is a rate cap for hotels in each location. Expenses above this capability will not be
reimbursed without your manager’s approval.
• You can choose a non-preferred hotel if it’s cheaper overall (i.e. including breakfast, internet and
ground transfers) when compared to the lowest rate at a nearby preferred hotel. But please highlight
this to Global Travel Services as it helps us negotiate better future rates.
• Avoid “no show” charges by following the cancellation policy for the hotel. This can be found on the
online tool, the global hotel directory, or by asking the travel agent. MDLZ will not reimburse you for
a “no show” unless the cause is business-related and approved by your manager.
TRAVELING THE MDLZ WAY
HIGHLIGHTS
DID YOU KNOW?
The Art of
Telepresence
Fantastic ideas always
travel everywhere, our
wonderful people don’t
always have to. So, by
making the effort to
travel less our
negative impact on the
environment reduces.
PAGE 3 OF 20
• Always book business
travel using your
corporate card.
AIRFARE
• Always book restricted
and non-refundable
tickets.
• Book Economy (coach)
for flights less than 5
hours in the air,
excluding stopovers or
delays.
• Book 14 days in
advance for all air
travel.
• Maximum 6 trips to the
same destination per
year.
HOTELS
• Maximum two night
stay for domestic trips.
• Must stay with a
preferred hotel where
available.
MEALS
• Note the daily meal
cap for each location
you visit.
LAST REVIEWED 12/21/2015
EFFECTIVE FROM 1/1/2016
VERSION 1.5
• Always pay the hotel bill with a corporate card (where available) and request that the company
name and address are put on the bill. Local tax can often be reclaimed.
• If you are traveling to a location with no preferred hotel, for example to an external conference or
seminar, you may choose a suitable hotel. Book 3 or 4 star hotels at a reasonable low price.