IHG Global Travel and Expense Policy Summary

IHG Global Travel
& Expense Policy
December 2019
Owned by: Procurement
© 2017. All rights reserved.

Contents
1 Policy Purpose............................................................................................................................... 3
2 Travel and the environment .......................................................................................................... 3
3 Compliance .................................................................................................................................... 3
4 Travel Authorisation & Planning................................................................................................... 4
4.1 Process and approval................................................................................................................ 4
4.2 Visas ......................................................................................................................................... 4
4.3 Passports .................................................................................................................................. 4
4.4 Security and Risk Management................................................................................................. 4
Travelling together....................................................................................................................... 4
High risk destinations................................................................................................................... 5
4.5 Insurance .................................................................................................................................. 5
5 Travel Booking
5.1 Air Travel................................................................................................................................... 5
Permitted class of travel............................................................................................................... 6
Wellbeing..................................................................................................................................... 6
Exception routes.......................................................................................................................... 6
Exception to policy - Class of travel ............................................................................................. 6
Frequent flyer programmes.......................................................................................................... 7
Compensation for delays ............................................................................................................. 7
5.2 Hotel reservations ..................................................................................................................... 7
Complimentary / Nominal charge accommodation....................................................................... 7
Exception to policy - Stays exceeding the City cap ...................................................................... 7
Exception to policy - Accommodation outside of the IHG brand................................................... 7
Hotel room type ........................................................................................................................... 8
Ground Transportation................................................................................................................. 8
Hotel Shuttle................................................................................................................................ 8
5.3 Car Hire..................................................................................................................................... 8
5.4 Taxi/Uber services..................................................................................................................... 8
5.5 Executive car services............................................................................................................... 8
5.6 Airport Parking........................................................................................................................... 8
5.7 Rail Travel ................................................................................................................................. 8
5.8 Personal travel / Bleisure........................................................................................................... 9
6 Managing expenses....................................................................................................................... 9
6.1 Approving manager responsibility.............................................................................................. 9
6.2 Claimant responsibility.......................................................................................................... 9

6.3 Finance BSC responsibility................................................................................................. 10
6.4 Using Personal Vehicle and Claiming Mileage.................................................................... 10
6.5 Daily Meals and Subsistence when travelling ..................................................................... 10
Meal Caps ................................................................................................................................. 10
Group Meals.............................................................................................................................. 11
Hotel expenses.......................................................................................................................... 11
6.6 Gifts and Entertainment........................................................................................................... 11
6.7 Memberships for the purpose of entertaining........................................................................... 12
6.8 Staff Entertaining..................................................................................................................... 12
6.9 Supplier Funded Travel for IHG Colleagues ....................................................................... 12
7 Other allowable expenses....................................................................................................... 12
8 Non allowable expenses ......................................................................................................... 12
9 General Expenses.................................................................................................................... 13
9.1 Charitable Donations............................................................................................................... 13
9.2 Technology and Accessories................................................................................................... 13
9.3 Gifts for Colleagues................................................................................................................. 13
9.3 Celebrate Service Week.......................................................................................................... 13
10 Meetings & Events..................................................................................................................... 14
Appendix A - Hotel and Meal Caps ................................................................................................... 15
AMER Region ............................................................................................................................... 15
Europe Region .............................................................................................................................. 15
Africa, Middle East, Asia and Australia Region.............................................................................. 16

1 Policy Purpose
Business travel and expenses (T&E) represent one of the largest spend areas that IHG employees can directly
influence and we must ensure that we adopt a consistent approach to approving & managing travel and expenses
throughout IHG.
This policy provides rules and guidelines for employees incurring expenses on the company’s behalf ensuring
that all costs incurred are necessary and reasonable and all employees conduct business in the most efficient,
effective and secure manner.
This policy covers business travel only. It is applicable to all owned / leased / managed hotel and corporate
employees of IHG and supersedes all previous travel policies. The only exception is Kimpton employees who
Must refer to the local policy.
Contractors / Contingent workers and Suppliers travelling on behalf of IHG Must refer to the Travel policy that is
attached to their respective contract.
By complying with this policy, travellers:
• Operate within the IHG duty of care parameters that have been defined and agreed ensuring well-
being for our employees
• Are visible within the IHG Risk Management programme ensuring traveller safety and security at all
times
• Contribute to the cost efficiency of IHG by supporting and maximising IHG’s ability to secure
negotiated best in class rates.
Doing the right thing underpins IHG’s entire strategy and our purpose of providing True Hospitality for everyone.
The Code of Conduct (Code) sets out the principles that help us to act responsibly and support all of us in
making the right decisions. We expect IHG colleagues to act according to our Code’s principles when on
business travel. These include IHG’s zero tolerance for human rights abuses, such as human trafficking and
sexual exploitation.
Further details of the IHG travel programmes are on the Merlin ‘’Our Travel" page
2 Travel and the environment
IHG is committed to reducing our carbon footprint. Our estate wide environmental sustainability platform IHG
Green Engage allows our hotels to track and measure their environmental footprint and provides 200 green
solutions to help them take more sustainable action. Using this, we reduced our carbon per occupied room by
15% between 2012 and 2017, and by a further 2.2% in 2018.
It’s also important that we lead by example and work to reduce our carbon footprint across our corporate offices,
and reducing our travel is one of the biggest ways we can do this. One single flight between London and Atlanta
is approximately 1.16 tonnes of carbon and this equates to 4 mature trees to offset the carbon output.
Employees must consider travel alternatives as a first option to accomplish a business task. IHG has invested
in state of the art video collaboration technology connecting our global corporate offices to reduce the amount
of physical travel required and this must be used as a first option. Travel must only be undertaken after this
has been eliminated as a viable alternative.
3 Compliance
All employees who incur expenses when travelling on behalf of IHG must comply with this policy and manage their
expenses in an efficient and timely manner. Reporting will be carried out to assess levels of compliance with the
T&E policy and continued Non-compliance of the policy will be grounds for the following action:
• Delay or withholding of reimbursement
• Reclaiming of monies from the employee for expensed items via the corporate card
• Notification of repeated violations to HR
• Disciplinary action for the employee and approving manager

4 Travel Authorisation & Planning
4.1 Process and approval
Prior to planning any trips employees must secure pre-approval for any travel plans
• All travel arrangements (with the exception of IHG Hotel reservations which must be booked via
IHG.com) must be made via IHG’s Global Travel ManagementCompany.
• Contact details of the IHG's designated Travel Management Company can be found on theMerlin
‘’Our Travel" page.
• Where an online booking tool is available, this system must be used for all simple “return” trips.
Employees will need to apply for Concur access. The Global Concur User Request form canbe found
here Concur Request form
• All T&E costs must be charged to an individual corporate card where possible. The processfor
applying for a corporate card can be found here Corporate Card request form
• Employees must plan trips and obtain the necessary approvals to ensure that all travelreservations
are made at least 14 days in advance of departure date.
• Employees must also consider the time required to obtain required travel documents such as visas
when planning business travel.
4.2 Visas
• IHG will cover the costs of obtaining a visa for the purposes of travelling on business. Thesemust be
obtained via our travel management company or through our preferred visa service CIBTVisas
• These applications must be made well in advance in order to avoid unnecessary “express visa”
charges.
• Employees must not travel into countries that require a business visa using a tourist visa.
4.3 Passports
• If an employee’s job function requires a large amount of international travel resulting in the
requirement for an additional passport for visa purposes, or frequent passport replacement prior to
normal expiry due to pages being full, they may be able to claim this as a legitimate expense.
• This is applicable on a case-by-case basis and must be pre-authorised by the relevant budget cost
centre holder.
• IHG will not reimburse the expense of renewing a passport that has expired at the normal end of
its validity.
4.4 Security and risk management
Traveller safety and security is of paramount importance to IHG and protocols are implemented to
support travellers in the event of a security crisis.
Travellers must ensure that they take commensurate security precautions to mitigate their travel
risks.
• Travellers must ensure that their personal details are maintained correctly in the travel booking
system and that reservations are made via the correct channel in order to mitigate their risk when
undertaking travel on behalf of IHG.
Travelling together
The following must be considered in terms of colleagues travelling together:
• The CEO and CFO must travel on separate flights
• The CEO must not fly with more than two direct reports
• No more than three Executive Committee members must fly together
• No more than half of any Executive Committee (EC) member’s first line reports can travel together on
the same flight
• SVPs or VPs cannot fly with more than 50% of their direct reports
• No more than 20% of any department must travel together
Any exceptions to the above must be signed off by the relevant Executive Committee member in advance of
travel.

High risk destinations
IHG seeks to ensure that employees travelling to high and very-high risk countries are aware of the risks.
Travellers are able to locate up to date country risk information via the Merlin ‘Our Travel’ page and / or the
Travel Risk sections.
All IHG travellers making reservations to a high or very-high risk destinations are required to gain pre-travel
approval from the designated level of authority within IHG as outlined below:
• Moderate risk destination – Line Manager Approval
• High risk destination – Band 3 Approval
• Very-high risk destination – Band 2 Approval
Provided bookings are completed via IHG’s chosen travel booking system, travellers to high-risk destinations
shall be alerted by email.
Travellers must ensure that they take commensurate security precautions to mitigate their travel risks.
There are some countries that IHG employee travel insurance does not cover and for which special insurance
clearance is required. These excluded territories are noted on the IHG employee travel insurance policy and
travellers must check for exclusions especially when travelling to new market countries. Contact
riskfinance@ihg.com for further information.
4.5 Insurance
IHG has a global business travel insurance policy arranged through Zurich Insurance under policy number
7049986.This policy provides coverage for all IHG employees when travelling on business and booked as per the
IHG travel policy. Non-IHG employees i.e contingent workers must arrange their own travel insurance however in
exceptional circumstances they may be considered for coverage on a pre-approved basis. Contact
riskfinance@ihg.com for further information.
In case of assistance in an emergency whilst travelling please contact Zurich on 0044 1489 868 888 or 01489 868
888 if dialling within the UK. If you need to re-arrange flights due to cancellations or delays contact your local CWT
office. Details can be found on Merlin 'Our Travel'
Full details regarding the policy and cover provided can be found on Merlin 'Our Travel'
5. Travel Booking
5.1 Air travel
All air travel must be:
• Booked via IHG’s Global Travel Management Company.
o Where an online booking tool is available, this system must be used for all simple “return trips.
o Contact details of the IHG's designated Travel Management Company can be found onthe
Merlin ‘Our Travel’ page.
• Booked at least 14 days in advance of departure date where possible.
• Booked utilising IHG and negotiated rates where applicable using the lowest logical fare
available at the time of booking in the applicable cabin class
The lowest logical fare is defined as:
Flights under 6 hours - within 2 hours of requested departure / arrival time
Flights over 6 hours - within 3 hours of requested departure / arrival time International flights must be for
a minimum duration of 3 working days

Permitted class of travel
Band Class of travel
Band 1-4
Corporate colleagues
• Travel under 6 hours - economy / coach class
• Travel over 6 hours - business class permitted
Band 5
Band 01
Hotel colleagues
• Travel under 6 hours - economy / coach class
• Travel in between 6 -10 hours - premium economypermitted
(where available) or economy / coach class
• Travel over 10 hours - business class
Band 6-8
Band 02-10
Hotel colleagues
• All travel - economy / coach class
Note: Flights over 6 and 10 hours are route specific and not flight specific. Flight duration is based on
the direct flight from origin to final destination. If there is no direct flight, then each leg of the journey must
exceed 6 or 10 hours to qualify for cabin upgrades.
Employee Wellbeing
Employees travelling on long-haul (over 6 hours) or overnight in economy / coach flights are not expected to
attend the office on the day of arrival in order to minimise traveller fatigue and ensure traveller wellbeing.
For the safety of employees, it is IHG’s strong recommendation that employees do not drive immediately after
a long-haul flight. If arriving from an economy or premium economy long-haul flight, employees must use a taxi
service or other form of transport other than driving to reach their destination.
Exception routes
Employees travelling on the below routes are permitted to fly in business class.
• Flights between Dubai and Jeddah
• Flights between Singapore and Delhi / Mumbai, that depart between 10pm and 4am
Exception to policy - Class of travel
Medical Exceptions
When there is a requirement to fly outside of Company policy on medical grounds the employee’s approving
manager must complete the exception to policy process which can be found here which will require a justification
for the exception and this will automatically be routed through an approval process. The approval process should
take no longer than 5 days from submission.
• Medical exceptions will be granted on a trip by trip basis. A medical certificate in English stating that
the employee requesting the exception is fit to travel and that their condition dictates travel in the
requested class must be sent separately to the relevant Regional HR Benefits team
Business Exceptions
When there is a requirement to fly outside of Company policy on business grounds the employee must secure
SVP pre-approval providing the following information:
Date of Travel
Route
Your permitted class of travel & the indicative cost
Your requested class of travel and the indicative cost
Business case for the requested class of travel
Should approval be given by your SVP – a copy of their email approval must be forwarded to travel@ihg.com.

The Travel team will then update CWT and will notify the traveller to confirm that they can go ahead and book
travel via their local CWT office.
Frequent flyer programmes
All IHG employees are entitled to join frequent flyer programmes and accumulate mileage and status points.
• It is permissible to use airline status (or points) for upgrading flights, providing no additional costs for
IHG are incurred.
• The purchase of a higher fare than required in order to upgrade is not permitted.
Compensation for delays
Employees are entitled to claim and retain any compensation that they may receive as a result of Airline delays
as long as this does not result in any additional cost to IHG.
Employees may also elect to be voluntarily offloaded from an aircraft when an Airline has overbooked as long
as this does not impact IHG financially or materially i.e meetings, deadlines or working hours may be missed as
a result.
5.2 Hotel reservations
All employees must stay in IHG-branded properties when travelling on business - including trips to Conferences
when the main conference venue may not be hosted in an IHG hotel.
IHG has “capped rates” per city for accommodation. These are not to be used as an allowance and it is expected
that the most cost-effective accommodation be secured. These caps can be found in Appendix A of this
document.
IHG has a negotiated Hotel Programme in place for our busiest cities, which offer discounted room rates and
added value services (differing by hotel). For all other IHG properties, IHG has implemented the Corporate Gold
programme, giving a discount from the best flex rates across our hotels. IHG Properties Must not be booked
via the travel management company but instead through the IHG hotel portal found on “Our
Travel” page on Merlin using corporate ID code: 954408789
Travellers must book the IHG Corporate Gold rate or a lower rate and not select rates which may offer additional
Reward Club Points or other benefits.
Where possible employees should stay in our leased and owned hotels if there is a corporate Gold rate available
(Note: This corporate rate may be in excess of the relevant city daily hotel cap which Must always be considered
when managing an overall Travel budget). If no corporate Gold rate is available at the named leased/owned hotels,
an executive decision will need to be made based on individual T&E budget; Otherwise, please revert to full hotel
availability based on daily hotel cap.
Employee rate must not be used when travelling for business
Complimentary / Nominal charge accommodation
When travelling to a hotel to conduct business on hotel’s behalf, it may be possible to arrange a nominal charge
or complimentary stay at the property. When this is the case, the arrangements must be made directly with the
hotel and cannot be booked via the Merlin booking tool.
Exception to policy - Stays exceeding the City cap
Travellers must obtain SVP pre-approval for any hotel stays exceeding the policy hotel cap
Exception to policy - Accommodation outside of the IHG brand
There may be occasions when there is a requirement for employees to stay outside of the IHG brand. These
instances are generally limited to:
• IHG employees who are travelling specifically to benchmark competitor services
• IHG Development employees who are travelling to remote locations where there are no IHG
branded locations in place
• IHG employees who are travelling to locations where Risk has deemed the non-branded hotel to be the
most appropriate location

Pre-approval is required for all stays off brand and must be obtained from your relevant SVP. Stays in non
IHG hotels will be audited and expenses may be rejected.
For bookings outside of the IHG brand, the applicable City cap will apply to all bookings and must be booked via
the IHG Travel Management Company.
Hotel room type
IHG employees are required to book standard rooms when travelling on business. Room upgrades are permitted
providing there is no additional cost to IHG.
Ground transportation
When selecting the method of ground transport required employees Must consider the most cost effective method
of transport is selected e.g. public transport; Uber and local taxi.
Hotel shuttle
Many IHG hotels offer a free shuttle bus service to and from IHG offices or the hotel and the airport. Where
possible and reasonable, employees must take advantage of these services if it is more cost effective than
using a taxi or car rental.
5.3 Car Hire
IHG employees may hire cars if it is more cost effective than using taxis or an executive car service. All car
hire must be booked via the IHG preferred car hire supplier wherever possible.
In order to guarantee IHG preferred rates, all car hire reservations must be booked in advance and paid for using
your IHG corporate credit card to ensure appropriate insurance coverage is provided.
Car hire Must be booked via the Travel Management Company, Global Online Booking tool or directly with our
car hire provider, Hertz, using discount code 209080.All details are listed on Merlin’s ‘ Our Travel’ page. Full
details of IHG’s global car hire provider and insurances can also be found here.
Vehicle size
If travelling alone, employees must rent a midsize / intermediate vehicle. If three or more people are travelling
together, a full-size vehicle is permitted.
Additional extras
Satellite navigation systems are an allowable additional extra. Any additional upgrades or optional extras will
be at the employee’s own expense.
Refuelling
All rental cars Must be refuelled and returned with a full tank of fuel.
Fines / Penalties
Employees are personally liable for all penalty charges relating to hire cars. This is including, but not limited
to: parking tickets, tow charges, car lockouts, speeding tickets or any driving violations.
5.4 Taxi/Uber services
Corporate cards must be used to pay for taxis wherever possible. For details such as Uber services can be found
on Merlin’s ‘Our Travel’ page.
5.5 Executive car services
IHG has preferred rates with executive car service providers in some regions and these are predominantly used
for airport transfers. Full details and booking processes can be found on Merlin’s ‘Our Travel’ page.
5.6 Airport parking
Employees Must calculate the cost of airport parking against other forms of transport such as taxi. IHG will
reimburse all reasonable airport parking costs. Discounted parking rates may be available in some locations
full details of these can be found on Merlin’s ‘Our Travel’ page.

5.7 Rail travel
Class of travel
Employees must purchase the most cost-effective standard / coach / economy fare for all rail travel.
Eurostar
When an employee is travelling on Eurostar between London / Paris / Brussels, “Standard Premier” class is
permitted. This provides a meal service and a more conducive work environment. Eurostar bookings must be
made via the IHG designated online booking tool, where possible, or IHG’s travel management company.
Exception to policy - GREATER CHINA REGION:
First Class travel is permitted on all high-speed trains. Travel in Superior or Business class is not permitted
on these services. Where possible, train tickets Must be booked directly with China Railway via www.12306.cn or
App rather than via travel agent
Exception to policy - RUSSIA REGION:
Trains between Moscow and St Petersburg only - Premium class travel permitted on SAPSAN Trains Trains
between Moscow and Nizhniy Novgorod only - Premium class travel permitted on SAPSAN Trains
5.8 Personal travel / Bleisure
Occasionally an employee may wish to combine vacation / personal time in conjunction with abusiness trip.
This is permissible providing
• The primary purpose for the trip is business
• There is no additional cost to IHG
• Personal travel does not interfere with the business objectives
• Adequate insurance is taken by the employee for the personal component of the trip
Important note: IHG’s duty of care may not extend to cover Bleisure activity. Traveller’s Must bear this in mind,
especially if personal travel and related activities incur additional personal risk.
6 Managing expenses
6.1 Approving manager responsibility
All approving managers are responsible and accountable for ensuring:
• Travel undertaken and costs incurred are necessary and all other alternatives have been
considered the travel policy has been adhered to in all aspects.
• Exceptions to the policy have been pre-approved in advance of travel by following the correct
exception process
• Pre-trip approval protocols have been followed
• Expenses fall within their delegation of authority for approval
• All employees familiarise themselves with this policy and associated procedures before incurring
any expenses
• All employees attend the relevant regional training on “How to submit / approve monthly incurred
Expenses”. Contact bsctraining@ihg.com to request details.
• There is an appropriate / valid receipt to support each expense / transaction and that all expenses
are coded to the correct expense type.
• That whenever possible all expenses are submitted once per month only (Expenses not approved
within a 60-day period will result in suspension of the employee’s corporate creditcard)
• That the Business Services Centre (BSC) team is notified immediately by the Line Manager when
an employee is leaving IHG and that all expenses are submitted and approved before the employee’s
last working day with IHG. This can be done by emailing cps@ihg.com with the subject line
Corporate Card.
• Corporate cards are returned during the employees Exit Interview and must bedestroyed.
6.2 Claimant responsibility
Employees are responsible for:
• Following the rules, guidelines and procedures within this policy
• The travel undertaken and costs incurred are necessary and all other alternatives including video

collaboration technology have been considered
• Ensuring any exceptions to the policy have been pre-approved in advance of travel by following the
correct exception process
• Exercising proper business judgement and diligence when incurring T&E related expenses. Charging all
T&E costs to an individual corporate card where possible. The corporate card is to be used for T&E
expenses only
• Complying with the terms of the IHG corporate card which they agreed to when applying for a Corporate
card i.e. using the card for IHG approved purchases only. Improper use of the card may result in
disciplinary action and IHG has the right to deduct from the employee’s salary any purchases which are
outside of policy. IHG has the right to collect any amounts owed by the employee even if they are no
longer employed by IHG and IHG may terminate the use of an employee’s Corporate card at any time
and for any reason Submitting expenses on a monthly basis (submitting multiple claims within the month
results in increased costs for IHG)
• ‘Out of Pocket Expenses’ (E.g. cash and personal credit card expenses) and corporate credit card
expenses Must be submitted in the same expense report.
• Ensuring expenses are submitted within 30 days of the transaction (Expenses not approved within a 60-
day period will result in suspension of the employee’s corporate credit card).
• Submitting ‘Out of pocket expenses’ for Line Manager approval within six months. Expenses outside of
this time period will not be reimbursed.
• Coding all expense items to the appropriate expense type.
• Ensuring all charges are supported by a valid detailed receipt which shows tax details and items
purchased. Credit card slips are not acceptable. If receipts are lost or mislaid the missing receipt
process must be followed. This can be found under the Expenses section of 'Our Travel'. Receipts are
not required for refunds as long as the IHG Corporate Card was used for both the initial charge and the
refund
• Corporate cards must not be used for personal expenses. If corporate cards are used in error the costs
must be repaid. The process can be found under the Expense section of 'OurTravel'
6.3 Finance BSC responsibility
The Finance Business Service Centre (BSC) is responsible for processing expenses and reimbursing any out
of pocket costs to employees within a reasonable time period.
Employee expense reports maybe audited by a 3rd.
party supplier in order to assess the validity of the
expenditure and compliance to policy.
For expense related assistance or queries, contact cps@ihg.com and put Corporate Card in the subject line.
6.4 Using personal vehicle and claiming mileage
When employees are using their own vehicles for business it must be pre-approved by their line manager. The
employee is responsible for ensuring they:
o Have a valid driver’s license
o Have adequate personal vehicle insurance that covers them when using the vehicle forbusiness purposes
The mileage rate employees are able to claim for using personal vehicles is published locally.
Car mileage is claimed for travelling on business and can be claimed from your place of work or home.
Car mileage is calculated by deducting your regular commute from the mileage claim.
Any employee who elects car cash allowance must claim at company car mileage rate.
Please contact the Business Service Centre (BSC) cps@ihg.com for full details.
6.5 Daily meals and subsistence when travelling
When travelling on company business, it is the policy of IHG to reimburse all costs related to food & beverage in
accordance with the Meal caps.
This is for the purpose of individual subsistence and is not related to entertainment or meetings.
Meal caps
IHG has a published list of Meal Caps by city, which can be found in Appendix A.
Note: All meals when travelling on business Must be expensed under ‘Meals’ in Concur expense
management.
Note: The Meal Cap is inclusive of tax, and tip Must be entered in the “tips & gratuity” line item when expensing.

Group meals
When two or more employees on business dine together, the most senior member of the party must pay for the
meals. The employees that were present must then be listed as part of the expense claim process. These meals
are subject to the daily Meal Cap
These meals must be expensed under “Meals” in Concur expense management.
Hotel expenses
Mini Bar
The use of the mini bar is permitted however any associated charges constitute part of the daily Meal Cap.
Hotel health club / SPA charges
The use of a hotel gym is usually free for guests. If there is a charge attached to this, it is a permissible
expense. Charges for the use of a non-hotel gym, personal trainer or spa treatments are not permitted.
Pay TV and In-room entertainment
These charges are not permitted.
WIFI
All should connect to IHG Free Hotel WIFI.
Hotel Internet Charges
Permitted for business use and discretion is required for the time periods charged i.e. 1 hour vs. 24 hours.
Laundry and dry cleaning
The reasonable use of dry cleaning or laundry is permitted if travelling for five or more consecutive nights Pressing
services are permitted.
Hotel parking
IHG will reimburse parking costs incurred from staying overnight or attending meetings at the property via normal
T&E expense process.
Cash advances from hotels
IHG does not permit obtaining cash advances from hotels using a corporate card.
Tips and gratuities
Tips and gratuities are allowable expenses and Must be in line with cultural norms. Excessive tipping must be
supported with a full explanation on the employee’s expense report and may become a personal liability. Note:
It is required that tips and gratuities are shown as separate items on an employee’s expense report
6.6 Gifts and entertainment
Gifts and entertainment include anything of value; examples include but are not limited to: watches, jewellery,
favourable terms and discounts, use of facilities and gifts in kind, tickets to cultural or sporting events, meals,
travel and accommodation. All gifts and entertainment given to, or received from, anyone who does not work
for an IHG managed hotel or IHG, must comply with the IHG Gifts and Entertainment Policy.
The Gifts and Entertainment Policy also sets out reporting and approval requirements for gifts and entertainment
over certain values. These must be complied with in addition to the normal travel and expense reporting and
approval requirements.
Note: Colleagues must not participate in and will not be reimbursed for any form of entertainment or for any gifts
that breach the IHG Gifts and Entertainment Policy.
Note: Where possible, every effort Must be made, to host business entertainment in an IHG property. When
submitting expenses for entertainment, a full explanation of the business purpose must be included within the
expense report. The date, venue, type of entertainment, attendees and business affiliation must also be clearly
identified.
Note: Business meals involving Non-IHG employees that do not correspond with standard practice in your
region/ location (i.e. the T&E meal cap for your region/ location) must also comply with the reporting and approval
requirements set out in the IHG Gifts and Entertainment Policy.

6.7 Memberships for the purpose of entertaining
Employees may not submit as a business expense the joining or annual fees for a golf / sports / country or private
members club, even if this membership is to be used for the purpose of business entertaining without the express
written authorisation of the Chief Executive Officer.
6.8 Staff entertaining
Business meals and entertaining expenses incurred solely for the benefit of IHG employees should berare and
require a full justification within the expense report.
• Team dinners should always be held at IHG properties.
• For any team / staff dinners held outside an IHG property,
• The daily Meal Cap Must be applied. These can be found in Appendix A of this document.
• The total cost for these events Must be paid for by the most senior IHG employee in attendance and
full documentation is to be provided including receipts and the names of the attendees in the
expense report along with the purpose of the entertainment.
Note: These meals must be expensed under “Entertaining - Employee” in Concur expense management
6.9 Supplier funded travel for IHG colleagues
Supplier funded travel for IHG colleagues must be built into a contract where there is a business need. Otherwise,
under no circumstances is it permitted for suppliers (prospective or existing) to incur the cost of travel and related
expenses for IHG employees. This includes but is not limited to:
• Supplier site visits
• Conferences and events
• Product sampling and inspections
This applies to air travel, accommodation, ground transportation and other related T&E. For avoidance of doubt,
any gifts and entertainment given or received must follow the requirements of IHG Gifts and Entertainment policy.
7 Other allowable expenses
Reasonable miscellaneous expenses incurred by employees on business trips are allowable expenses. Some
examples of these are:
• Baggage Handling
• Seat reservations (excluding additional leg room seats) when these are not included as part of flightcost
are permitted
• In-flight Wi-Fi
• Reasonable telephone calls
• Parking (but not parking fines)
• Toll charges
8 Non allowable expenses
Employees must use their judgement in assessing whether an expense is claimable and wholly necessary in the
execution of their business duties. Some examples of items not permitted are shown below however this is not an
exhaustive list.
Please also refer to the General Expenses below for further guidance on expenses outside of travel.
Airport business lounges
IHG do not reimburse membership fees for utilising airline or airport business lounges
Additional travel insurance
IHG provides insurance to all employees. Should additional insurance be required due to the nature or destination
of the travel, employees Must contact the IHG Risk department for advice.
Luggage and seasonal clothing
Luggage and seasonal clothing for business trips are considered personal items and will not be reimbursed.
Travelling with Family / Friends
IHG understands that employees may wish to take family / friends with them when they travel however this must
not result in additional costs for IHG i.e. meal allowance Must be used for employee only, not family / friends

Smart phone and tablet covers; laptop bags and additional accessories
The purchase of smart phone and tablet covers; laptop bags and additional accessories for employee technology
are not business purpose but a personal choice and therefore cannot be expensed to IHG
9 General expenses
In keeping with the IHG Global Travel and Expense policy, these guidelines provide employees with clear
governance surrounding spend. Whilst not every eventuality can be covered within the policy, the spirit of the policy
is for employees to be cognisant of their spending on expenses and mindful of costs to IHG. Only business needs
costs can be expensed.
9.1 Charitable donations
At IHG, our commitment to help and care for people comes naturally to a business which stands for providing
True Hospitality for everyone. With more than 5,700 hotels in over 100 countries, we are proud to be at the heart
of local communities and recognise the opportunity we have to make a real difference to others.
Through our True Hospitality for Good programme, we’re using the power of our scale and global reach to shape
a positive future for generations to come.
At the heart of our business is the belief that we have a responsibility to play our part in being a force for good in
the communities where we operate. IHG’s financial support for charities therefore focuses on two strategic areas:
• Building hospitality skills and helping those with barriers to employment into the industry.
• Providing immediate support following a natural disaster and preparing disaster prone areas for the
future.
Contributions are only made to organisations with verifiable charity status and whose ethical principles are
consistent with our Code of Conduct and who align to one of our two focus areas.
We do not support organisations that discriminate on the basis of race, religion, creed, gender, age, physical
challenge or national origin. Further detail can be seen in our Supporting our Communities policy
All charitable donations must be approved by the CR team (crteam@ihg.com)
Charitable donations are not to be expensed using a corporate credit card.
9.2 Technology and accessories
IHG provides employees with all required technology for fulfilling their job responsibilities.
The purchase of individual smart phones, tablets, or other devices for business use is not permitted using your
corporate credit card and will not be reimbursed. These items must be sourced through Global Technology.
For smart phone and tablet covers; laptop bags and additional accessories, please refer to section 7
9.3 Gifts for colleagues
Employees may provide gifts (including gift cards) to fellow colleagues as long as the gifts are in good taste,
reasonable and appropriate, and paid for by the employee and not expensed to IHG.
Gifts to employees should not be provided as performance awards. Performance awards should be provided
to employees under the approved HR programs.
Gifts or entertainment offered to or received from fellow colleagues do not need to be registered in the Gift
Register.
9.4 Celebrate Service Week
Awards in recognition of colleagues during Celebrate Service week should be processed via the Bravo system.

If however, managers would like to Celebrate Service outside of the Bravo system, a maximum amount of US$25
per person must be applied.
This amount can be utilised for a lunch, an outing or a gift card and the following guidelines should be applied:
• Centralised corporate events held in each office should be supported as the celebration for all employees
of that facility
• Any vendor sponsorship of group events is permitted to offset costs, providing the amounts remainwithin
the gifts for employee guidelines
10 Meetings & events
Meetings and conferences / events provide us all with opportunities for collaboration, planning and presentation
sessions with different stakeholder groups. However, the ways in which we plan and carry these out varies
considerably - from differing in terms of the venues we choose, to how often the event occurs and how many
people attend. Before booking or organising any Meeting or Event please refer to the Meetings & Events Policy
which must be followed.

Appendix A – Regional Hotel and Meal Caps
These are not to be used as an allowance and it is expected that the most cost-effective accommodation
is secured. These amounts include taxes but service / gratuities Must be expensed separately. The
term “Meals” includes all food and beverage items.
Note: All amounts are in US Dollars and these rates are effective from now until further notice
AMER Region
Daily hotel cap rate is $150 & Daily meal cap is $75. Note: If breakfast is included in your room rate then
$10 must be deducted from the meal cap.
Exception Cities - these Cities have been highlighted due to their higher cost of living. If breakfast is
included in your room rate then $20 must be deducted from the meal cap.
City Daily Hotel “Cap” Rate Daily Meal “Cap” Rate
Atlanta $170 $75
Boston $200 $100
Chicago $200 $100
Las Vegas $200 $100
Los Angeles $200 $100
New York $280 $100
San Francisco $280 $100
Washington DC $250 $100
Europe Region
Daily hotel cap rate is $150. Daily meal cap is $75. If breakfast is included in your room rate then
$10 must be deducted from the meal cap.
included in your room rate, then $20 must be deducted from the meal cap.
Amsterdam $250 $100
Berlin $200 $100
Crowne Plaza Gerrards Cross (Denham) $200 $75
Hamburg $200 $100
Helsinki $200 $100
London (excluding Denham) $250 $100
London Airports $200 $100
Milan $200 $100
Moscow $250 $100
Munich $200 $100
Paris $250 $100
Nice $250 $75
Brussels $220 $75
Frankfurt $220 $100
Rome $200 $100

Appendix A – Regional Hotel and Meal Caps Cont.
Africa, Middle East, Asia and Australia Region
Daily hotel cap rate is $150 Daily meal cap is $75. If breakfast is included in your room rate, then $10 must be
deducted from the meal cap.
included in your room rate, then $20 must be deducted from the meal cap.
AUSTRALIA
Adelaide $220 $100
Canberra $200 $100
Melbourne $200 $100
Newcastle $220 $100
Perth $200 $100
ASIA
Hong Kong $175 $100
Shanghai $175 $100
Delhi $175 $100
Gurgaon $250 $100
Okinawa $175 $100
Tokyo $275 $100
Singapore $200 $100
Ho Chi Minh City $175 $100
AFRICA & MIDDLE EAST
Cairo $200 $100
Kuwait $250 $100
Dubai $200 $100
Note: Business meals involving Non-IHG employees that do not correspond with standard practice in your
region/ location (i.e. the T&E meal cap for your region/ location) must also comply with the reporting and approval
requirements set out in the IHG Gifts and Entertainment Policy.

IHG Global Travel and Expense Policy Summary

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IHG Global Travel and Expense Policy Summary