GLD.

050
BUSINESS TRAVEL AND EXPENSE
MANAGEMENT

Brief description
Performance requirements for
 business travel bookings and arrangements;
 management of business related expenses.

Key contact
Gerard Bond, Head of Group Human Resources

Version: 2.1 (08 March 2011)

Revalidation date: 31 December 2011
BHP Billiton Group Level Document (printed copies are uncontrolled)
 GLD.050
BUSINESS TRAVEL AND EXPENSE MANAGEMENT

1. Travel bookings and arrangements

Business related travel bookings and associated arrangements must be authorised and meet BHP Billiton
requirements to provide expert, reliable and safe management of business travel.

 Use the travel provider (link) for flight bookings, accommodation, ground transport (excluding taxi
services), and passport/visa advice. Subject to authorisation, charter flights or other travel services can
be booked directly if the travel provider (link) is unable to provide this service.
 Ensure travellers comply with the requirements of the pre-travel checklist, including vaccinations, on the
Safe Travel Management System (STMS), taking particular note of the risk rating of all planned
destinations.
 Enter flight and traveller details in STMS for flights (excluding scheduled fly in/fly out charter flights) where
the travel provider (link) is not used to make the booking.
 Obtain the required authorisations prior to travel (Appendix 1). This includes accompanying family
members and adjoining personal travel.
 Ensure class of travel is booked according to Appendix 2 with any exceptions authorised (Appendix 1).
 Ensure any additional taxation costs arising from adjoining personal travel to a business trip are borne by
the employee.

2. Expense management

The Group-wide corporate charge card must be used, and the associated expense management process followed
for business expenses incurred on behalf of BHP Billiton to ensure expenses are controlled in a centralised
manner.

 Obtain or reactivate a corporate charge card and authorise (Appendix 1).

 Charge all business related expenses to the corporate charge card, including all mobile phone accounts
(Appendix 3).
 Support all claims for expenses with a receipt or equivalent record, and attach to expense reports.
 Reconcile corporate charge card statements monthly using the business approved process and submit
verified expense reports for authorisation (Appendix 1) to ensure payment prior to due date.
 Ensure all personnel are accountable and personally liable for overdue or late fees.
 Do not allow cash advances to be obtained using the corporate charge card.
 Access emergency cash by contacting the Emergency and Crisis Centre (ECC) via telephone
(+442078027777) or email ECC@bhpbilliton.com.
 Ensure purchasing card items listed in the Supply ‘Plan to Pay’ Group Level Document are not charged
to any corporate charge card.
 Replace home country issued corporate charge cards with host country corporate charge cards for all
international assignments longer than three months.

Version: 2.1 (08 March 2011)

Revalidation date: 31 December 2011
BHP Billiton Group Level Document (printed copies are uncontrolled) Page 2 of 6
 GLD.050
BUSINESS TRAVEL AND EXPENSE MANAGEMENT

Appendix 1. Authorities

Endorse Approve Inform

3.17 TRAVEL

3.17.1 - 3.17.5, 3.17.9, 3.17.12 Travel to high and extreme risk destinations; international travel of more than three
hours duration; spouse or partner travel booked with travel provider at BHP Billiton rates; travel not booked with the
travel provider; downgrade entitled class of domestic travel; extraordinary travel or corporate charge card expenses
(expenses not specifically addressed in GLD).

Head of Group Function 

or President <CSG, Minerals Exploration, Marketing> 
Group Management Committee (GMC) Owner (where employee is a direct
or
report)


3.17.7 Attaching personal or domestic travel to a business trip

One Up Manager 
3.17.8 Upgrade entitled class of travel at BHP Billiton’s expense in each instance (required for each and every
instance of upgraded travel)

Group Management Committee (GMC) Owner 

3.18 EXPENSE MANAGEMENT
3.18.1Group-wide corporate charge card application and issue, and reactivation of cancelled corporate charge card

Head of Group Function 

or Vice President Finance <CSG, Minerals Exploration, Marketing> 
or Asset President <Asset > 
Group Management Committee (GMC) Owner (where the employee is a
or
direct report)


3.18.3 Travel expenses

One Up Manager 

Version: 2.1 (08 March 2011)

Revalidation date: 31 December 2011
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Appendix 2. Class of travel entitlements

Flight duration Entitlement

(domestic and international)

Less than 3 hours Economy/coach class.

Longer than 3 hours Business class.

If there are only two classes of travel (for example, Coach and First
Class) First Class may be booked.

Combined sectors greater than 3 Business class may be used at the discretion of the employee’s
hours (total flight time) Customer Sector Group President, Group Function Head, President
Minerals Exploration, President Marketing or GMC Owner.

Version: 2.1 (08 March 2011)

Revalidation date: 31 December 2011
BHP Billiton Group Level Document (printed copies are uncontrolled) Page 4 of 6
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BUSINESS TRAVEL AND EXPENSE MANAGEMENT
Appendix 3. Travel expenses
ALLOWABLE TRAVEL AND OTHER EXPENSES
Category
Airline club or lounge
Alcohol
Associated travel costs
Car hire
Contractors,
consultants and other
third parties
Lost, stolen or damaged
property
Passports, visas and
other travel documents
Personal meals
Personal travel
(including
accompanying family
members) attached to a
business trip
Spouse/partner travel
Version: 2.1 (08 March 2011)
Revalidation date: 31 December 2011
BHP Billiton Group Level Document (printed copies are uncontrolled)
Notes
Employees who make eight or more business related trips per year are permitted to claim
the cost of membership of one airline club or lounge.
Employees can retain any air miles accumulated through business air travel only, not
those associated with corporate charge card use. Any associated costs or taxes arising
from use will be at employee expense.
Costs for reasonable alcohol or mini bar consumption as part of business travel.
Reasonable costs incurred (substantiated with receipts or appropriate evidence) for faxing,
internet connections, copying services, fuel, parking, tips, tolls, currency conversion fees,
visa/consulate fees, laundry and use of hotel fitness facilities.
Standard sized cars (medium or large) should be hired for safety reasons. Accept upgraded
make or model of vehicles only if standard cars are not available, there is no additional cost
and the replacement vehicle meets safety standards. Refuel rental vehicles prior to return,
and decline offers of additional insurance.
Contractors, consultants and other third parties travelling on behalf of BHP Billiton must
arrange separate travel insurance, with reimbursement dependent on the contractual terms
with BHP Billiton.
Claim compensation for lost, stolen or damaged property through the supplier of the travel
and BHP Billiton’s travel insurer. BHP Billiton will only consider compensation if there is a
claim shortfall.
Where an employee must obtain or renew a passport for business travel, or costs
associated with visas, or other official travel documents or instruments such as Privium,
retina scan or APEC cards.
Reasonable personal meal costs while travelling.
 The most senior BHP Billiton employee must pay and claim the meal expense; and
record the names of attendees, company, business relationship and purpose of meal.
There must be a legitimate business purpose for the meal.
 Business meals taken with other employees are allowed when at least one employee
is from out of town, a customer is present or for confidentiality reasons business is
conducted offsite.
May be made with the travel provider’s leisure travel service where available. Calculation
of the cost to be borne by the employee must include a note from the travel provider
showing the trip cost with and without the personal portion of the trip. The following applies:
 Reimbursement of the additional cost of personal travel must be made by the employee
within 30 days of the travel being completed.
 Negotiated airfares available through BHP Billiton’s travel provider and Company self-
insurance is not available for personal or family travel.
Spouse/partner travel (at BHP Billiton’s expense) should be noted in the travel itinerary. Do
not downgrade BHP Billiton issued travel to purchase a ticket for a spouse/partner.
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BUSINESS TRAVEL AND EXPENSE MANAGEMENT

ALLOWABLE TRAVEL AND OTHER EXPENSES

Category Notes
A spouse/partner accompanying an employee as part of a business trip is covered by the
business or insurance when travelling regardless of whether the accompanying person’s
travel is at BHP Billiton’s expense.

NON-ALLOWABLE TRAVEL EXPENSES

Category Notes

Calls from airphones Except in the case of an emergency.

or railphones

Cancellation fees Cancellation or change fees where the employee has not informed the supplier of a change
of arrangements within the required timeframe, unless the cancellation is due to unforeseen
business requirements.

Unauthorised or Personal expenses are not permitted on the corporate charge card, except in an
personal expenses emergency. The employee must pay unauthorised expenses or personal expenses on the
corporate charge card directly with the corporate charge card provider in a timely manner.

In-house movies At manager’s discretion, depending on circumstances (for example, duration of stay, cost,
safety and security of the location).

Traffic fines or parking Traffic fines or parking infringements incurred on hired or BHP Billiton vehicles.
infringement notice
fines

Personal vehicle fuel Fuel for personal use of a hire vehicle or private lease vehicle.

Per diems Daily travel incidental allowances.

Version: 2.1 (08 March 2011)

Revalidation date: 31 December 2011
BHP Billiton Group Level Document (printed copies are uncontrolled) Page 6 of 6