CAMex TRAINING DOCUMENT

Key Contacts Areas of Support DISCLAIMERS

HRIS Ticketing Password resets and access issues

This handout is a reference tool. It is not intended to replace SQM and does not address all
policies or related circumstances. Please refer to SQM for complete and updated policies.
Shipboard FC/Payroll/HR Manager Submission status and best POC for general knowledge sharing Also, please note that the location of policies is as of the date this tool was produced, which
Approver alignment questions may have changed by the time you are reading this. All approvers are responsible for
CAMex@rccl.com
Inquiries around interpretation of SQM interpreting and applying policies in accordance with SQM, and to consult it as needed.
Clarification of reason for rejected item Please make sure to document all deviations from SQM. Allowing a reimbursement to be
Suggestions and enhancements to system or process processed in advance implies your approval of that transaction, and any related exceptions to
CAMex@rccl.com Escalation of unresolved issues policy. To minimize access issues, please ensure that the transition of usernames and
HR Business Partner Feedback on brand policies in SQM or suggestions for future passwords are included in your hand-off procedures.
changes to policy

Policy and Key Special Considerations Support Considerations

Expense Type SQM Source for Traveling Crew (beyond required original receipts)
Considerations

ALL – Policy and RCI - HR 4.07.02 All reimbursements must be submitted and approved in accordance with the respective In the event of riding teams traveling together, one individual may All reimbursements must be supported by:
Support Travel Expense SQM Policy submit receipts on behalf of multiple travelers provided that details * An original receipt that supports the
Reimbursement of all travelers (JDEs, names, etc.) are included in the expense submission
report, with an explanation as to why these expenses were * Documentation of any pre-approvals for
grouped. exceptions to policy from the appropriate
source
* Support for exchange

ALL – Filing RCI - HR 4.07.02 Expenses should be submitted within 30 days from the date incurred (or from arrival to ship Late submissions must be pre-approved by
Deadline for Travel Expense if crew member did not have access to CAMex). Shoreside Directors or above
Reimbursement Reimbursement

ALL – Exceptions RCI - HR 4.07.02 Exceptions to policy may be considered and documented as follows: Approvals by First Level Reviewers can be
and Overrides Travel Expense * Exceptions with a variance of <USD 200 to SQM Policy must be approved by Shipboard supported by advancing the transaction
Reimbursement Department Head, Master, or CAMex First Level Approver within CAMex, as the system will log your
* Exceptions with a variance between USD 200 to USD 500 must be approved by a approval. All other approvals require emails,
Shoreside Director or similar documents to be uploaded, as
* Variances >USD 500 must be approved by the Shoreside VP or AVP support.

ALL – Exchange RCI - HR 4.07.02 * Use CAMex currency converter to get the actual conversion Printout of exchange rate, attached to the
Rates Travel Expense * Unless there is evidence of an alternate exchange rate in effect (exchange bureau expense
Reimbursement receipt, GFC rate, ATM receipt, etc.), the prevailing exchange rate on the date of the credit card statement
expense is to be taken from https://www.xe.com/ict or a similar website.
A printout of this exchange rate is to be attached to the expense.
Reimbursement for items paid by credit card will be at the local currency rate as it appears
on the credit card statement.
The statement or credit card receipt is not considered a substitute for the actual expense,
only substantiation of the expense/exchange rate. Conversion charges/commissions that
are substantiated on the receipt or statement will be reimbursed.
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Policy and Key Special Considerations Support Considerations

Expense Type SQM Source for Traveling Crew (beyond required original receipts)
Considerations

Visas RCI - HR 2.11- Crew Cost of visa(s) required for crew shipboard assignments will be reimbursable. This includes Official Visa receipt in English with original
Documentation amounts remitted directly to the government agency for visa cost and/or service fee. currency and copy of visa
HR 6.06 - Crew However, it does not include premium for expedited services, and also does not include
Documentation cost and/or service fees of third party providers that may charge to process visas on behalf
of a crew member. Expenses for other associated costs (e.g. travel, accommodations,
courier, etc.) are not reimbursable.

Medical RCI - HR 2.11 Crew Hotel Officers 2.5 stripes and above and Marine Officers 2.0 stripes and above (including
Documentation 3rd Officers, Bosuns, and Cadets) may be reimbursed up to USD 200 for expenses related
to medical exams.

Air RCI - HR 4.07 The Scheduling team arranges all scheduled travel to and from the ship in E1. Thus, Air travel for Traveling Positions is, in general, directly billed to the
Travel and Airline reimbursement of air related expenses should be rare and generally justified as an Company and does not require reimbursement. As such,
Policy and Proce- exception to policy. reimbursement of air related expenses should be rare and
dures Onboard HR Centers enter Unplanned Movements within ship’s current voyage in E1. generally justified as an exception to policy.
Charges for specific seat assignments or upgrades are non-reimbursable.

Ground RCI - HR 4.07 Transportation to/from Port: In some down-line ports, use of a local taxi for transfers between
Transportation and Travel and Airline Officers 3.5 stripes and above may claim reimbursement for taxi fares. ship, airport, and/or hotel may be a more cost-effective form of
Related Costs Policy and Proce- Certain key positions, > 2 stripes, which are requested by shipboard management to have transportation than booking transportation via the port agent, in
dures early boarding due to same-day handover, or ship inspection may be preauthorized by which case prior approval can be obtained from the 24/7 Support
CrewAssist to obtain reimbursement. Documentation of pre-approval is required. All other Team and a notation will be entered in E1 to support the expense
cases are generally not reimbursable, unless preapproved by SHRSS Scheduling Manager claim. In turnaround ports, it is expected that Traveling Positions and
or treated as an exception and properly approved. Riding teams use the Company-provided transportation (excluding
3.5 stripes and above, who always use taxis; see Travel Policy).

Gateway Policy RCI - HR 4.07 All travel arrangements are made to and from the crew member’s gateway city. Local
Travel and Airline transportation between the crew member’s gateway airport and residence is a
Policy and Proce- non-reimbursable item, except in the case of Marine Officers, who may claim reasonable
dures travel between their home and gateway city airport using the most reasonably priced form
of transportation.
Where Marine Officers intend to utilize a taxi or one-way mileage reimbursement, this will
be reimbursed up to a maximum of USD 100 each way.
Trips expected to cost in excess of this should be booked using trains, buses, or other
alternative less expensive services or will require additional approval.
The same Brand policy regarding expenses from home to/from
gateway city airport as is applicable for Marine Officers in the
general policy is also extended to Fleetwide Traveling Hotel
Officers (2.5 stripes and above). The Brand policy concerning home
to/from gateway for Ratings is likewise applicable to Riding Crew
(unless pre-authorized exception by Shoreside AVP or above,
based on route consideration). For Traveling Positions that are
Multi-Branded, if there is any difference in Brand policy, the higher
level of reimbursement will be honored.
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Policy and Key Special Considerations Support Considerations

Expense Type SQM Source for Traveling Crew (beyond required original receipts)
Considerations

Baggage RCI- HR 4.07.05 Reimbursement for any baggage fees up to a maximum of the first 30 kilograms, (inclusive of the Riding Crew carrying tools, entertainers traveling with props, Written documentation (including an airline
Airline Baggage allowance that is provided by the airline). i.e. if the carrier provides a baggage allowance of 20 costumes, etc., based on Company need, will be considered receipt) to validate any charges made for
Fees kilos, RCL will cover the fees for the 10 kilos being charged for. If the airline does not charge for the separately and may constitute an exception to this policy. first 30 kilos or part of
first 30 kilos, no reimbursement will be made. It is the crew member’s responsibility to obtain Approval to reimburse from Employee
written documentation to validate any charges made for first 30 kilos or part of, (including an Experience management is required if
airline receipt) and this must be submitted when claimed. Large musical instruments requiring documents are inconclusive
booking/seat must be approved by the shoreside entertainment manager and assistance will be
given by travel department. For musicians checking in musical instruments, the Company will
reimburse up to USD 100 in excess baggage fees.

Hotel arrangements not booked by/through the Company will not be reimbursed and
Hotel
would generally represent an exception to policy.

Meals and Meals for RCI - HR 4.07- Meals at Hotels Riding Crew and Fleetwide Traveling Positions may claim up to 3 meals
Traveling Positions Travel and Airline Meals are pre-arranged for crew members staying at assigned hotel properties using a within a 24-hour period while in transit between ships on business,
Policy and Proce- voucher system. Therefore, it is essential that these vouchers be used as compared to commensurate with meals schedule shipboard, and taking itinerary
dures eating outside of the hotel. Any purchases outside of the voucher program are generally details into consideration. This cannot be overlapped/combined when
considered an exception and will be shouldered by the crew member. These charges will the same meal was provided in overnight hotel arrangement, voucher,
not be reimbursed. or by either sign off or sign on ship. Meal allowances are intended to
If the hotel arranged by SHRSS or Corporate Travel (where applicable) does not have the provide flexibility and simplicity while managing costs. This policy
pre-arranged meal voucher system available, receipts may be submitted up to the amount provides a “not to exceed” daily rate, that allows for adjustment when
of voucher entitlement according to position. If the voucher system is in place, no meals are provided through other means. For example, when breakfast
alternative claim may be reimbursed. is provided before debarking a vessel to transfer, the employee must
If more than one (1) hotel night is required, the meal vouchers will be provided on a per reduce their maximum allowance for that day, accordingly. If the
day basis. individual wishes to adjust the amounts within their daily allowance,
that is permitted as long as ‘does not exceed’ (e.g. if entitled to 3 meals
Meal Expenses - In Transit
but only takes 2, or if spends more on breakfast but less on lunch, this
No meals, snacks, or refreshments are reimbursable, regardless of flight time, on regular
is accepted as long as within the overall daily allowance)
crew sign-on/sign-off movement.
Crew members transiting from one ship to another on business driven transfers, with a
Guidance Per Meal within Daily Allowance (USD):
layover between flights of 6 hours or above, may submit a reimbursement request for up
to USD 15.00 with receipts. The six-hour layover may be between flights or from the time Daily “Not to
Breakfast Lunch Dinner Exceed amount”
of sign-off to the travel time if no hotel accommodations were provided.
Specifically on business-driven transfers where the individual has one (1) or more night’s
To 2.5 stripe $10.00 $15.00 $20.00 $45.00
stay in a hotel between ships, lunch may also be claimed for reimbursement against
receipts up to USD 15.00, excluding the day of sign-on or if the meal en route noted above
is also being claimed on that day. $15.00 $15.00 $35.00 $65.00
3 stripe
and above

RCI - HR 4.07- For crew members traveling for meeting or conference (on Company business), if meals
Travel for Training, were not pre-arranged, they may submit a reimbursement request with receipt, up to an
Meetings, and amount commensurate with their stripe equivalent meal allowance in accordance with
Conferences Travel Matrix.
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Policy and Key Special Considerations Support Considerations

Expense Type SQM Source for Traveling Crew (beyond required original receipts)
Considerations

Laundry RCI - HR 4.07 Reasonable laundry expenses incurred while off a ship are reimbursable:
Travel and Airline For travel scheduled by the Company in excess of four (4) days with receipts
Policy and Proce- Only with approval (for dry cleaning/pressing)
dures

Excluded / RCI - HR 4.07 Travel package fees Fleetwide Traveling positions (and RCMT Lead Officer) may claim
Non-reimbursable Travel and Airline Items directly billed by vendor (i.e. certain hotels, airlines) for reasonable internet usage up to a maximum of USD 10 per day
Expenses Policy and Proce- Gratuities when traveling between vessels and needing to connect for work
dures Personal phone calls purposes. Dedicated Traveling Management may also be awarded
Wi-Fi/internet usage is not reimbursable by the Company, except for Traveling Positions USD 50/month Data Plan subject to approval by their AVP of
(see SQM for details) Operations, or above.
Hotel and in-flight amenities Restaurant gratuities up to 18% and Taxis up to 10%. No other
Airline lounge access and membership fees gratuities are reimbursable.
Lost luggage
Accreditations and Licenses