Jaguar XE 40,000-Mile Payment Terms Web User guide

Brand: Jaguar

Model: XE 40,000-Mile Payment Terms Web

Type: User guide

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Payment Terms

Web-Guide

Issue 3 Effective: August 2017 Page 1 of 10

General

 The standard method of payment for all Supplier liabilities is by Electronic Funds

Transfer (EFT). This is the Buyer's preferred method of making payments.

 Alternative methods of payment may be permitted by prior agreement, in writing,

between the Buyer and the Supplier.

Banking Requirements

 Suppliers that are located in a country supporting the International Bank Account

Number (IBAN) convention are required to provide their IBAN along with the relevant

SWIFT/BIC code, the bank name and address on Supplier's headed note paper signed

by a representative of the company to the nominated national Accounts Payable

representative.

 Suppliers with bank accounts in countries not supported by IBAN are required to provide

their bank account details including the bank name and address, account number and

SWIFT/BIC Code on Supplier's headed note paper signed by a representative of the

company to the nominated national Accounts Payable representative.

 Payment is triggered by the date of delivery of the Goods or Parts Submission Warrant

(PSW) for Tooling to the Buyer or its designee in accordance with the applicable delivery

terms. See the relevant section of the Production Purchasing Global Terms and

Conditions (PPGTCs) or the Sections of the Global Terms and Conditions for Non-

Production Goods (NPGTCs) and the Manufacturing Planning & Logistics (MP&L) Web-

Guide for additional information.

 Self Billing is the preferred Jaguar Land Rover Limited method for invoicing of production

and non-production material and supports both EFT and the Global Payment Terms.

Please refer to the Tax Web Guide for further details.

 If using Self-Billing Invoicing (SBI), the trigger point for payment is the creation of the SBI

in the Jaguar Land Rover Limited payments process.

 For Pay-On-Production (POP) using SBI, the trigger point which initiates the payment

process is the date when the finished vehicle built with the delivered Goods leaves the

assembly line (buy-off point).

 If using traditional paper invoices the trigger point for payments is either the date of the

invoice or the date of delivery of the Goods (whichever is later) for UK based Jaguar

Payment Terms

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Issue 3 Effective: August 2017 Page 2 of 10

Land Rover Limited locations, and the date of invoice receipt for any other Jaguar Land

Rover Limited location.

The current payment terms are as follows:

 60 days from trigger point (as identified above)

 Payments that are due on dates that fall on a weekend or public holiday will be made on

the next business day.

Supplier Travel and Expenses

Where Buyer expressly agrees to pay Supplier's expenses, Buyer will reimburse Supplier in

accordance with the JLR Supplier Travel and Expense Standard JLR-STN-102761 (see

Appendix A).

Revision History [When updating, identify the changes/additions – in italics where possible.]

Date of

Issue/Revision

Written / Revised

Issue

level

Summary of and reason for the new issue / revision.

Oct 2011

PSBO

Initial Release

Jan 2013

M Sharif

Document updated to reflect Legal Entity

Consolidation changes

Aug 2017

I Willis

Document updated to reflect Supplier Expenses

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Jaguar Land Rover Limited UK Supplier Travel and Expenses

Standard JLR-STN-102761

At a glance

Flight time

Authorised class of travel

All flights under 4 hours

Economy

Flights between 4 and 10 hours

Premium Economy

Flights over 10 hours

Business Class

Max hotel rate (incl tax)

Including Breakfast

Excluding Breakfast

London

£150

£135

Major cities

£100

£90

Elsewhere in the UK

£90

£80

Overseas

£160

£145

Mileage re-imbursement rates

Engine Size (cc)

Pence per mile

PETROL

1400 or less

1401-2000

2001-2400

2401or more

DIESEL

1400 or less

1401-2000

2001-2400

2401 or more

ELECTRIC VEHICLE

18.4

*A 5p per mile supplement is added for sports utility vehicles (SUVs) including Evoque, Discovery, Discovery

Sport, Range Rover, Range Rover Sport and F-Pace.

Business trip in UK

Business trip overseas

Maximum £27 per day can be claimed for

lunch, dinner, refreshments and any

gratuities.

Actual, receipted, reasonable expenses in

respect of meals, gratuities and other

incidentals will be reimbursed.

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Scope

This document sets out where suppliers may be able to seek reimbursement of expenses

incurred in the course of providing goods or services to us, Jaguar Land Rover Limited (JLR).

1 Principles

1.1 We will only reimburse expenses that are:

• wholly, exclusively and necessarily incurred for JLR purposes;

• agreed in advance with the JLR budget holder;

• covered by a valid purchase order; and

• incurred at least cost to JLR, e.g. at the cheapest rates available and using

any applicable discounts.

1.2 Payment of any expenses incurred in accordance with the above principles will only

be made on presentation of a valid VAT invoice from you addressed to us, quoting the

relevant purchase order number and shall be treated as part of the supply of goods or

services to which the expenses relate.

1.3 As we are committed to reducing our environmental footprint, you must investigate

and, where appropriate, use all alternatives to travel, e.g. audio calls and web

meetings.

2 Approval and authorisation of expenses

2.1 Reimbursement of expenses incurred in accordance with this standard must be pre-

authorised by the JLR budget holder in writing (copies of pre-approvals must be

retained as evidence).

2.2 Expenses must be covered within the value of the relevant Purchase Order issued by

us to you.

2.3 All claims must be presented within 3 months of the expense being incurred.

2.4 All expenses must be evidenced by valid receipts or invoices. You must procure and

retain all receipts and, wherever possible, obtain itemised receipts. We reserve the

right to request receipts as evidence of any expense claim submitted and not to

reimburse any costs which were not pre-authorised or not supported by a receipt.

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3 Safety

3.1 You are solely responsible for ensuring the safety of your personnel during any travel

or visit in the course of providing services to us and we shall have no liability to your or

your personnel in this regard.

3.2 Personal protection during your stay is extremely important and you should remain

aware of developing situations. Appreciating cultural and legal differences can help

you avoid potentially embarrassing or difficult situations.

3.3 Ensure that you:

• Complete your next of kin on the last page of your passport.

• Leave copies of your flight details, your itinerary and contact details with

your family, colleagues or friends.

• Note down your passport number and date of issue and put these in a safe

place, not with the passport itself.

4 Passport and visa

4.1 You must ensure that your personnel have a valid passport prior to travelling. Some

countries insist that the passport has a minimum number of months validity left on

the passport. The cost of obtaining a passport (including passport photograph) is your

responsibility.

4.2 We may reimburse you for the cost of visas and any other similar fees necessarily

incurred for business travel (e.g. International Driving Permit fee), subject to the

above principles.

5 Bookings

Unless expressly agreed otherwise in writing, you are solely responsible, including

payment, for booking travel and accommodation and arranging visas, other travel

documentation and insurance for your personnel.

6 Travel

6.1 Air

6.1.1 Air travel should only be used when no other alternative is available.

Bookings should be made at least 14 days in advance of the trip to ensure

that the lowest possible fare is obtained. Consideration should be given to

using low cost carriers such as Easyjet and Ryanair. You must consider the

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total cost for the trip (including travel to and from the airport) prior to

booking the flights and whether (a) the trip is genuinely required and (b) the

cost is reasonable in the context of the overall supply of goods or services.

6.1.2 Any additional costs such as advanced seat selection, priority boarding,

lounge access and any other non-business critical options will not be

reimbursed by JLR.

6.1.3 Air travel is not permitted for UK journeys of under 250 miles (including

feeder flights), unless approved for particular reasons of economy of cost or

for exceptional personal and business convenience.

6.1.4 We recognise that individuals may be enrolled in frequent traveller schemes

but under no circumstances should this influence the decision when making

travel arrangements or add cost to the travel. Any current or future liabilities

for tax relating to the redemption of points will be the responsibility of the

individual.

6.1.5 Class of Travel

The following table shows the authorised class of travel for flights:

Flight time

Authorised class of travel

All flights under 4 hours

Economy

Flights between 4 and 10 hours

Premium Economy

Flights over 10 hours

Business Class

NB: the flight time refers to the duration of the direct flight between the

origin and destination. If there is a more economical flight on an indirect

route of 2 shorter flights, Business Class travel will still be permitted provided

that the direct route is over 10 hours.

6.1.6 Denied Boarding

At certain times, airlines oversell seats on aircraft resulting in the offloading

of passengers. It is quite normal for inducements to be offered to passengers

to be offloaded and placed on a later flight. You should not volunteer to be

offloaded.

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6.1.7 Ticket downgrades, exchanges or refunds

Where we have paid the cost of air travel, you must account to us for any

refunds received from downgrading, exchanging or cancelling tickets and

return any monies received for such downgrade, exchange or cancellation

directly to us, together with your expense report and any supporting

documentation.

6.2 Rail

6.2.1 You must use standard class rail travel and, wherever possible, take

advantage of advance booking fares, cheap day returns and other special

pricing arrangements in order to minimise the cost. In order to obtain the

best available fares, advanced bookings should be made at

www.thetrainline.com. Where this is not possible, tickets should be bought

at the station.

6.2.2 Travel to and from stations

Travel to and from stations should be undertaken in the most appropriate

and economic way. When travelling with others, car sharing should be

considered. The use of short stay car parks should be avoided unless the cost

is less than that of a long stay car park. Taxis may be booked where the cost

of a taxi is less than the cost of the mileage claim plus cost of the station

parking. Wherever possible, the taxi must be booked in advance to secure

the best possible rate.

6.3 Taxis

6.3.1 Taxis should only be used where no public transport is available unless

otherwise pre-agreed. When travelling with others, taxis should be shared.

6.3.2 Within London, it is expected that travel will be by London Underground. No

London taxis will be reimbursed, except where travelling alone after 9pm.

6.3.3 Taxi costs will not be reimbursed for the transportation of goods. Courier

companies should be used for this purpose.

6.3.4 Airport transfer costs will be reimbursed if booked in advance at a

preferential rate. Transfers should be shared wherever possible.

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6.4 Mileage

6.4.1 The following table shows the allowable mileage reimbursement rates:

Engine Size (cc)

Pence per mile

PETROL

1400 or less

1401-2000

2001-2400

2401or more

DIESEL

1400 or less

1401-2000

2001-2400

2401 or more

ELECTRIC VEHICLE

18.4

*A 5p per mile supplement is added for sports utility vehicles (SUVs) including Evoque, Discovery, Discovery

Sport, Range Rover, Range Rover Sport and F-Pace.

6.5 Hire cars

The cheapest available vehicle that meets business requirements must be booked.

6.6 Driving abroad

The use of your own personal/private vehicle for JLR business abroad is strictly

prohibited.

6.7 Car parking/toll fees

We will reimburse car parking fees and toll expenses where necessarily incurred.

Wherever possible, you must produce receipts for such costs.

6.8 Central London congestion charging zone

Individuals who drive in central London between 7.00 a.m. and 6.00 p.m. Monday to

Friday (excluding public holidays), will be required to pay a daily Congestion Charge

to Transport for London. Full details on how to pay the congestion charge can be

found at: http://www.tfl.gov.uk/roadusers/congestioncharging/

We will not reimburse congestion charges incurred between your place of residence

and your place of work.

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7 Fines

Any fines incurred by you and your personnel, including but not limited to speeding,

congestion, parking or any other avoidable penalty will not be reimbursed by JLR.

8 Accommodation

8.1 Accommodation must only be booked where you are unable to return to your usual

place of work or home within a reasonable time after travel, travel time significantly

affects your normal daily hours of work or if you are required to work for an extended

period.

8.2 When choosing your accommodation, consideration should be given to the cost of

the room and any additional charges you will need to pay to get to your final

destination. Invoices must be itemised to show the room rate separate from any

other costs incurred. This information will be required when submitting an expenses

claim against a purchase order.

8.3 Reasonable laundry expenses (for trips in excess of 2 days), may be reimbursed

subject to our prior written approval.

8.4 The following table shows the maximum rates that we will reimburse for

accommodation (including all taxes):

Including Breakfast

Excluding Breakfast

London

£150

£135

Major cities

£100

£90

Elsewhere in the UK

£90

£80

Overseas

£160

£145

We acknowledge that for certain cities, times of the year and events these rates may not be

sufficient. At these times, every effort should be made to obtain the lowest available rate

and pre-approval must be obtained from the JLR budget holder prior to confirming a

booking.

9. Meals

Business trip in UK

Business trip overseas

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Maximum £27 per day can be claimed

for lunch, dinner, refreshments and any

gratuities.

Actual, receipted, reasonable expenses in

respect of meals, gratuities and other

incidentals will be reimbursed.

9.1 Breakfast is claimable in its own right if on an overnight stay or if you are required to

leave home considerably earlier than the customary eating time.

9.2 The daily maximum amount set out above cannot be 'rolled over', i.e. if under-

claiming one day, the balance may not be added to the following day's allowance.

10. Non-reimbursable items

We will not reimburse any of the items listed below. Please note that this list is not

exhaustive.

• AdBlue (Diesel Exhaust Fluid) for vehicles

• Airline club memberships

• Airline upgrade purchases

• Car washes

• Charitable contributions

• Clothing

• Coach Hire

• Entertainment clubs

• Goods and Services

• In-flight telephone charges

• Insurance – personal car

• Insurance – personal property

• Insurance - travel

• Low Cost Carrier (Easyjet etc.) additional cost options (e.g. lounge access,

speedy boarding, advance seat selection)

• Movies (including in-flight and hotel in-house movies)

• Personal credit card fees and membership dues

• Personal toiletries

• Travel to and from the normal place of work

• Violations – parking or traffic fines and court costs

Jaguar XE 40,000-Mile Payment Terms Web User guide

Jaguar XE 40,000-Mile Payment Terms Web User guide

Jaguar XE 40,000-Mile Payment Terms Web User guide

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