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XE 40,000-Mile Payment Terms Web

Jaguar XE 40,000-Mile Payment Terms Web 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
Web-Guide
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
by
Issue
level
Summary of and reason for the new issue / revision.
Oct 2011
PSBO
1
Initial Release
Jan 2013
M Sharif
2
Document updated to reflect Legal Entity
Consolidation changes
Aug 2017
I Willis
3
Document updated to reflect Supplier Expenses
Payment Terms
Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 3 of 10
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)
Excluding Breakfast
London
£135
Major cities
£90
Elsewhere in the UK
£80
Overseas
£145
Mileage re-imbursement rates
Engine Size (cc)
Pence per mile
PETROL
1400 or less
25
1401-2000
32
2001-2400
38
2401or more
40
DIESEL
1400 or less
25
1401-2000
27
2001-2400
31
2401 or more
32
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.
Payment Terms
Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 4 of 10
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.
Payment Terms
Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 5 of 10
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
Payment Terms
Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 6 of 10
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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Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 7 of 10
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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Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 8 of 10
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
25
1401-2000
32
2001-2400
38
2401or more
40
DIESEL
1400 or less
25
1401-2000
27
2001-2400
31
2401 or more
32
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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Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 9 of 10
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):
Excluding Breakfast
London
£135
Major cities
£90
Elsewhere in the UK
£80
Overseas
£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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Web-Guide – APPENDIX A
Issue 3 Effective: August 2017 Page 10 of 10
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
/