Travel & Expense Policy

Reservation Changes

Any changes to existing reservations must be made through Kirsty Buchanan at PRIME. All changes that result in an increased cost to the company will go through the same approval process as a new travel request. Associates are reminded that changes made less than 7 days prior to travel are costly and could result in the cost being charged to the store's account.


Reservation Cancellations

All cancellations must be reported to Kirsty Buchanan immediately. If a reservation must be cancelled, there will be no additional cost if the cancellation is made the same day as the flight is booked. Cancellations that are requested after this period will be non refundable.

Travel & Expense Policy FAQ's

If I am local, do I have to carpool to the hotel in Mississauga?

If you are driving to the conference you are expected to make every effort to carpool to your designated hotel in Mississauga. 

If I am not a local, do I have to carpool to and from my home airport?

You are expected to make every effort to carpool to and from your home airport. 

Can I expense mileage?

Yes. Expenses related to the use of an associate's own vehicle will be reimbursed at the rate of $0.48 per kilometre. Only those kilometres that exceed an associate's regular travel to their store may be expensed. If carpooling, only the associate driving can claim mileage.

Can I expense parking at the conference?

No. Parking is available at your hotel in Mississauga and at the Walmart Innovation Centre in Mississauga free of charge. 

Can I expense a taxi to and from the airport?

Ground transportation will be arranged between Toronto Pearson International Airport (YYZ) and your designated hotel in Mississauga. You may take a taxi and expense the cost only in approved cases.

Can I have my own guest room?

Single rooms are subject to availability. If you would like your own room, Walmart will cover half of the room cost per night during the conference only. You will be responsible for the other half. You will be required to provide a valid credit card at the hotel upon check-in. You will not be reimbursed for these charges.

Will my hotel incidentals be covered?

No. You will be asked for a credit card when you check-in at the hotel. You are responsible for covering any incidental charges, such as room service, movies, etc. You will not be reimbursed for these charges.

Can I expense meals on my travel days?

Yes. You will be reimbursed for the cost of any meals personally incurred while traveling (to and from the conference). You must fall within the travel guidelines below:

  • Breakfast: Travel must start in the morning before 8:00am

  • Lunch: Travel must include times between 11:00am until 1:00pm

  • Dinner: Wednesday, April 1 only

How much can I expense for meals?

An associate may be reimbursed up to $55 per day for meal expenses incurred (this value includes taxes and tips). Itemized receipts are required. The following outlines the partial day meal allowance:

  • Breakfast: $8

  • Lunch: $17

  • Dinner: $30

Note: Alcohol will not be reimbursed.

If I opt out of the organized dinner, can I expense a meal?

No. Meals that are offered during the conference will not be reimbursed if you choose to opt out.

Do I require receipts to be reimbursed?

Yes. Original receipts must be provided for all expenses. Itemized receipts are required for meals.

Where do I submit my expenses?

Eligible expenses must be submitted through Walmart's Travel & Expense portal. Please refer to Walmart's Travel and Expense Policy on Wire for details on reimbursement.

When will I receive my reimbursement?

Please refer to Walmart's Travel and Expense Policy on Wire for details on reimbursement.

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