Travel & Expense Policy
Any changes to existing reservations must be made through Krutika Bhatia. 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.
Contact – CAPSConfer@wal-mart.com
All cancellations must be reported to Krutika Bhatia immediately. If a reservation must be cancelled, District Managers and Attendees have UP TO 24 HOURS after booking to cancel a reservation at no additional cost. Cancellations that are requested outside of this 24-hour period will place the ticket in a non-refundable status.
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 kilometer.
Can I expense parking at the conference?
Yes. Economy parking is available at Nathan Phillips Square, across from the Sheraton Centre Hotel in Toronto. This will be reimbursed with a receipt. Please note that valet parking will not be reimbursed.
Can I expense a taxi to and from the airport?
Shuttles running between Toronto Pearson International Airport (YYZ) and the Sheraton Centre Hotel in Toronto will be arranged for Thursday, Friday and Sunday. You are required to take this organized shuttle if you are arriving on these days. If you take a taxi, you will not be reimbursed for this cost.
If you are arriving to the airport on another approved conference day, you may take a taxi and expense the cost. A flat-rate taxi from the airport to the Sheraton Centre Hotel in Toronto is $56 plus tip ($64).
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 telephone and room service. There are no reimbursements for these charges.
Where do I submit my expenses?
Please refer to Walmart’s Travel and Expense Policy on Wire for details on reimbursement. Expenses will not be submitted at the conference as in previous years — please submit eligible expenses through Walmart’s T&E Portal.
When will I receive my reimbursement?
Please refer to Walmart’s Travel and Expense Policy on Wire for details on reimbursement.
Expense Policy FAQ’s
Do I require receipts to be reimbursed?
Yes. Original receipts must be provided for all expenses with the exception of airport parking. Please indicate your airport parking cost on your expense form. Itemized receipts are required for meals.
Can I expense meals on my travel days?
Yes. 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 – 1:00pm
- Dinner: Sunday Only – If you arrive at home after 7:30pm
How much can I expense for meals?
An Associate may be reimbursed up to $55.00 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 – $8.00
Lunch – $17.00
Dinner – $30.00
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.
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. We will require you to provide a valid credit card at time of registration.