Page 129 - Employee Handbook

c) If you need to arrange a hire-car, the most cost effective option should be
used. If Insurance cover is not included by your credit card provider, then
purchase cover through the car-hire company.
Hospitality/Entertainment
a) When visiting clients, hospitality may be offered, however, this must be kept
at a minimum to ensure that mdgroup is adhering to the Bribery Act and
mdgroup’ Anti-Bribery and Anti-Corruption Policy. Cookies, cakes and treats
may be offered, but at a minimum cost and only in sufficient quantity for
each person expected to attend any meeting that has been organised.
b) If gifts are given to clients, mdgroup’ Bribery Act and Anti-Corruption Policy
must be referred to in the first instance.
c) Client dinners/lunches are permitted, but please ensure venues are not
luxurious or considered expensive. Be aware of cost and perception should a
client ask to be taken to a particular venue and mindful of spend on alcohol.
Clients may also wish to pay for themselves due to internal compliance
policies.

mdgroup Office visit Expenses
When travelling to other mdgroup offices, without exception, prior to booking,
all efforts must be made to source flights through reward points attained by
mdgroup. If suitable flights are not available, an alternative may be booked,
providing the most economical journey is obtained. Without exception, journeys
must be booked in economy/coach class.
Costs for client visits and subsistence whilst visiting other mdgroup offices is
absorbed by mdgroup, therefore it is expected that every member of mdgroup
will ensure they incur minimal expense, by exercising the following:
a) Researching the most economical travel and
accommodation, for example: if more than three people
are travelling to one office, rather than taking the train,
explore if driving would be more economical.
b) Ensure colleagues drive you to and from the office. If
this is not feasible and you need to hire a car, please
refer to Transportation under Client Visit Expenses...
c) Wherever possible, booking accommodation should be
through reward points or similar
d) If a reward hotel is not suitable, (i.e. is not located near
the meeting/travel destination), you must search for the
most cost effective accommodation that provides evening
meals or has a restaurant near the hotel. The safety of

129 Employee Handbook