MAINTENANCE ATTENDEE TRAVEL POLICY

A Motorola Solutions Pre-Paid PSA or CSR Attendee is defined as a Motorola Solutions customer who has exercised the clause in their Motorola solutions maintenance contract that covers attendance to the Motorola Smart Public Safety Solution Summit 2017.  Motorola Solutions will authorize and pay all reasonable, business-related travel expenses incurred by eligible attendees for the purpose of attending the SPSS Summit 2017.  

Here is sample maintenance language pertaining to SPSS Summit 2017 Attendance

REGISTRATION

Please make sure your attendees received the invitation to register or forward this link to them. The approved attendees from your organization are based on the current contracted number noted above. All such approved attendees are to register as a Pre-Paid PSA or CSR attendee. If you plan to send additional attendees the conference rate is $1095 and they should be registered as a PSA or CSR Attendee (not Pre-Paid).

HOTEL RESERVATIONS

All conference attendees are responsible to make their reservations. Company sponsored lodging is only applicable to hotel nights directly attributed to the conference dates of October 1-4, 2017 (4 nights). Individuals are responsible for hotel nights before and after the official conference dates.

• Hotel accommodations at The Marriott New Orleans (single/double room only) includes hotel room & applicable state & local taxes. The special conference rates and are prepaid by Motorola. Additional services (i.e., long distance or local phone charges, laundry, movie rentals, amenities, etc.) are at the attendee’s expense.

• A personal credit card will be required during registration, PLEASE NOTE THAT YOUR CREDIT CARD WILL NOT BE CHARGED; this is a hotel requirement to cover any incidental expenses that may be incurred. Upon check in, if you wish to use a credit card other than your own to cover expenses, please contact Valerie Damolaris to obtain the credit card authorization form that is required by the hotel.

• The hotel’s check-in time is 3:00 PM and the checkout time is 12:00 PM. Individuals staying in their rooms beyond checkout time will be billed one (1) additional night’s stay to their personal credit card. Late checkout is provided based on availability, although some charges may apply. Early departure fee of $50 will apply if a group attendee checks out prior to the confirmed dates. Motorola Solutions is not responsible for this charge

CLICK HERE TO RESERVE YOUR ROOM by 5:00 pm (MST) September 13, 2017

Alternatively, to make, modify or cancel your reservation, you can call the hotel directly:

Reservations Toll Free: 1-888-364-1200

Reservations Local Phone: 1-504-581-1000

ROUND-TRIP AIRFARE FOR EVENT

Air transportation charges are pre-paid by Motorola Solutions and shall be economy class or standard coach using Motorola’s negotiated rates with major airlines and arrangement shall be made ONLY through American Express Travel. The contact for your organization received a letter outlining all the specifications of the maintenance program.  They will identify those who are approved to attend the SPSS Summit 2017 in New Orleans, LA.  Once you have been approved you can fill out the Air Profile form for your travel.

• Any changes must be made through American Express Travel. Motorola will not reimburse individual contribution for any expenses.

• Pre-approved travel dates are for arrival anytime on Sunday, October 1 (or after) and departure on Thursday, October 5 (or before). The conference ends Wednesday, October 4 with a social event that evening from 6:30 pm - 9:30 pm. If you choose to travel outside these parameters, additional approval from Motorola is necessary and will be determined at that time.

• Any deviation outside of those dates are the responsibility of the traveler (including airfare and hotel and ground transportation).

• Additional fees tips and surcharges such as (and not limited to): remote access charges, are not covered as part of the Motorola Solutions travel policy.

• For those Pre-Paid Users that wish to attend the Pre-Conference Training on Sunday, October 1st, if the flight is at a higher cost to come in the day before the approved conference dates, those will be at the expense of the traveler. Such costs include and are not limited to: any additional airfare costs, change fees to move an existing itinerary already paid by Motorola, additional hotel night stay (for Saturday, September 30), additional ground transportation or meals.

GROUND TRANSPORTATION IN NEW ORLEANS

Rental cars reservations can be made at the same time as your air reservation through AMEX Travel. The vehicle shall be intermediate or standard-sized, at the special conference rates that have been negotiated with Avis Car Rental. Daily rates and taxes, sur-charges are pre-paid by Motorola. Charges not covered include, but are not limited to, any additional insurance or special equipment (GPS, XM radio...etc). If you do not wish to rent a vehicle, please contact Valerie Damolaris for alternative transportation.  Any additional costs to arrive a day early to attend the pre-confernce training will be at the expense of the traveler.

MEALS

As part of this event, Motorola will provide the following meal as part of the conference fee:

*You must be registered for and attend the Pre-Conference Training sessions in order to receive the meals provided

Please advise Motorola by 09/01/2017 (5pm CST) if your department or agency has any applicable rules that limit, restrict, or prohibit the daily meal allowance so that we may assist your attendees in complying with those rules. To ensure that we act in accordance with good ethical practices, this letter requests your acknowledgement and approval of the proposed travel event. Your favorable response to this travel summary via return reply will serve as your assurance that you reviewed the proposed travel event set forth above and that it complies with the contract requirements and all applicable laws, rules, regulations and policies.

Non-reimbursable, incidental expenses include, but are not limited to:

• Hotel telephone charges (local as well as long distance)
• Personal travel outside the conference dates October 1-5 (e.g., gas, side trips, extended stay)
• Traffic violations
• Additional travel accident insurance
• Personal entertainment
• Airline upgrades
• Spousal or guest expenses
• Alcoholic beverages (mini-bar), non-food related items
• Gift shop
• Movies
• Laundry
• Late checkout, hotel early departure or no show fees
• Valet parking
• Baggage handling
• Airport parking fees
• Miscellaneous tips
• Hotel internet connection. For the 2017 Conference, basic wired/wireless internet access is included in your hotel room.
• Transportation fee to & from home airport
• Change in airline departure dates, times or names
• Excess baggage fees charged by airlines
• Additional equipment on rental cars (GPS, ski rack, baby seat…etc)
• Gas
• Tolls
• Additional individuals staying in the same guest room, which results in additional hotel charges

Motorola reserves the right to decline any expense incurred that is not within the scope of this policy. Please contact Valerie Damolaris or Shelley Rhoads if you have any questions about this policy.