MBS BUYBACK TRAVEL
Scheduling buyers is a challenging task made more difficult by frequent last minute changes and conflicting priorities. Whether an in-house or independent buyer, you are ultimately responsible for verifying the accuracy of your travel arrangements.

After you've contacted your representative as how best to arrive at your prescribed destination, you should contact Wholesale Administrator (ext 5675) in order to arrange airline tickets, rental cars and transportation. If you have special travel requests, please inform your marketing rep or Don Asel immediately.

A number of decisions regarding travel plans are made as a matter of policy. Typically, MBS asks you to arrive as early as possible the day before the buyback begins. This allows you to set up the equipment, obtain and count money and solve any problems while there is time to correct them. If you arrive on a Sunday, make arrangements to meet your bookstore contact as early as possible on Monday morning.

Company Car/Personal Car/Rental Car
Depending on the availability and scheduling of MBS company cars, you or one of your buyers may be asked to furnish your personal car for travel. If this occurs, you will be reimbursed at the current mileage rate which will cover your gas expense and use of your automobile.

Rental cars are a necessary but expensive part of the buyback. MBS encourages you to explore other options (taxi, closer hotel accommodations). If you are younger than 25 and need a rental car, contact your marketing representative so special arrangements can be made.

MBS employees should decline the optional rental car insurance coverage as they are covered under a company insurance policy. Independent contract buyers are not covered by company insurance.

Flight Arrangements
As most buybacks run from Monday through Friday many airfares are more economical Saturday to Saturday or Sunday to Sunday. If there is a substantial savings (usually $300 +), you may be booked for an extra day. Tickets and itinerary should be delivered to you approximately one week before your departure.

Most flights for Columbia buyers require departure from the St. Louis airport. In this case, reservations will generally be made for you with MO-X shuttles for travel to and from the airport. This information will be included in your itinerary. If you take your personal car, you will be reimbursed at the current mileage rate.

Hotel/Motel
Comfort, convenience and cost are the deciding factors in making lodging arrangements. Always check with the rep in advance of making reservations for information on motel discounts, etc., in the area.

Occasionally, you may prefer to stay with a friend or relative in the buyback area. If so, it is acceptable to either take them to dinner one evening or present them with a token gift at company expense. Generally, this gift or dinner should not exceed $50 and should always be prearranged and approved by the Marketing Representative or Regional manager.

Travel Advances
Lead buyers generally will assume financial responsibility for the buyback team (hotel rooms, meals and rental cars). However, it is always a good idea for every buyer to carry some cash, travelers checks, or credit card when going out of town. MBS can supply a travel advance to employees, but only request money if you are likely to need it.

Paying for hotels, meals and rental cars quickly becomes expensive. Spend MBS money as if it were your own. If actual expenses exceed the advance, MBS will reimburse you upon receiving your expense report. If the advance has not been entirely used, the remainder must be returned to MBS Accounting with a completed Expense Report. Please refer to the instructions and policies for MBS and hired buyer Expense Reports.

The payment for your meals, rental car, and hotel obviously can be made so much more convenient when you use your personal credit card. This also makes for a more complete accounting as a receipt is always given. Great care should be taken when charging on your personal credit card so as NOT to exceed your credit limit. However, it might be a good thing to call before leaving home and request an upgrade to your available credit as this may save you an embarrassing moment while at dinner etc. Many times credit card companies acquiesce merely for the asking of said additional credit.