Understanding the fine print
This section provides a thorough understanding of the trip's policies — from the strict no-children rule to the intricacies of expense reimbursements and tax implications. Whether it's clarifying your obligations regarding additional vacation time or detailing the reimbursement process for off-property meals, our aim is to ensure you're fully informed and prepared. By familiarizing yourself with these guidelines, you can focus on enjoying the prestige of your award while representing Experian with the utmost professionalism and compliance.
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Experian considers the trip to be strictly of a business nature; thus, children under the age of 18 aren’t permitted to travel with winners nor attend, regardless of with whom or where the child(ren) stay.
If for any reason you’re unable to attend the award trip, no alternative compensation is provided.
The award trip is considered business travel, and winners aren’t required to claim vacation time for these dates. Any additional personal vacation, taken before or after the award trip, must be with the prior approval of your manager and in line with the manager’s expectations on claiming vacation time.
Experian has no responsibility, in whole or in part, for any employee travel extension made to the Experian Elite award program dates. Any deviations from the Elite award program, and any costs associated with such deviations, are your sole responsibility. The inclusions of the trip have been outlined on the program’s website. Any other costs associated with the Experian Elite award trip you incur related to unplanned activities are considered your personal expenses.
All Experian Elite winners will be required to review all the information on this website and accept a behavioral agreement prior to the award trip. You’ll need to note your willingness to comply with the trip guidelines in addition to expected responsible behavior while representing Experian at the hotel. This will include the expected behavior of your guests as well.
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- The Experian Elite award trip is considered employee compensation. Therefore, in compliance with federal tax statuses, it will be reported as such for federal, state and local income tax purposes.
- The total value of the trip will be added to your payroll record. Additionally, the company covers any tax implications; therefore, this amount will also be added to your payroll record.
- The grossed-up tax amount for your total trip value will appear on your paystub as “Spouse Travel Gross-up.”
- You won’t see any additional money in your bank account. The grossed-up funds are posted to your taxes so that the gift of the trip that you’re taxed on doesn’t actually cost you any money during the tax process.
Find out what can be expensed
Please ensure all receipts for off-property food and beverage purchases are uploaded to the reimbursement app, SAP Concur, by the trip’s final day. Ahead of the trip, you’ll receive an invitation link via email to join the SAP Concur app and log your expenses for reimbursement. It’s important to note that we won’t be accepting expense reports.
Receipts that should be submitted are:
- Checked baggage fees, up to one bag per person. The receipt total will be doubled with an assumption of the return trip’s baggage fee amount.
- Any meals that are eaten off property. An allowance of $1,500 USD will be allocated per couple. You may use this allowance to cover all your food and beverage expenses during the award trip. Anything above and beyond this allocation amount will not be reimbursed.
- Meals eaten on-property can be charged to your room and don’t require receipts but will be counted toward your allocation.
Please note that reimbursement is considered a compensation payment since it’s processed through payroll and not the expense system. Therefore, the employee’s election for the 401(k) deferral applies. Should you prefer to NOT have 401(k) withholdings apply, you’ll need to elect to do so directly with the 401(k) provider — similar to the bonus process. Should you choose to leave your 401(k) withholdings as is, your elected contribution amount will be deducted from your final reimbursement.
What's included
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Click here to learn everything you need to know about what is and is not included.
Hotel and travel
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Find information about air travel, transportation, hotel information and amenities.