Adobe Onboarding:

Travel & Expense (T&E)

Training
North America Workfront Employees
March 2021

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Agenda

Business travel
Concur login process
Direct deposit in Concur
Corporate card program
Helpful sites & key information
Work from home policy

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Travel reservations

• American Express Global Business Travel (GBT) is Adobe’s Travel Management Company

• Book your travel online in Concur or offline directly with a GBT travel consultant
• Offline reservations (higher fees apply):
• US (M-F, 7:00 am – 5 pm PT): +1 646 817-9703

• Visit the Make a Reservation page on Inside Adobe for all updates including support contact details

• Watch this tutorial for information on updating your travel profile

• Email travel@adobe.com with any questions or for general travel inquiries

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Travel policy
Book o All Business Travel MUST be booked through American Express Global Business Travel
o Use Online Booking Tool (Concur Travel) unless complex trip
o Book preferred airlines, hotels and rental car company – preferred vendors are designated in Concur Travel tool
o All travel must be charged on your Bank of America Corporate Mastercard
o Refer to Booking Travel in North America for travel information and instructions
o Book travel at least 14 days in advance
Air o Coach class on all flights under 6.5 hours flight time
Booking o Business class (flight time > 6.5 hours) or premium economy only if approved by cost center manager
Travel o Non-Reimbursable: in-flight alcohol, sky-phones, airline club memberships, loss of luggage

Lodging o Consult the Adobe Hotel Directory to find preferred hotels with Adobe contract rates
o Reimbursable expenses: Business center expenses (fax, phone, internet), hotel internet/Wi-Fi, use of health
club facilities and reasonable laundry/dry-cleaning services (at least 3 day stay)
o Weekend stay allowed if Monday meeting
o Non-Reimbursable: in-room movies or mini-bar
Car o Hertz & Avis/Budget are the preferred suppliers
o Compact or midsize rentals are reimbursable
o Only purchase insurance for non-Hertz or Avis/Budget rentals
o Limo services OK if less than cost of personal auto + parking fees

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Travel & Expense Organization

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Concur login process

• The Concur login link can be found on Inside

Adobe by going to Tools and process →
Travel and expense → Expense Reporting
Tool Login

• Here is the login link:

https://adobe.okta.com/app/template_saml
_2_0/exk11bgl14dRZGLtX0i8/sso/saml

• Login with your Adobe Single Sign On (SSO)

and OKTA verification code

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Direct deposit in Concur

• Any time you need to expense a purchase or service, you should use your corporate Mastercard
• However, if there is a circumstance where you must use your personal credit card or another
payment method, you can submit an out-of-pocket expense

Before you submit an out-of-pocket expense, set up direct deposit in Concur

• To set up direct deposit:
• Log into Concur
• Select Profile on top right of your screen
• Click Profile Settings
• Click Bank Information under Expense Settings or Profile Options
• In the Bank Information screen add your personal information
• Click Save and Authorize → You have now set up direct deposit in Concur

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Corporate card program

• Bank of America Merrill Lynch (BAML) MasterCard is the Adobe issued corporate card
• Online application process
• Adobe assumes responsibility ONLY for those charges permissible under the Travel and Expense
Reimbursement Policy (PDF)
• Use of the Adobe Corporate Card for personal, non-business expenses is prohibited
• Inadvertent personal charges or non-reimbursable expenses that are incurred on the card must be identified
as Personal charge manual pay in Concur and the employee must make the payment to BAML bank
• Frequent personal use of your corporate Mastercard can result in deactivation
• Please submit all possible transactions in a single report; this may mean waiting a couple days for multiple
transactions to appear in your Concur account
• Our corporate Travel & Expense Policy (PDF) instructs you to submit your expense report within 30 days of
the transaction; if you’re including multiple transactions on your report (which we prefer!), just make sure to
submit it within 30 days of the earliest transaction

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Helpful sites & key information
Corporate card application
• https://adobe.service-now.com/sc?id=kb_article&sysparm_article=KB0013828
process
• Default limit on the corporate card is $15K USD
Credit limit increase on the
• Based on the business requirement, the card holder can request for increase in the credit limit
corporate card
subject to Finance, Management and Procurement approval along with the business
justification

Concur tutorials • https://insideadobetv.mediaplatform.com/#!/channel/1501796044966/Travel+&+Expense

Travel & Expense

• https://inside.corp.adobe.com/content/dam/corporate-policies/documents/PTP-SOP-09-
Reimbursement Policy
001_Travel_and_Expense_Reimbursement_Policy.pdf
(PDF)

• U.S. receipt requirements: All receipts must be merchant-issued receipts (not credit card slips)
• T&E: out-of-pocket > $25 USD; hotel all; corporate card expenses → $250 USD
Receipt requirement
• Non-T&E all receipts are required
*Adobe recommends that employees save all original receipts for 24 months
• Receipts must be attached in the line level of every transaction in concur.

For any queries • Write to us at expense@adobe.com

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Work from Home policy

• Work from Home limit is $500 USD , you may utilize the budget to purchase the below listed items if
you prefer but required to submit receipts for all purchases

• Note: The above is not an exhaustive list of items that are or are not covered by the fund. Approval is at the
discretion of the Travel & Expense (T&E) team, so if you have questions about what can or cannot be
expensed with the fund, please email expense@adobe.com.
• You may refer to the inside Adobe page for more details: https://inside.corp.adobe.com/covid-19/wfh.html
©2021 Adobe. All Rights Reserved. Adobe Confidential.
Work from Home expense submission in Concur

All expenses incurred should be submitted and processed through Concur expense reports under your default
cost center with the following details:

• Report name: WFH Policy Reimbursement

• Expense type: Remote Access

• Attach Receipt: Provide a valid invoice or order confirmation issued by the vendor for the purchase made

• Note: If you are a cost center manager, be informed that the expense reports will be routed for your review
and approval; all charges related to this policy will not impact your budget

©2021 Adobe. All Rights Reserved. Adobe Confidential.

Q&A