Questions & Answers

Q: Do I need to use vacation time for March 31 and April 1 (Thursday and Friday of the trip)?
A: You do not need to use vacation or personal days.

Q: Who may attend as my guest?
A: You may bring your choice of one guest as long as he or she is at least 18 years of age.

Q: Can I bring a babysitter or nanny and my child(ren) on the trip?
A: Diamond Club trip and its attendant activities are designed and intended for adults. We will not be able to accommodate babysitters or underage minors.

Q: If I can’t attend, may I send someone in my place?
A: The trip is for you as a qualifying winner and one adult guest. If you cannot attend, the seats for you and your guest will be re-allocated by senior management to an alternate winner. (You may attend without a guest; a number of people typically do so each year.)

Q: If I can’t attend, is there an alternate award?
A: If you cannot attend, there is no alternate financial compensation or award.

Q: When traveling to and from our destination, may I expense baggage fees, airport parking and meals for my guest and me?
A: These expenses may be charged to your corporate credit card and will be billed to your cost center.

Q: If I can’t travel on specified trip dates, may I stay at the same destination at a different time?
A: You are free to come early or stay over—at your own expense—but the trip award is only for the days indicated, March 31–April 3, 2016.

Q: May I extend my trip?
A: You may choose to extend on either side of the program at your own expense. Extensions are always subject to hotel availability.

Q: Can I change my airline reservation after it has been booked?
A: Once our travel manager, MCI USA, has booked your airfare, it is nonrefundable. If you wish to change your reservation, you will be responsible for change fees or increased costs associated with the change.

Q: If I arrive on a date different from the group, how do I get to the hotel?
A: Hotel ground transportation will be provided for group arrivals and departures on March 31 and April 3, respectively. If you choose to arrive early or extend your stay, airport transportation will be your responsibility. Details regarding options for securing transportation will be included in pre-trip materials.

Q: Will I incur any costs or fees associated with my trip?
A: In order to offer a day that is free-from-business on Saturday and an activity for your guest, we must include the tax responsibility for related resort and trip costs in your wages. You will also be responsible for taxes associated with your guest’s airfare.

Q: How do I pay for this tax responsibility?
A: The value of the free day, guest activity and guest airfare will be added to your gross wages as additional earnings and will be reported on your annual W2 Wage Statement. Due to withholding of required FICA taxes, you will see a slight reduction in your net pay during pay periods in which the entries are made.