President’s Club 2013 aprIl 28-may 2 the rItz-carlton ...web27.streamhoster.com/pebennett/travel/e-docs/e-docs-pc13.pdf · Men – khakis or jeans, cargo length shorts, polo shirts,

Updated Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3-4

Leave-at-Home Informat ion . . . . . . . . . . . . . . . . . . . 5

Things You Need to Know . . . . . . . . . . . . . . . . . . .6-7

Baggage Fee Reimbursement Form . . . . . . . . . 8

table of contents

o n - s I t e I n f o r m at I o n

President’s Club 2013 aprIl 28-may 2 the rItz-carlton Grand cayman

life’s a7-milebeach

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1 I next paGe »

“The water is my sky.” — C l ay T o n J o n e s

beaches as dazzlInG as your performance.

the grandest oceanfront experience for our most extraordinary achievers. Is there anything more blissful

than floating in crystalline waters? perhaps the exclusive blue tip golf course, the idyllic silver rain spa and

the custom tennis program—the choice is yours.

Indoor and outdoor terraces set the stage for meals of a lifetime, where you can bask in sublime views, including

the best vantage point for breathtaking sunsets. the ritz-carlton, Grand cayman, a 144-acre wonderland,

ushers you into a world of luxury and comfort that says, “you have arrived.”


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uPdated agenda

sunday, april 28, 2013

a l l day – a r r i va l Arrivals to Grand Cayman Island “Owen Roberts International Airport” Transfers to Ritz-Carlton, Grand Cayman

be fo re lan d ing A valid passport is required for entry into the Cayman Islands. During the flight, you will need to complete an Immigration form and a Customs Declaration form.

en te r i n g t he Cayman i s l ands Upon arrival to the Owen Roberts International Airport in Grand Cayman, you will first enter the immigration hall where you will need to submit the completed Immigration form to the officer.

Once the immigration process is complete, please proceed to the baggage claim area to retrieve your luggage and then proceed to the “Nothing to Declare” sign (Customs Inspection Area). The signed Customs Declaration form will be submitted to the Customs Officer. After clearing customs and exiting the building, please look for Ritz-Carlton agents with President’s Club signs that will direct you to your transportation to the hotel. The transfer will take approximately 15 minutes.

10 a .m .–5 :30 p .m . – a f l ac Hosp i t a l i t y desk and C omp l imen ta r y i n t e r ne t Location – Cayman Islands Royal Ballroom Foyer

Ho te l reg i s t ra t i on Location – Cayman Islands Royal Ballroom

11 :30 a .m .–2 p .m . – a r r i va l luncheon Location – Cayman Islands Royal Ballroom Terrace (Casual Attire)

6 :30–8 :30 p .m . – “l i f e i s a seven-M i l e beach” We lcome recep t i on Location – Seven Mile Beach North (Casual Attire)

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monday, april 29, 2013

break fas t and lunch a t le i su re *Meal money will be provided

8 a .m .–4 p .m . – a f l ac Hosp i t a l i t y desk and Comp l imen ta r y i n t e r ne t Location – Rembro Promenade

F ree day – Op t i ona l tou rs hos ted by a f l ac Check your tickets for departure times and locations

6 :15 p .m . – d inne r d ine a round by te r r i t o r y All Territories Depart from Group Promenade Area See Times Below (Dressy Casual Attire)

6 :15 p .m . – Wes t te r r i t o r y

6 :30 p .m . – sou thwes t and sou theas t te r r i t o r y

6 :45 p .m . – sou th Cen t ra l te r r i t o r y

Cen t ra l , Pac i f i c, no r theas t , and no r th te r r i t o r y d inne r a t le i su re *Meal Money will be provided

Tuesday, april 30, 2013


8 a .m .–4 p .m . – a f l ac Hosp i t a l i t y desk and Comp l imen ta r y i n t e r ne t Location – Rembro Promenade


presIdent’s club 2013 the rItz-carlton Grand cayman aprIl 28– may 2 let’s gO



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F ree day

6 :15 p .m . – d inne r d ine a r ound by te r r i t o r y All Territories Depart from Group Promenade Area See Times Below (Dressy Casual Attire)

6 :15 p .m . – Cen t ra l te r r i t o r y

6 :30 p .m . – Pac i f i c and no r theas t te r r i t o r y

6 :45 p .m . – no r th te r r i t o r y

Wes t , sou thwes t , sou theas t and sou th Cen t ra l te r r i t o r y d inne r a t le i su re *Meal money will be provided

Wednesday, may 1, 2013


8 a .m .–4 p .m . – a f l ac Hosp i t a l i t y desk and C omp l imen ta r y i n t e r ne t Location – Rembro Promenade

F ree day

6 p .m . – P res iden t ’s C l ub awards recep t i on Location – Cayman Islands Royal Ballroom Terrace (Island Formal Attire)

Pres id en t ’s C l ub awards d inne r and P resen ta t i on Invocation followed by dinner Location – Cayman Islands Royal Ballroom (Island Formal Attire)

9 :30 p .m . – awards a f t e r Pa r t y Location – The Great Lawn (Casual Attire) * Come enjoy live music and a farewell cocktail as we close out President’s Club 2013.

Thursday, may 2, 2013

depa r tu re day

break fas t a t le i su re *Meal money will be provided

Attire

Casual:

Men – khakis or jeans, cargo length shorts, polo shirts, casual shoes or flip flops

Women – khakis or jeans, Bermuda length shorts, sundress, sandals or flip flops

*No T-Shirts with slogans or pants/shorts with holes

Dressy Casual:

Men – sport coat optional, shirt with collar, casual shoes, dress slacks-NO TIE

Women – dress slacks or capri, casual blouse, knee length or long skirt

Island Formal:

Men – jackets, sport shirts, slacks-NO TIE Women – cocktail-length dresses

Weather

Temperatures in Grand Cayman during late April generally vary between an average high during the day of mid-80s and an average low at night of mid-70 degrees.


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pres Ident’s club 2013aPril 28 – May 2 thInkInG of you

The Ritz-Carlton, Grand CaymanP.O. Box 32348 KY1-1209Seven Mile BeachGrand Cayman, Cayman Islands

Phone – 1 (345) 943-9000

LEAVE-AT-HOME INFORMATION

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pres Ident’s club 2013aPril 28 – May 2 thInkInG of you

The Ritz-Carlton, Grand CaymanP.O. Box 32348 KY1-1209Seven Mile BeachGrand Cayman, Cayman Islands

Phone – 1 (345) 943-9000

leaVe-at-home InformatIon

leaVe-at-home InformatIon

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Travel documents required Passports are required.The name on your airline ticket must match your passport used to check in at the airport.Before LandingA valid passport is required for entry into the Cayman Islands. During the flight, guests will need to complete an Immigration form and a Customs Declaration form.Entering the Cayman IslandsUpon arrival to the Owen Roberts International Airport in Grand Cayman, you will first enter the immigration hall where you will need to submit the completed Immigration form to the officer.

Once the immigration process is complete, please proceed to the baggage claim area to retrieve your luggage and then proceed to the “Nothing to Declare” sign (Customs Inspection Area). The signed Customs Declaration form will be submitted to the Customs Officer. After clearing customs and exiting the building, please look for Ritz-Carlton agents with President’s Club signs that will direct you to your transportation to the hotel. The transfer will take approximately 15 minutes.

your president’s club trip includes the following: · Round-trip airfare to Grand Cayman for you and a guest originating from the same airport· Transportation between the hotel and the airport when traveling on regular trip dates · Skycap tips at the airport · Bellman tips at the hotel· One hotel room for four nights· Baggage fee reimbursement (see below)· Group meals and entertainment outlined in the agenda· Meal money for meals not covered in the agenda (for qualifiers)

baggage reimbursement: Currently, some airlines are now charging their customers for all checked luggage. If you are booked and ticketed on one of these airlines and have checked luggage, Aflac will reimburse you only for the first piece of checked luggage per person. Additional fees for two or more pieces of checked luggage per person, or any overweight or oversized baggage fees will not be eligible for reimbursement. Travelers who have frequent flyer status with these carriers may be exempt from these fees. Please check each individual carrier’s website or with your airline for its current policy regarding checked baggage allowances and fees. Consider taking advantage of online baggage check in, which usually results in a lower fee. Reimbursement will be provided following the trip.


tHings yOu need tO knOWFor Your 2013 President’s Club Trip to Grand Cayman on April 28–May 2, 2013

presIdent’s club 2013 the rItz-carlton Grand cayman aprIl 28– may 2 CHeCking My list


QualifiersTo request reimbursement, please submit the completed form that will be included in your e-docs to the Travel, Meetings and Incentives department. Please include the original receipts issued by the airlines (photocopies will not be accepted) showing the price you paid for checked baggage. Only reimbursement forms received within 30 days of your travel will be honored. If you haven’t received your reimbursement within 30 days of the trip, please email Gina Hartshorne at [email protected].

WWhQTo request reimbursement, please submit your expenses, along with your original receipts, through SAP.

you will be responsible for the following: · Additional hotel room, if required for your guest· Additional hotel room charges for nights outside the normal trip dates· Any extra airline charges for your guest if he/she originates from a different city than yours· Airline charges if you choose to make your own arrangements—Aflac will not reimburse· Activities not listed on the agenda that you plan on your own · Incidentals that include room service, in-room movies, phone calls, laundry, mini bar, etc.· Souvenirs or other personal purchases· International cell phone charges, roaming and data charges · Airport transfers if traveling outside normal President’s Club dates

how will this trip affect my taxes?

QualifiersAflac is required by law to include all costs associated with President’s Club 2013 on your Form 1099 as compensation. These costs include all expenses related to you and your spouse or guest (airfare, meals, entertainment, etc.). Any prizes or awards received by the qualifier will only be included as compensation. Please consult your personal tax advisor about deducting any of these expenses on your personal income tax return.

WWhQAflac is required by law to include all costs associated with President’s Club 2013 on your W-2 and the required taxes will be withheld from your paychecks. These costs include all expenses related to your spouse or guest (airfare, meals, entertainment, etc.).

Who am i allowed to bring as my guest? Qualifiers are allowed one guest. Your guest can be any adult who is at least 18 years old and who is not a member of the Aflac field force, unless he or she is an immediate family member (spouse, parent, brother, or sister). Guests other than your spouse or immediate family member will require Executive Department approval. Infants, toddlers, and children under age 18 are not allowed.

COngratulatiOns! We’ll see you on april 28, 2013.


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presIdent’s club 2013 the rItz-carlton Grand cayman aprIl 28– may 2 CHeCking My list

currently, airlines are now charging their customers for all checked luggage. Aflac will reimburse you for the first piece of checked luggage

per person only. depending on the airline the charge is customarily $25.00 per first checked bag. travelers who have frequent flyer status with these

carriers may be exempt from these fees. please check each individual carrier’s Web site for additional details. additional fees for two or more pieces

of checked luggage per person or luggage that is overweight will not be eligible for reimbursement. to request reimbursement for the first piece of

checked luggage, please complete the luggage reimbursement form and include original receipts generated by the airlines. reimbursement will be

provided following the trip.

please check with your airline for their current policy regarding checked baggage allowances and fees.

to request reimbursement, please submit the completed form below with your original receipts issued by the airlines showing payments (photocopies

will not be accepted) or if you paid by credit card a copy of your credit card statement that reflects the price you paid for checked baggage to the travel,

meetings & Incentives department. Only reimbursement forms received within 30 days of your travel will be honored.

Reimbursements will be direct deposited into your account on file with Aflac within 45 days of the trip.

bAggAge ReimbuRsement Request

d a t e n a M e

W r i t i n g n u M b e r

t r a v e l e d t O F r O M

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F O r t H e P u r P O s e O F : 2 0 1 3 P r e s i d e n t ’ s C l u b

t O t a l r e i M b u r s e M e n t r e q u e s t e d : $

a l l r e i M b u r s e M e n t s W i l l b e d i r e C t - d e P O s i t e d i n t O y O u r a C C O u n t

O n F i l e W i t H a F l a C W i t H i n 4 5 d a y s O F t H e e v e n t.

baggage Fee reiMburseMent



“live in the sunshine, swim in the sea, drink the wild air...” — r a l p h wa l d o e m e r s o n


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Documents

President’s Club 2013 aprIl 28-may 2 the rItz-carlton ...web27.streamhoster.com/pebennett/travel/e-docs/e-docs-pc13.pdf · Men – khakis or jeans, cargo length shorts, polo shirts,