TRAVEL AND EXPENSE REIMBURSEMENT POLICY. Section 1: Overview. Authorization and Responsibility. Personal Funds

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1 Section 1: Overview It is the policy of OSC Edge to reimburse employees and contractors for reasonable and necessary expenses incurred in connection with conducting business on behalf of the company. OSC Edge strongly encourages use of travel discounts when making travel arrangements as well as prudence in seeking cost saving measures while traveling for business. Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources. If a circumstance arises that is not specifically covered in this travel policy, then the most conservative course of action should be taken. Business travel policies are aligned with company reimbursement rules. All business-related travel paid with OSC Edge funds must comply with company policies. Authorization and Responsibility All employee travel must be authorized. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Within 30 days of completion of a trip and/or occurring an expense, the traveler must submit an Expense Report and supporting documentation to obtain reimbursement of expenses. An individual may not approve his or her own travel or reimbursement. All travel expenses must be submitted on an Expense Report and must be reviewed and approved by Jina Hardy. Designated approval authorities are required to review expenditures and may deny or withhold reimbursement if there is reason to believe that the expenditures are inappropriate, extravagant, not business related or not covered expenses. Personal Funds Travelers should review reimbursement guidelines before spending personal funds for business expenses, travel or otherwise, to determine if such expenses are reimbursable. A good rule of thumb is; if you wouldn t pay for it, please do not ask OSC Edge to pay for it. OSC Edge reserves the right to deny reimbursement of travel-related or other expenses for failure to comply with policies and procedures. Travelers who use personal funds to facilitate travel arrangements will not be reimbursed until after the trip occurs and proper documentation is submitted timely (within 30 days). Vacation in Conjunction with Business Travel In cases in which vacation/pto time is added to a business trip, any cost variance in airfare, car rental or lodging must be clearly identified on the Expense Report. OSC Edge will not prepay any personal expenses with the intention of being repaid at a later time, nor will any personal expenses be reimbursed. Please provide documentation to support cost differences between isolated Business travel expenses to be compared with the expenses for the additional PTO added to the trip. (i.e.: screen print or other vendor documentation of the airfare for the dates of the business trip so it can be compared with the actual final airfare paid, documentation showing the weekly rental would be equal or less than the 5-day rental) Page 1 of 7

2 Exceptions Occasionally it may be necessary for travelers to request exceptions to this travel policy. Requests for exceptions to the policy must be made in writing and approved by either Jina Hardy, Tiffany Bailey or Lee Hendrickson. In most instances, the expected turnaround time for review and approval is approximately five business days. Section 2: Business and Travel Procedures Expenditure Authorization Prior to incurring any expenses that one expects OSC Edge to reimburse, please receive written authorization from your OSC Edge Manager so that they are aware and have approved the activities and expenditures. Without authorization, your expenditures may not be reimbursed. Being unaware of the rules and procedures will not constitute an exception that allows employees and contractors to be reimbursed for unauthorized and undocumented expenditures. Program Travel Authorization For any planned travel on behalf of the government, project, and program that employees and contractors may be working on, please consult with the onsite manager or contract Program Manager to ensure proper procedures are followed and individuals receive the proper authorization for the travel. Many of the programs require approved and signed documented expenditure estimates prior to booking travel. Failure to follow these procedures in a timely fashion may cause your travel to be in jeopardy. Expense Report Preparation Please request the proper Expense Report form from HR as soon as possible. Get familiar with the form and requirements to ensure you are aware of limitations and expense requirements. Being unaware of the rules and procedures will not constitute an exception that allows you to be reimbursed for unauthorized and undocumented expenditures. Section 3: Travel Expenditures General information All authorized business travel for staff should be approved by either Jina Hardy, Lee Hendrickson or Tiffany Bailey. TravelPerks is a travel agency service that OSC Edge uses. Business travelers are welcome and encouraged to use this travel agency service. It is not mandated that employees use it, but some of the advantages are: OSC can buy ticket for travelers via this service. If a flight should get cancelled or rerouted. This agency is available 24x7 to assist our employees get flights, new tickets etc. Please note, if your original ticket and booking was not by TravelPerks, they may be limited in the aid provided. Reimbursements Page 2 of 7

3 Requests for reimbursement of travel-related expenses are submitted on an OSC Edge Expense Report. This form must be accompanied by supporting documentation within 30 days of the expense being occurred and/or travel completion. The OSC Edge Expense Report must be approved by Jina Hardy, and then will be processed by Accounting. Reimbursement of travel expenses is based on documentation of reasonable and actual expenses supported by the original or a copy of itemized vendor receipts, where required. Reimbursements that may be paid by OSC Edge are noted below. Airfare An itemized airline receipt, an e-ticket receipt/statement or an Internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made. Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Travelers should be price conscious and considerate when booking airfare. Travelers are encouraged to book flights at least 14 days in advance to avoid premium airfare pricing. OSC recommends purchasing tickets that are refundable or changeable. First-class tickets are not reimbursable. Coach class or economy tickets must be purchased for domestic or international flights (defined as flight time totaling less than five consecutive hours excluding layovers). A higher-priced coach ticket cannot be purchased for a subsequent upgrade in seating. OSC will not reimburse for airline: memberships, entertainment, early boarding, WiFi or seat upgrades (enhanced seats, comfort seats, preferred seats), however, employees are welcome to purchase these items on their own. Reasonable baggage checking fees are also reimbursable. Don t forget to get the vendor receipt for this expense. Airport carts, tips to service personnel (such as airport porters) or other service fees are a part of the MI&E incidentals and are not reimbursable. Automobile (Personally Owned) Employees driving their personal vehicle are required to have a current, valid driver s license issued within the United States and personal automobile insurance for expenses to be reimbursed. Drivers should be aware of the extent of the employees personal coverage (if any) provided by his or her automobile insurance company for travel that is business or not personal in nature. All reimbursement for use of a personal automobile is based on the OSC Edge mileage rate in accordance with the GSA/IRS Guidelines. An Expense Report is required for reimbursement for all vehicle-related expenses, including gasoline or mileage. The mileage rate is subject to change, please refer to the GSA/IRS guidelines. Travelers may opt to request reimbursement for gasoline in lieu of the OSC Edge mileage rate. In these instances, itemized receipts are required. Automobile (Rental) Reimbursement for a rental vehicle as a primary mode of transportation is authorized only if the rental vehicle is more economical than any other type of public transportation, or if the destination is not otherwise accessible. Vehicle rental at a destination city is reimbursable. Vendor receipts are required. Page 3 of 7

4 OSC Edge authorizes reimbursement for the most economic vehicle available. In certain circumstances larger vehicles may be rented, with approval. The rental agreement must clearly show the date and the points of departure/arrival, as well as the total cost. Drivers must adhere to the rental requirements, and restrictions must be followed. OSC Edge provides rental car coverage for employees traveling vehicles for approved business- related purposes. If you would like additional information, please contact Jina Hardy. If there should be an incident or accident in or with a rental vehicle, please call Deena Folic immediately or as soon as feasible. Parking violation fees and other moving violation penalty fees are NOT covered by OSC and are not reimbursable. OSC Edge will not reimburse for add-ons to rental cars such as: Prepaid gas, GPS, satellite radio, baby seats, and other extras. Tolls and use of the rental agency toll attachment are reimbursable; vendor receipts are required. Travelers are required to fill the gas tank before returning the vehicle to the rental agency to avoid service fees and more expensive fuel rates. OSC Edge has partnered with several rental car vendors and have corporate discounts for employees to use, see below for Corporate discount codes: Enterprise: PZ6F75H; Budget: X267781; Hertz: Lodging (Commercial) The cost of overnight lodging (room rate and tax only) will be reimbursed to the traveler if the authorized travel is generally 100 miles or more from the traveler s home or primary worksite and needs to be pre-approved. OSC Edge will reimburse lodging expenses at reasonable, single occupancy or standard business room rates. When the hotel or motel is the conference or convention site, reimbursement will be limited to the conference rate. Only single room rates are authorized for payment or reimbursement unless the second party is representing OSC Edge in an authorized capacity. If the lodging receipt shows more than a single occupancy, the single room rate must be noted. If reimbursement for more than the single room rate is requested, the name of the second person must be included. Lodging (Private) Lodging in a private home that has not been designated as available for public reservations is not reimbursable. For specific questions, please contact HR or Jina Hardy. Miscellaneous Transportation Vendor receipts are required for taxi, bus, subway, metro, Uber, Lyft, ferry and other modes of transportation. Travelers can include tip in the reimbursement, however excessive tip amounts may be denied. Vendor receipts that shows the tip is preferred. Food and Miscellaneous Items OSC does not cover individual meals but reimburses a daily MI&E rates. Receipts for MI&E are not necessary, travelers should download a copy of the government (GSA) MI&E rates for the destination city to submit with the Expense Report. 75% reimbursement is paid for travel days and 100% for the days you are in the city. Page 4 of 7

5 MI&E is not paid for days spent in your home city for conferences, meetings, or other work-related functions etc. Meals (Per Diem) Per diem allowances are reimbursable for in-state overnight travel that is 100 miles or more from the traveler s home or primary worksite. Per diem allowances are applicable for all out-of-state travel that is 100 miles or more from the traveler s home or primary worksite. OSC Edge per diem rates are based on the U.S. General Services Administration (GSA) Guidelines, which vary by city location and month. In addition to meals, these rates include incidental expenses such as laundry, dry cleaning and service tips (e.g., housekeeping or porter tips). Incidental expenses, unless specifically cited in this policy, will not be reimbursed. Per diem reimbursements are based on departure and return times over the entire 24-hour day. If a free meal is served on the plane, included in a conference registration fee, built into the standard, single hotel room rate or replaced by a legitimate business meal, the per diem allowance for that meal may not be claimed. Receipts are not required for per diem allowances. Per diem allowances are reimbursed after the trip is completed. Parking Vendor receipts are required for parking fees. OSC will reimburse for airport parking. Please use an appropriate airport parking lot (i.e.: OSC will not reimburse the hourly parking rate for a weeklong trip). The lodging bill can be used as a receipt when charges are included as part of the overnight stay. Rail OSC Edge will pay for rail transportation provided that the cost does not exceed the cost of the least expensive airfare. To be reimbursed, itemized receipt, e-ticket receipt/statement or Internet receipt/statement is required. The vendor receipt must show the method of payment and indicate that payment was made. Telephone Calls Personal telephone calls at hotels or any other location are the responsibility of the employee. Tolls Receipts are required for toll reimbursement. Tolls in your home city (within 100 miles) are not reimbursable. Non-reimbursable Expenses The following items that may be associated with business expenses or travel will not be reimbursed: Airline club membership Airline upgrades Alcohol Business class for domestic flights or first class for all flight Childcare, babysitting, house-sitting, or pet-sitting/kennel charges Page 5 of 7

6 Commuting between home and the primary work location Costs incurred by traveler s failure to book the proper lodging, transportation, or other venue and to cancel travel or hotel reservations in a timely fashion Laundry and dry cleaning Personal entertainment expenses, including in-flight movies, headsets, health club facilities, hotel pay-perview movies, in-theater movies, social activities and related incidental costs Travel accident insurance premiums or purchase of additional travel insurance Other expenses not directly related to the business travel Pre-approved Conference Registration Fees Pre-approved conference registration fees can be paid with a credit card and reimbursed through an Expense Report; vendor receipts are required. If the conference does not provide a receipt, then a cancelled check, credit card slip/statement or documentation that the amount was paid is required for reimbursement. Business-related banquets or meals that are considered part of the conference can be paid with the registration fees; however, such meals must be deducted from the traveler s per diem allowance. See Meals (per diem) for more detail. Entertainment and after hour conference activities such as sightseeing tours will not be reimbursed. Registration fees paid directly by an individual will not be reimbursed until the conference is completed. Business Expenses Preapproved business expenses (i.e. including faxes, photocopies, supplies) may be reimbursed. Vendor itemized receipts are required. Management Business Meals Management is required to follow OSC Edge guidelines when requesting reimbursement for business meals, itemized receipts are required. Visa, Passport Fees and Immunization If these items are required for international travel, their reimbursement is left to the discretion of OSC Management. If approved by the designated authority, itemized receipts are required. Travel for Non-Employees Additional costs for travel, lodging, meal or other travel expenses for spouses or other family members will not be reimbursed unless the individual has a bona fide company purpose for engaging in the travel or attending the event. Reimbursement and Travel Policy Questions If an employee should have questions on the travel policy or interpretation, or questions on reimbursements employees should contact Jina Hardy or Deena Folic prior to incurring the expenditure. Page 6 of 7

7 ACKNOWLEDGEMENT By your signature below, you acknowledge you have read, understanding and agree to comply with the OSC Edge Travel and Expense Reimbursement Policy. This policy is not intended to constitute a contract of employment, expressed or implied. Employee Name- Printed Date Employee Signature Page 7 of 7

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