25/8/94 (previous title) 08/06/12 [15/05/13 Formal Delegations amended] 15/12/95 13/10/00 2/11/01, 9/9/05, 14/12/11 5 yearly Immediately

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1 Corport Poliis & Prours Finn Doumnt CPP301 Corport Trvl First Prou: Currnt Vrsion: Pst Rvisions: Rviw Cyl: Applis From: 25/8/94 (prvious titl) 08/06/12 [15/05/13 Forml Dlgtions mn] 15/12/95 13/10/00 2/11/01, 9/9/05, 14/12/11 5 yrly Immitly Authoristion: Quris: T Kāhui Mnukur Chi Finnil Oir Jun 2012: CPIT Poliy n Prours hv n upt to rlt th hngs in strutur, ommitts, rols n lgtions s rsult o th CPIT Mngmnt Rstrutur urrntly ing implmnt. Th ontnt o this poliy n prour will rviw oring to th rviw yl til ov. 1 Introution 1.1 Purpos Th poliy is to nsur tht CPIT mts pprov tul n rsonl osts o usinss trvl n rlt tivitis or uthoris st on nssry CPIT usinss n to nsur mximum vlu or mony xpn. 1.2 Sop n Applition This poliy pplis to th purhsing n us o omsti n intrntionl trvl n rlt tivitis y ny CPIT mploy rrying out pprov CPIT usinss tivitis (S orml lgtions unr 1.3 n inition o trvl unr 1.4 low) 1.3 Forml Dlgtions Prior pprovl o trvl in orn with th ollowing lgtions is rquir. Intrntionl Trvl * Approv By Lvl 100 Counil Chir Lvl 200 Lvl 100 Lvls 300 to 600 Lvl 200 * Not: Estrn Sor o Austrli shoul onsir unr Domsti Trvl Dlgtions Domsti Trvl Approv By Lvl 100 No pprovl nssry Lvl 200 No pprovl nssry Lvl 300 Lvl 200 Lvls 400 to 600 Lvl 300 Th Chi Finnil Oir hs lgt uthority to monitor trvl xpnitur n prours unrtkn within h Division to nsur onsistny with this poliy. All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 1 o 7

2 1.4 Dinitions Dlgtion Lvls: LEVEL DELEGATION 100 Chi Exutiv Snior Mngrs who rport to CE n/or r rsponsil or signiint institutionl strtgi n oprtionl outoms. Snior Mngrs with signiint st n ugt rsponsiilitis n/or r strtgi snior spilists rporting to 200 lvl. 400 Oprtionl Mngrs oth Ami n Srvis. 500 Tm Lrs, Suprvisors spilist lrs, PASMS. 550 Mntors/Support, in lol lrship, SASM. Trvl: Air lights, r rntls, us/rry hrgs, ommotion n hotl rlt xpnss plus ny othr trvl rlt xpnitur. Contrt Trvl Mngmnt Compny: CPIT s ontrt Trvl Mngmnt Compny (TMC) or trvl n ssoit srvis r ngg to t th highst ovrll stnrs o qulity, pri n srvi to CPIT. Volum isounts n til rporting n only otin i ookings r m through th ontrt Trvl Mngmnt Compny. Th CPIT TMC is th hnnl through whih ss to th All o Govrnmnt Priing or ir trvl is otin. CPIT Trvl Coorintor: Dsignt Trvl Coorintors in h Division, rsponsil or ooking ll trvl or CPIT. St r not prmitt to ook thir own trvl rquirmnts without prior pprovl rom th Chi Finnil Oir, unlss n mrgny sitution (s j low). g h i j Intrntionl: Any trvl outsi o Nw Zln xpt to Estrn Sor o Austrli whih is rgr unr Domsti Trvl Dlgtions. Domsti: Any trvl within Nw Zln or Estrn Sor o Austrli. Loylty Bnits: Any rwr or loylty points shms or y irlins n othr trvl rlt srvis.g. ir points or vrious ommotion n ml rwr shms. Atul n Rsonl Expnss: Approv osts whih r tully inurr n m to rsonl stnr n pri or th CPIT mploy. Aommotion: Aommotion plus othr rsonl xpnss inurr uring sty suh s mls, phon lls, t inurr uring hotl sty. Frqunt Flyr: Th CPIT tst or whthr somon n onsir rqunt lyr hs n st t minimum o 10 omsti/intrntionl rturn trips pr nnum, on yrly sis. Emrgny Sitution: Any sitution tht riss, whr st mmr hs no irt ss to th CPIT Trvl Coorintor or th ontrt Trvl Mngmnt Compny, n hs no option ut to rk poliy rgring thir trvl rrngmnts. This woul typilly only our with intrntionl trvl. All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 2 o 7

3 Rlt CPIT Prours(init i tth to poliy or whr thy n oun) Rlt CPIT Poliis CPP302 Finnil Mngmnt CPP304 Disrtionry Expnitur CPP402 Us o Vhils or CPIT Businss Goo Prti Guilins(init i tth to poliy or whr thy n oun) Rlt Lgisltion or Othr Doumnttion Trvl ontts, orms, guilins n this poliy r vill vi th CPIT intrnt sit unr Sit Mp/Rsours/Orit Trvl Rrns Nots My 2013 minor mnmnt m to pprovl o Intrntionl n Domsti Trvl Dlgtions spiilly lvls 300 to Prinipls Trvl xpnitur, prtiulrly Intrntionl trvl, is otn sujt to xtrnl srutiny n rviw. Consquntly: 2.1 All xpnitur on trvl will ppropritly uthoris s nssry or th hivmnt o th orgnistion s ojtivs. 2.2 CPIT will mt pprov tul n rsonl osts o usinss trvl n rlt tivitis or uthoris st. 2.3 All xpnitur on trvl will nsur mximum vlu or mony n miniml wst. 2.4 No st mmr shll tk ny tion whih woul rsult in CPIT ing lil or osts not rlt to oiil CPIT usinss. 3 Assoit Prours or CPIT Ami & Corport Poliy on: Corport Trvl Contnts: 3.1 Booking Trvl 3.2 Intrntionl Trvl 3.3 Rnt Vhils, Txis n Us o Privt Vhils 3.4 Aommotion 3.5 Othr Trvl Rlt Costs 3.6 Airlin Loung Mmrships 3.7 Trvl Insurn 3.8 Sty 3.9 Fmily Mmrs Aompnying St 4.0 Privt Trvl (Non CPIT Businss Rlt) 3.1 Booking Trvl All CPIT trvl rrngmnts r ook through th llot CPIT Trvl Coorintor who will liis with th ontrt Trvl Mngmnt Compny. St r not prmitt to ook trvl rrngmnts irtly or with ny othr trvl supplir unlss prior pprovl is grnt y th Corport Srvis Dirtor Th CPIT purhs orr numr, T1 ost ntr o(s) n ount o(s) r us y th CPIT Trvl Coorintor or ll ookings, t ll tims. All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 3 o 7

4 g h Chngs n ltrtions to trvl rrngmnts r m through th CPIT Trvl Coorintor, UNLESS n mrgny sitution riss (rr Dinition 1.4j). Th CPIT Trvl Coorintor uss th onlin ooking tool provi y th ontrt Trvl Mngmnt Compny or ll omsti lights, hotls n r rntl ookings (som Trns Tsmn lights my lso ook using this tool). Domsti multi ity lights, ln only or mor omplx intrntionl trvl rquirmnts, shoul mil through to th ontrt Trvl Mngmnt Compny on th Gnrl Trvl Rqust orm, or vi tlphon i nssry. For st uthoris to liis irt with th ontrt Trvl Mngmnt Compny, or or prsonl lisur rquirmnts, this orm is vill on th CPIT intrnt sit (rr to link unr Sit Mp/Rsours urrntly Orit Trvl). Th ontrt Trvl Mngmnt Compny is rsponsil or roniling ll hrgs ginst our trvl supplirs n will provi ull ronilition k to CPIT to uthoris h month. St r not prmitt to us prsonl or CPIT rit rs to py or ny CPIT rlt lights or ommotion xpnss, UNLESS thr is no othr mtho o pymnt vill or n mrgny sitution riss (rr lso 1.4j). CPIT hs n opn skis poliy. This mns tht ll trvl or CPIT usinss is ook on th irlin oring th hpst r vill t th st tim on th y. Thr r no prrns or on irlin ovr nothr. Air trvl is to ook t th rlist opportunity to hiv th hpst rs possil. Businss or irst lss trvl is only prmitt in xtrm mrgny irumstns. 3.2 Intrntionl Trvl Intrntionl trvllrs on orport usinss r ovr or xpnss y CPIT, in orn with th ollowing rquirmnts: Atul n Rsonl: (rr Dinitions): All lgitimt usinss xpnss my hrg, xpn ginst sh vn or rimurs. All ripts ovr th quivlnt o NZ$20 must rtin n urnish in ronilition rport to th irt lin mngr. Pr Dim (or ily) llown: A pr im llown is provi to ovr th osts o mls, ommotion, n inintls whil ovrss. Whr prtil, n y prior grmnt with pplil Dirtor, pr im rt my ngotit prior to trvl. This is or us only whr it is iiult to hrg k osts to th Polythni or otin ripts, vn or sustntil trnstions. I th ov is likly to pply, st mount my l to ngotit to ovr th urtion o th trip. Whr suh pr im is pprov in vn, ounting or xpnitur tr ompltion o th journy woul not rquir. Ripts r not rquir to sumitt. For guilins to pr im mounts rr to urrnt Ministry o Forign Airs rts: ims. (Not ths rts inlu ommotion osts.) Csh vns or trvllrs hqus: Ths my otin rom th Finn Stion with purhs orr sign in orn with th lgtions in 1.3. Ths will not issu mor thn two ys or th intn trvl n r onitionl All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 4 o 7

5 on ull n ript ronilition in NZ$ upon rturn. Dirt lin mngrs r xpt to uit ronilitions or ury n poliy omplin n sign pprovl or othrwis oringly. 3.3 Rnt Vhils, Txis n Us o Privt Vhils g h i Rnt vhils r ook y th CPIT Trvl Coorintor, through th ontrt Trvl Mngmnt Compny, UNLESS n mrgny sitution riss. Rnt vhils r only us whn othr mns o trnsport r unvill, imprtil or mor ostly. Th us o rnt vhils must justii s usinss n, rthr thn prsonl prrn, n uthoris y th irt lin mngr. All rntls shoul or smll (Group B 1.3L) or intrmit (Group C & D 1.6L) siz vhils. I thr or mor pssngrs r trvlling togthr, lrgr r my nssry (Group E 2.0L). For rnt vhils within Nw Zln, optionl insurn ovrg shoul lin s CPIT hs pr rrng suh ovr with our insurr. Outsi o Nw Zln, ull ovrg shoul purhs. Unr no irumstns my rnt vhil rivn y nyon othr thn th hirr or n ltrntiv rivr ror on th vhil rntl ontrt. All rivrs must ithr CPIT mploys or stunts o CPIT. CPIT st shoul r ul rnt vhils or rturning thm to th supplir to voi surhrgs n high ul osts. Th originl vhil rntl grmnt must rturn with ny xpns rport or ronilition. CPIT will mt th ost o txi rs n othr lol trnsport osts whn us or usinss purposs. Txis r to us juiiously n st r xpt to shr txis whrvr possil. Txi hrgs shoul pi y th mploy n lim k, unlss th mploy hs txi hits or txi hrg r or CPIT rit r. Th us o privt vhils must gr with th irt lin mngr prior to th ommnmnt o th trvl. Rr to Us o Vhils or CPIT Businss poliy. CPIT mploys r rquir to ollow ll tri n ro lws. CPIT pts no rsponsiility or mismnours or tri ons ommitt y st whil riving ny vhil. This inlus prking ins. 3.4 Aommotion Aommotion is ook y th CPIT Trvl Coorintor, through th ontrt Trvl Mngmnt Compny, UNLESS n mrgny sitution riss. Domsti ommotion hrgs r ronil y th ontrt Trvl Mngmnt Compny monthly n orwr to CPIT to uthoris or pymnt. Intrntionl ommotion my rquir to pi y th trvllr on hkout. This n pi or using CPIT or prsonl rit rs. Th olio ill n ript must rtin y th trvllr or ronilition purposs. Aommotion ookings r to t th onomy stnr within NZ. Th norm will inlu singl room with throom ilitis. Dpning on th ountry, intrntionl ommotion n ov onomy stnr, ut must pprov y th Chi Exutiv or th rlvnt Dirtor prior to th ooking ing m. Not tht in som ss ovrss, th highr stnr ommotion inlus r irport trnsrs, lunry onssions, omplimntry Businss Cntr ss, r rkst All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 5 o 7

6 n/or othr nits tht n mor ost tiv thn th onomy stnr. Th ontrt Trvl Mngmnt Compny is l to vis trvllrs i ths r vill. Mini r ilitis shoul not us y omsti trvllrs. Intrntionl trvllrs my us mini r ilitis or th purhs o ottl wtr or out o hours rrshmnts/mls i rquir. Aitionl ommotion or xpnss inurr s rsult o non CPIT mploy stying with n mploy must pi in ull y th mploy prsonlly upon hk out. 3.5 Othr Trvl Rlt Costs CPIT will mt trvllrs tul n rsonl osts inluing pprov usinss rlt gits, txis, prking hrgs, mls, Businss Cntr hrgs, usinss n osionl privt tlphon lls, viss*, pssport rnwls*, irport txs, prvnttiv inoultions, trvl mitions* n lunry*. Thy my ppropritly hrg or rimurs (on th proution o ripts or itms xing NZ$20). * nots intrntionl trvl only or rgulr trvllrs on CPIT usinss Trvl rlt xpnss tht r not ovr y CPIT n nnot lim k inlu y sittr s, rr/hir r, tri ins, hotl room movis, luggg, toiltris, ring mttr, mil n itry supplmnts. Exss ggg hrgs will not ovr y CPIT unlss thy r usinss rlt. CPIT mploys r rsponsil or mking thir own trvl rimursmnt lims. Full xplntory oumnttion is rquir to ompny lims EFTPOS slips o not ontin suiint vin o xpnitur. 3.6 Airlin Loung Mmrships Loung mmrships with on irlin or CPIT Snior Mngrs who r rqunt lyrs (s 1.4.i) my usinss xpns t th isrtion o th Chi Exutiv. Lvl 200 mngrs my, t thir isrtion, pprov mmrships or thir st mting th ritri spii unr itm 1.4 i. 3.7 Trvl Insurn St ligil or trvl insurn through CPIT inlu: i St trvlling on CPIT usinss (insurn will ovr n pi or y CPIT). ii Tnur st trvlling or prsonl rsons (pi or y th st mmr) rr 3.7, low. Spouss r ligil or trvl insurn through CPIT, s ollows: i ii I trvlling with CPIT st mmr who is on CPIT usinss, n th spous is spiilly invit, or us o th ntur o th usinss tivity (.g. rptions, opning untions) woul xpt to ttn, insurn n ovr y CPIT t CPIT rts, with th pprovl o th Chi Exutiv. I ompnying CPIT st mmr, who is on CPIT usinss, ut s ompnion (without involvmnt in spii CPIT usinss) my ovr y All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 6 o 7

7 th CPIT insurn poliy, ut t th rts st y th Finn Stion n t thir prsonl xpns. Th CPIT Trvl Coorintor or trvllr must notiy th insurn ontt within th Finn Stion in vn o th ts o trvl n stintion, so it n oiilly oumnt or CPIT s insurr. Disount trvl insurn rts r vill to st n thir spouss/prtnrs n pnnt mily mmrs trvlling on non CPIT usinss. This rt inlus smll hnling n ministrtiv hrg. CPIT will rviw th hrg out rt t th ginning o h yr. I th lims rt is high or on yr, th prmium rt or th nxt yr my highr. Th urrnt rt is vill rom th insurn ontt within th Finn Stion. 3.8 Sty Trvl to stintions whr th sty o CPIT st is likly to put t risk is not rquirmnt,.g. or rruiting intrntionl stunts or vloping intrnl linkgs. Evry st mmr is nourg to isuss ny onrns rgring th hlth, sty n ppropritnss o ny lotion, ommotion or trnsport with thos who hol isrtion n ountility or trvl xpnitur. CPIT st my rus to trvl i thy rsonly liv tht thir hlth n/or sty oul ompromis. Likwis, CPIT Mngmnt my lso prvnt n mploy rom trvlling or th sm rsons. 3.9 Fmily Mmrs Aompnying St Fmily mmrs r llow to ompny st mmr who is on oiil CPIT usinss provi: No itionl osts r inurr y CPIT, unlss it n monstrt n is pprov y th st mmr s irt lin mngr tht thir prsn is oth ssntil n irtly rlt to th tiv omplishmnt o CPIT usinss (rr lso 3.7). Th prsn o mily os not intrr or ompromis th work rlt purpos(s) o th trip. Thy o not ttn ny work rlt mtings/untions unlss xprssly invit to o so y th host or work rlt ollgus Privt Trvl (Non CPIT Businss Rlt) CPIT rts n nits r vill to st who trvl n py privtly. St shoul intiy thmslvs to CPIT s ontrt Trvl Mngmnt Compny to riv rognition. I prsonl trvl ns to hrg to CPIT ount or ny rson, th CPIT Trvl Coorintor will rrng or Rqust to Invoi orm to omplt in th nm o th trvllr. This is orwr to th Finn Stion, o n uthoris, with opy o supporting innil oumnttion tth. Pymnt o prsonl trvl must m y th trvllr, to th Finn Stion, within 20 ys o riving n intrnl tx invoi. Unr no irumstns is sh to snt vi intrnl mil. A 3.5% surhrg will or ny prsonl trvl rimurs y privt rit r. All poliis on CPIT s InoW r th urrnt vrsion. Pls hk t o this hr opy or proing. pp301 trvl12.o 15/05/13 CPP301 Pg 7 o 7