TRAVEL AND ENTERTAINMENT POLICY Any time you travel you are responsible for following the guidelines within this document. Noodles & Company (Noodles) assumes no obligation to reimburse employees for expenses that are not in compliance with this policy, and those who fail to comply may lose their P-Card privileges, be required to pay back charges to their P-Card or face other disciplinary action. Making Travel Arrangements All travel arrangements including airfare, lodging and rental cars are to be made through Noodles travel provider, Polk Majestic Travel, by either using their website (www.polkmajestic.com/noodles) or by calling their agents at 303-771-4580 or 866-481-2206, who are on call 24/7. Details surrounding our travel provider, setting up your profile and booking travel can be located on the B.R.A.I.N. Fees All online reservations will be assessed a $10 fee, however, this fee will be charged to a corporate Noodles account and not your department. If you call Polk Majestic for assistance on an existing reservation you will be charge a $15 assistance fee, which will be charged to your department. If you call and use an agent for your entire reservation, your department will be charged a $29 agent fee. Airline Travel All domestic air travel must be in coach class and use the lowest direct nonrefundable airfare available. Domestic business and first class seats should never be purchased at the company s expense. You may upgrade to business or first class or upgrade your seat assignment with the use of personal air miles or upgrade coupons that are provided free of charge or purchased at your own expense. International travel must have Officer approval. International travel must be coach fare, booked at least two weeks in advance, unless approved by an Officer. You may upgrade to business or first class with the use of personal air miles or upgrade coupons that are provided free of charge or purchased at your own expense. If the cost for any flight exceeds $750, your manager will be notified by Polk Majestic. If you have an unused business ticket that can be used for future travel, it is important to make sure that you use it for business travel and not personal travel. Should an unused business ticket be applied to personal travel it is your responsibility to reimburse the company. If you are a frequent traveler (defined as 25 or more flights annually), you may, with Officer/VP approval, join one airline club (e.g., Red Carpet Club). You may obtain only a one-year subscription. Frequent flyer program benefits are yours to keep but should not be funded at the company s expense by flying that carrier if a less expensive comparable flight is available. Airlines that offer to double your miles earned or other frequent flyer program perks that have a fee are the expense of the employee. The company will cover reasonable baggage fees. Baggage fees for golf clubs or skis will only be reimbursed for a company sponsored event. Updated October 2010 Page 1 of 7
Lodging Polk Majestic Travel should be used to book all overnight lodging. They have a list of locations that use our negotiated discounts, and your lodging will be booked to your P-Card. Please remember we receive an additional discount from our travel provider s quoted rate at our preferred hotels. Luxury accommodations are not appropriate. Some additional items to be aware of: Upgrading accommodations are at the traveler s own expense unless there is a business purpose and prior VP/Director approval has been received. The following lodging-related charges, in reasonable amounts, will be permitted: Exercise room/health club access Movies Internet access charges Laundry/valet in the case of emergencies only Many hotels have frequent guest programs, which you may join at your own expense. Awards from these programs are yours to keep. Rental Cars When traveling, we ask you to consider using modes of public transportation such as taxis, airport limousines and airport shuttles that tend to be less expensive than renting a car. Also consider having a field staff member pick you up, especially if they have a company car. If you require use of a rental car, it is to be booked through Polk Majestic Travel. We encourage you to use our preferred company (National/Enterprise) consistent with the policy below; however there may be times that Polk can find you a less expensive rental with another company. We also encourage you to ask for a fuel-efficient vehicle. At the time of pick up, inspect the car for damages. Any damage found should be noted on the contract before leaving the lot. Size: Single traveler mid-size car or smaller car Two travelers or a single traveler who is expecting to transport others full-size car You may upgrade to the next size when a car in the authorized category is not available Insurance: Always decline rental car insurance when renting cars for business. Noodles has made provisions for insuring rental cars against damage. Gas Options: Always decline gas options and return the car with a full tank of gas. Accidents: If you have an accident while driving a rental car, immediately contact the rental car company, local authorities as required and your HRM. Club Memberships: You can participate in rental car club membership programs at your own expense. (National Car Rental s Emerald Club membership is free.) Cancelled Trips If it becomes necessary to cancel a trip, contact Polk Majestic Travel as soon as you know your plans have changed. This will insure that air fare credits are properly booked and that the hotel is cancelled to eliminate any no-show fees. If tickets can be cancelled within one business day of issuance, Polk Updated October 2010 Page 2 of 7
Majestic Travel can void the ticket avoiding future change fees. Employees are responsible for ensuring no-show charges are not incurred. Other Transportation Noodles does not encourage the use of personal vehicles for business, but if at any time you do use your personal vehicle for business, you are responsible for carrying adequate insurance coverage for your protection and for the protection of any passengers. If you have a company provided vehicle, it is expected that you use it and not your personal vehicle for all company business. Noodles will reimburse you for mileage at the current IRS rate when you use your personal vehicle for business. You will not be reimbursed for any repairs to your personal vehicle, even if the need for these repairs occurs during business travel. To be reimbursed for expenses related to use of a personal vehicle for business, you must complete an on-line Out-of-Pocket Expense Report. Noodles will reimburse you for the following: Airport parking Parking/bus/subway/light rail tickets when attending mandatory Company meetings and events Mileage for attending mandatory Company meetings/events Note: Noodles will not reimburse you for travel to/from work and home. Noodles expects you to use the most economical transportation to and from airports. Private limousines or car services should only be used if they are more economical than other transportation or parking. Personal/Vacation Travel Personal/vacation travel may be combined with business travel provided there is no additional cost to Noodles. To the extent possible, your personal expenses should be segregated and charged to your personal credit card. If combining business and personal travel in one airline ticket, please request the agent note your invoice with the applicable charges that are business versus personal expenses. Company-negotiated hotel and rental car rates may be used without prior approval when on personal/vacation travel. Corporate insurance coverage will not apply when using Company-negotiated rental car rates for personal/vacation travel. It is your responsibility to check with your insurance or credit card company for rental car insurance coverage. Telephone Usage When staying at a hotel, use your mobile phone whenever possible. If using your mobile phone is not possible, calls using the hotel phone should be kept to a minimum. Meals When traveling, you should use your P-Card for meal expenses whenever possible up to $45 per day. This daily meal limit is to cover the total cost (including tips) of your breakfast, lunch, dinner and any snacks and drinks for any single day. If you travel to a city where it is more expensive, you should talk with your supervisor and they will give you a guideline for the particular trip. Business Meals Taken with Other Employees You should use your P-Card for business-related meals with other employees when at least one Company employee is from out of town and business must be conducted off Company premises. When Updated October 2010 Page 3 of 7
more than one employee is present at a business meal, the most senior-level employee is to pay the bill. When submitting the receipt, all people in attendance and the business purpose are required to be included in the description. The total meal cost generally should not exceed $45 times the number of people at the meal. This amount is separate from the daily meal limit above, but travelers are expected to expense lower individual meal costs on days when participating in group meal functions. Entertainment Expenses You should use your P-Card if you are entertaining a person who has a potential or actual business relationship with Noodles and/or if the expense directly precedes, includes or follows a business discussion that would benefit Noodles. The following are considered entertainment expenses: concert and theater tickets, sporting event tickets, tennis court fees, golfing green fees, other entertainment venue fees/tickets, transportation to and from events, reasonable meals and beverages consumed at events and similarly appropriate expenses. Guidelines for Tips and Gratuities The amount of tip paid to a waiter/waitress, porter, bellman, or housekeeper should be based on the quality of service. Please use your own judgment, but avoid excessive tipping. Any tips/gratuities considered excessive will not be covered. Clothing Allowance for Non-Restaurant Employees Purchases from Evolve (Noodles branded clothing provider) are approved up to $50 per calendar year and should be charged to your P-card. Purchases above the allowance should be ordered separately and paid for on your personal credit card. Non-Covered Expenses The following expenses will not be covered by Noodles: Babysitting Mobile phone applications Souvenirs or personal gifts Barbers and hairdressers Parking or traffic tickets Tobacco products Expenses for travel companions and family members outside of normally incurred business expenses No Show charges for hotel or car service (unless unavoidable, i.e. flight cancelled/delayed) Transportation to and from offices as part of your daily commute Expenses related to vacation or personal days while on a business trip Personal toiletries, unless for an unexpected overnight delay due to business reasons Late checkout fees, unless due to unavoidable business reasons Golf fees (when not part of business entertainment) Personal accident or property insurance Over the counter medications and prescription medicines Spa Fees (traditional health club fees are allowed) Pet care and/or boarding Medical bills incurred during domestic travel Loss or theft of personal funds or personal property Radar detectors Shoeshine Lost baggage or luggage Satellite Radio Magazines, books, newspapers unless business related Routine or preventative maintenance on person vehicle Updated October 2010 Page 4 of 7
EXPENSE REPORTING Noodles has issued you a purchasing card ( P-Card ) as a way to make it easier for you to pay for business-related expenses. Having the card is a privilege and requires your care and attention. Please treat this privilege with respect and use the card thoughtfully at all times. P-Card and Out of Pocket Expense Reporting Your bi-monthly Cardholder Expense Report (a.k.a. online expense report) should be completed every other Tuesday. You will be notified by email from CCER@wellsfargo.com. Your expense report should be reconciled online at www.wellsfargo.com (via the commercial tab). Keep in mind that you can review and reconcile your activity throughout the month by selecting the Cycle to Date Transaction button. Once completed, your Officer/VP/Director will be notified via e-mail that your statement is available for review and approval. P-Cards are to be used solely for company expenses. Using the P-Card for personal charges could be considered misappropriation of Noodles funds and could result in disciplinary action, up to and including termination of employment. Receipts Purchases (exceptions listed below) over $75 made using your P-Card must be supported by documentation (e.g., store receipts, charge slips, shipping detail, etc.). All out of pocket expenses require a receipt (including a detailed description of mileage). Noodles is required to retain purchase documentation (receipts) for reconciliation, auditing and tax purposes. You are required to provide descriptions for all transactions on your expense report. Receipts must include all of the following: Name of vendor Location of vendor Date of purchase Dollar amount If you are purchasing something via telephone, mail order, or internet, you should request the supplier send a receipt via mail, e-mail, or fax. Some transactions that are on your bi-weekly P-Card statement will not require receipts (airlines and hotels). When in the Well Fargo online expense system, if the transaction is in red, it will allow you to link to the detailed backup. In this instance you will not need to provide a copy of the receipt. Make sure you review for accuracy before sending your statement for approval. The following purchases require specific documentation, as noted below: Car rental rental car agreement Meals/Entertainment Itemized cash register/restaurant receipt (in addition to credit card receipt) Information for expense report (required for IRS compliance), as follows: Names of individuals present Name and location of where the meal/event took place Business topic discussed Fuel P-Cards should not be used to purchase fuel for a company car. All employees with a company car also receive a fuel card which should be used for company car fuel purchases. Updated October 2010 Page 5 of 7
Reclassifications A reclassification is necessary when you identify a charge on your P-Card statement that needs to be moved to a different account code or department. The following process applies to reclassification: All P-Card charges will default to an account code and department based on the type of merchant and your department. When you review your bi-weekly charges, you will have the opportunity to change the defaulted account and department. This must be done by the end of day on Tuesday, concurrent with the end of the payroll cycle. If you miss this window of time, you will be locked out from making changes online and your supervisor will have three days to make the change on your behalf. If your supervisor also becomes locked out and a charge needs to be reclassified, please contact the Accounting Department. Reclassifications less than $100 will not be processed. Reclassifications can be completed online by selecting the correct cost center, department and general ledger code to which the charge should be assigned. Disputes You should carefully review your P-Card statement each month to verify that all transactions are accurate. If you discover charges you did not initiate, or any other discrepancies, immediately follow the instructions online at www.wellsfargo.com for logging disputes. It is your responsibility as the cardholder to resolve your own billing issues. Obtaining a P-Card Supervisors will need to request a P-Card for a new or existing employee. Requests should be directed to the P-Card Administrator. Card Activation For security reasons, the P-Card will be inactive upon delivery. To activate, follow the instructions on the sticker attached to the front of the card. When asked for your security code, give the last four digits of your employee identification number. This number can be found in Ultipro. Restrictions P-Cards may only be used to buy business-related goods and services that are within Noodle s guidelines. Certain vendors are excluded and have been blocked based on merchant category codes (e.g., barber and beauty shops, music shops, etc.). Any attempt to make purchases at these vendors will be declined. To make a purchase at a blocked vendor, you must have your Officer/VP s approval and you must notify the P-Card Administrator in writing. Not all requests will be honored. Transaction Dollar Limits and Spending Limits Each cardholder will have a monthly limit and single transaction limit based on position. Once the monthly limit has been reached, any further purchases will be declined. Your card dollars will reload on the first day of each month. You can view your available card dollars, as well as reasons why your card was declined, online at www.wellsfargo.com. Limit Changes A written limit change request needs to be received from an Officer, VP or RDO. Limit changes will be reviewed and then approved on a case-by-case basis. Name or Account Code Changes If you have changed your name or you need to change the account code to which your expenses are being charged, please contact the P-Card Administrator in writing. Updated October 2010 Page 6 of 7
Lost/Stolen and Replacement Cards If your card is lost or stolen, it is your responsibility to contact Wells Fargo immediately at 800-932-0036 to have the card deactivated. Lost/stolen cards will be processed on an as-needed basis. Card Renewal Prior to card expiration, the cardholder will automatically be issued a new card to ensure uninterrupted service. Employee Termination and Cancellation of Card Upon cardholder s termination of employment, the cardholder s supervisor must: Collect the P-Card from the cardholder and destroy it. Immediately notify the P-Card Administrator. Duplicate Statement Requests You can access Wells Fargo s online site to obtain a copy of your bi-weekly statement for the prior 6 months. Updated October 2010 Page 7 of 7