P3I Policy and Procedure

P3I Policy and Procedure Policy and Procedure Title Policy Number Version Effective 1.0 PURPOSE The purpose of this Policy is to ensure compliance with applicable regulations regarding business travel, description of reimbursable expenses, and the processing of expense vouchers in support of such travel. The guidance provided, and the changes hereto, are applicable to all P3I employees, subcontractors and consultants whether supporting direct or indirect projects. Throughout this policy the term traveler will be used to encompass employees, subcontractors, and consultants. 2.0 POLICY STATEMENT P3I will reimburse the traveler for authorized expenses associated with official travel. Travel must be performed in accordance with the Federal Acquisition Regulations, Joint Travel Regulations (JTR) Volume II, Defense Contract Audit Agency (DCAA) guidelines, previous audit precedence, and any contract specific policies, procedures or guidelines. The traveler is expected to use the same care in incurring expenses and accomplishing the business function that a prudent person would exercise if traveling on personal business. Every effort shall be made to keep travel costs reasonable. P3I s Contractual obligations with clients may result in modification or cancellation of this policy. 3.0 DEFINITIONS Term Reimbursable expense Travel Authorization Request (TAR) CONUS OCONUS Defense Base Act Insurance (DBAI) Definition Reimbursable expenses are amounts of money expended by an employee for or on behalf of a company that are reimbursable under the rules of the company. Jointly approved documents signed by the traveler, cognizant government personnel, and others as required to document and approve travel and expenses incurred. CONUS is an acronym for contiguous or continental United States, which includes the 48 U.S. states on the continent of North America (that are south of Canada) including the District of Columbia. OCONUS is an acronym for outside the contiguous or continental United States, which includes Alaska, Hawaii, and U.S. Territories and Possessions, such as Puerto Rico. Workman s compensation insurance required for all individuals working OCONUS, whether on or off a military base or installation, under a government contract. time. 1 of 15

Unanet P3I s system of record for time and expense reporting. Unanet is a webbased system enabling the collection, submission and approval of employee travel and expenses. 4.0 PROCEDURES 4.1 Business Travel 4.1.1 Workday P3I travelers may be required to travel on business assignments. Normally, business travel will occur during reasonable hours. Scheduled departures before 6:00 AM or arrival after midnight are considered unreasonable if another flight is available that meets business requirements. Circuitous travel, that is travel through multiple hubs or excess time in the air, is not expected if more direct routes are available at a small cost difference (generally <$100). While on travel status, employees are expected to charge a normal workday (i.e., eight (8) hours). Under exceptional circumstances (for example, on long travel days), employees must obtain prior client approval to charge more than a normal workday. This approval shall be noted on the Travel Authorization Request (TAR). Excess time away from work because unconventional or private transportation is used must be charged to PTO. Travel outside of CONUS may follow local custom for determination of appropriate work schedules. 4.1.2 Reimbursable Travel Guidelines The Joint Travel Regulations (JTR) is written for, and applies to, civilian employees of the Defense Department, not contractor personnel. However, P3I has adopted the policy that the per diem rates, and allowable expenses, as published in the JTR, will be utilized as the maximum allowable lodging, meals and incidental rates reimbursable to the employee. Requests for exceptions to the published rates must be approved in writing by the Vice President of Operations prior to commencement of travel. It is the traveler s, responsibility to ensure that expenses do not exceed the maximum allowable rates as defined in the JTR. P3I may reimburse employees for reasonable business expenses incurred while on authorized travel, if such expenses are authorized by the JTR and approved on the TAR. P3I will not reimburse travelers for: Travel insurance Additional costs incurred by circuitous travel for personal reasons Airfare for cancelled trips if not obtained through Corporate Traveler 4.1.3 Cost-Saving Actions time. File name: HRR-708 2 of 15

Travel expenses can comprise a major expense category for P3I and its clients. While P3I will take a fair and reasonable approach in reimbursing employees and consultants for legitimate business expenses, the traveler accepts the responsibility to limit the expenses incurred to those absolutely necessary to accomplish the assignment. Cost-savings actions that should be considered: Use of special discount fares, either as a result of negotiated airfares or savings through advance planning to obtain airline tickets; Ride sharing to/from the airport and during travel; Use of public transportation, hotel shuttles, and taxis in lieu of car rental; Use of military air at the discretion of the traveler, when offered and authorized for contract travel; Ride with government employee or other traveler(s) who has car rental authorized; Use of on-base housing, if available and authorized by the customer. 4.1.4 International Travel All OCONUS travel shall be booked with through P3I s travel agent: Corporate Traveler. If business travel/assignment includes working overseas, P3I employees are covered under the Defense Base Act Insurance (DBAI). P3I will have DBAI in place prior to an employee traveling overseas. To accomplish this, Supervisors must submit three (3) documents to P3I Contracting: (1) DBAI Application, (2) DBAI Supplemental Information, and (3) the Government approved Travel Authorization Request (TAR). Any questions regarding this coverage should be directed to P3I s Contracts Manager. For overseas rental car usage, employees should accept all insurance coverage under the rental agreement. All travelers should ensure their passports and/or visas do not expire within six (6) months of entry into the country. Special and specific in-country requirements should be verified well in advance of travel. Special work permits or other required documents should be coordinated with P3I s Facility Security Officer (FSO). 4.2 Local Travel P3I is predominantly comprised of professional level employees and consultants. The performance of professional services requires periodic local client contact. Under our Company policy, Local Travel is defined as business-related travel within a radius of 50 miles one way from the employee s usual place of work or home. P3I does not reimburse professional staff for local travel using his/her personal vehicle, except for out-of-pocket expenses for tolls, parking, etc. In unusual circumstances, administrative and clerical staff may be required to travel; in such cases, those employees will be eligible for travel expense reimbursement. Such reimbursement must be approved in advance by the employee s Supervisor. 4.3 Travel Request Guidelines P3I s Travel Coordinator oversees all aspects of Company travel. All travelers are responsible for making his/her own travel accommodations using the Company travel agent, Corporate Traveler. Corporate Traveler will assist travelers with booking, providing information to determine the time. File name: HRR-708 3 of 15

maximum allowable reimbursement rates, resolving travel problems or complaints, and administering support as necessary. Utilize P3I s Travel Portal to view P3I s travel process, obtain the requisite travel forms, and link to Corporate Traveler. The traveler must complete and sign the Travel Authorization Request (TAR) form and submit the form for approval. Travelers who will travel on project client funds must request approval from the client project manager, who will certify that the trip is necessary and the funds are available. Non-project employees, for example corporate staff, will submit the request to the site manager for approval. Employees or consultants supporting client projects will secure the client travel approval as appropriate. A copy of the approved TAR will be returned to the traveler prior to departure. The traveler s copy of the TAR must be included with the documentation submitted with the final Travel Expense Report. In parallel with the TAR processing, travelers will complete and submit (via the web-from on P3I s Travel Portal) the Travel Itinerary Form. Travelers requiring a security authorization/notification, visit requests or special foreign country work authorizations/permits must forward a copy of the TAR to the Facility Security Officer (FSO) as soon as possible, along with appropriate details on security level, points of contact, and other information required to ensure that proper security coordination is made. 4.4 Long Distance Travel Long Distance Travel is defined as business-related travel outside of a radius of 50 miles, one way, from the employee s usual place of work or home. All Long Distance Travel required to meet Company/Client needs must be approved in advance by utilizing the TAR process. Travel is considered to start when the traveler departs his/her residence or normal place of employment. Travel continues until the traveler returns to his/her residence or normal place of employment. If an employee uses PTO before, during, or after Long Distance Travel, travel status terminates with the completion of the business and resumes at the start of the return to the place of residence or normal place of employment. Long Distance Travel can be broken down into three categories: (1) P3I Corporate Travel, (2) Federal Government Client Travel, and (3) Other Client Travel. The rules for each category are as follows: 4.4.1 P3I Corporate Travel Unless otherwise specified, all P3I Corporate Travel will be performed following the same guidelines as outlined below for Federal Government Client Travel. Unless approved in advance, reimbursement for expenses incurred will be limited to the maximum allowed under the JTR. 4.4.2 Federal Government Client Travel Travelers traveling in support of federal government clients must comply with contractual guidelines for advance travel approval and must obtain written approval prior to the start of such travel. If a contract contains limits on allowable travel costs, allowable cost rules for employee s travel and transportation allowances are usually IAW time. File name: HRR-708 4 of 15

Part 31 of the Federal Acquisition Regulation (FAR). Sometimes a contract includes a special clause that addresses travel costs. All travel will comply with the per diem requirements of the Joint Travel Regulations (JTR). P3I requires that you use the most expeditious practicable transportation mode that meets mission requirements. If practical, you are encouraged to use privately owned transportation when advantageous to the government. Travel Expense Reimbursement shall be limited to expenses allowable under the JTR. 4.4.3 Other Client Travel Long Distance Travel required to meet the needs of other clients must be approved in advance by the client in accordance with the client s stated policy or the underlying agreement between P3I and the client. If contractual requirements exist concerning the approval of travel requests and expense reporting, all travelers must comply with those requirements. 4.5 Other Requirements for Travel All travelers are required to use P3I s corporate travel agent, Corporate Traveler. Contact information for Corporate Traveler is available on P3I s Travel Portal. All travel arrangements must comply with the procedures and restrictions contractually required and outlined herein. 4.5.1 Airline Travel The traveler will be required to purchase airline tickets with his/her corporate sponsored Visa card, or other personal credit card. All airline travel must be accomplished using the lowest available coach class airline fare. Travelers may choose among the lowest-priced available carriers. To save funds, P3I encourages the purchase of restricted rather than full-fare, refundable tickets. Airfare costs in excess of the standard, coach, and permissible business class upgrade or equivalent airfare, must be documented and justified by the traveler and approved by all concerned on the TAR. Authorization for first class travel is not authorized. In all cases, a traveler supporting a government client should inform Corporate Traveler that the trip is for government business and JTR rates must be requested. In cases where the airline provides a complementary upgrade or the traveler uses personal upgrade coupons, that fact should be noted by the travel agent on the itinerary provided to the traveler to avoid confusion regarding the fare basis. Where client contracts prohibit reimbursement of non-reimbursable airline ticket fares when client travel requirements change, the choice of ticket type must be made based upon confidence that the trip will occur as planned. Where confidence is high, non-reimbursable tickets must be sought. Where confidence is low or moderate, the best available reimbursable fare must be selected. The traveler must request approval for the use of reimbursable fare tickets from the project manager or task leader and the client. time. File name: HRR-708 5 of 15

All frequent traveler points earned are the property of the traveler. 4.5.1.1 Payment or Compensation Received from an Airline If the traveler voluntarily accepts a delayed flight for the purposes of receiving compensation, the traveler will be considered on PTO. The traveler will not be eligible for travel expenses or labor charges during the delay. Any additional time away from work incurred as a result of the voluntary delay will be charged as PTO. Failure to meet contractual obligations due to a voluntary delay of flights could result in a termination of employment. 4.5.2 Privately Owned Vehicle (POV) Travel When travel is to be accomplished in a traveler s personal vehicle, P3I must have proof of both personal liability and property damage insurance prior to the start of travel. This is to ensure the traveler is protected against personal injury or property damage liability, as the Company insurance protects the Company only. P3I assumes no financial responsibility for liability claims and property damages to POV s being used in the performance of official Company business or for the damage to, or loss of, the personal property of travelers while in a travel status. The Company will pay mileage for the usage of the personal vehicle in accordance with the JTR. In most cases, a rental car is more economical and should be utilized instead of a personal vehicle for Long Distance Travel. Insurance for domestic rental car is covered under your company-paid American Express (AMEX) or VISA card. Additional time away from work because a POV is used must be charged as PTO. When a POV is used for business travel in lieu of a common carrier, payment will be based on the actual travel performed computed at the prescribed mileage rate. This will include tolls and allowable per diem for the actual travel. The total cost allowable will be limited to cost of the air carrier including that portion of per diem which would have been paid had the carrier been used. The cost of the carrier used for comparison will be the most economical cost that Corporate Traveler could have obtained, for the same destination and return, by using the Corporate Traveler negotiated rate. When traveling by POV, a minimum of 400 miles per day on a direct route to the business destination is required for per diem eligibility or mileage reimbursement. All travel days in excess of the one-day travel outbound and return (except weekend and holidays) will be charged as PTO on your timesheet. 4.5.3 Lodging If the traveler is supporting a government client, then government rates for lodging should be requested. If lodging at government rates is not available, Corporate Traveler will annotate that fact on the travel itinerary documentation. This documentation is required to justify payment in excess of the government rates for hotel accommodations. Travelers are required to notify the Supervisor or Task Lead in advance if expenses are projected to exceed allowable limits. All frequent traveler points earned are the property of the traveler. time. File name: HRR-708 6 of 15

4.5.4 Cash Advance (P3I Employees Only) Cash advances for travel, if required by the employee, must be requested by completing and submitting the Travel Request Form. Advances for airline tickets will not be given. Normally, the maximum travel advance will be limited to the M&IE rate, per day, at the traveler s destination. This is not to be confused with the Per Diem rate for the location visited. P3I makes VISA corporate credit cards available to employees who are expected to travel to support the Company and/or its clients. Restrictions on the use of Company issued credit cards are addressed in paragraph 4.6 Use of Company Credit Cards policy below. Travelers issued a Company credit card are authorized to charge official airline, hotel, and car rental expenses to the card, but are not authorized a cash advance on the card. Consultants are not authorized to use Company credit cards or receive cash advances. 4.5.5 Non-reimbursable Expenses Non-reimbursable expenses include but are not limited to: baggage tips, curb-side baggage check-in fees, babysitting, country club dues, personal entertainment, luggage and briefcases, airline club dues, traffic fines, inroom movies, haircuts, personal phone calls, kennel fees, in-flight movies, laundry and dry cleaning (unless individual is on business travel for ten (10) days or more), refrigerator rental (exception: unless required for prescription drug storage), and other such expenses. The following communications expenses are no longer considered reimbursable: Business calls, calls home and cell phones. 4.5.6 Emergency Travel (P3I Employees Only) If an employee s travel plans must be changed because of an emergency resulting from the illness, injury, or death of the employee or a member of his/her immediate family, all of the costs required to return the employee to his/her home are reimbursable including the cost of any canceled reservations. 4.6 Travel Expenses and Reimbursement The Travel Expense Voucher/Report (found within our Unanet electronic timekeeping and expense system) serves several purposes. First, it is the document from which travelers will be reimbursed for any expenses that he/she incurs while traveling on behalf of the Company or a client. Second, it is the document that the Company uses as evidence of authorized travel expenditures eligible for reimbursement from the client. Finally, it serves as documentation for the various audits that the Company is subject to on a routine basis. Because of this, the voucher must be filled out completely and accurately. Only expense vouchers completed, submitted and approved in Unanet will be processed for reimbursement. DCAA has increased their vigilance of expense vouchers and is requiring more substantiation of expenses claimed. To comply with this concern the following procedures are required: time. File name: HRR-708 7 of 15

Expense vouchers, with receipts and the approved client Travel Authorization Request (TAR), must be submitted, via Unanet, to the traveler s direct supervisor within three (3) working days after the completion of the travel. Supervisors must ensure the approved expense voucher reaches P3I Accounting within five (5) working days after the completion of the travel. The traveler s original receipts must be forwarded to P3I s corporate headquarters within seven (7) days. Travelers and supervisors should be keenly aware of this submission schedule to ensure that end-of-month invoicing and end-of-task order/contract close-out events are not adversely impacted due to late submissions. Failure to meet this schedule could result in a significant delay in reimbursement. A detailed explanation of the purpose of the travel shall be included on each travel voucher. The following expenses will no longer be considered reimbursable expenses: - Business Calls - Calls Home - Cell/Mobil Phones - Baggage Tips - ATM Advance Fees - ATM Service Fees - Laundry/Dry Cleaning These expenses are considered part of the daily incidental expense (IE) rate. The IE portion of the M&IE will not be increased. The following expenses are not valid reimbursable TDY expenses: - Traveler s Check Fee(s) - Boarding Fees - Pet Expense The following expenses have been added to the Unanet drop-down Expense Types: - Computer Connections (Internet/WiFi) - Currency Conversion Fees (for details see 4.6.5) Original receipts shall be submitted with every expense voucher. Travelers must submit receipts for all expenditures that exceed twenty dollars ($20.00), unless a more stringent client receipt requirement exists. Consultants shall submit original receipts with their invoices. In addition to airline receipts for travel, the traveler shall submit boarding passes for each leg of travel. The ticket number shall be reflected on the expense voucher. The traveler must provide a minimum of three (3) copies of price quotes from the various airlines. Corporate Traveler can provide these quotes. This is to validate that the traveler booked the lowest price ticket available. If the traveler did not book time. File name: HRR-708 8 of 15

the lowest available airfare, the traveler MUST provide a detailed justification and approval from the Government (as indicated on the TAR) to validate the ticket purchased. Boarding passes are now required by DCAA to validate that the traveler actually completed the round-trip airline travel. For business meals and meetings. The expense voucher shall include the names of all attendees and a detailed explanation of the purpose of the meeting. Additionally, a full, detailed receipt of the meals consumed shall be submitted along with the summary receipt reflecting the gratuity and total payment made. If there is an agenda for the meeting, meeting slides, training slides, etc., those should be submitted with the expense voucher. Unallowable expenses shall be broken out separately on both the Purpose page and Detail page of the expense voucher, and shall include a detailed description of the expense element. The proportional Tip and Taxes associated with the Unallowable expense must be shown on a separate line of the expense voucher. The expense type UNALLOWABLE_Tips & Taxes will be used to reflect this Unallowable expense. 4.6.1 Reimbursable Lodging Reimbursement for expense is allowable up to the JTR maximum for the location where the traveler is conducting business during authorized overnight travel, except under the following circumstances: a. When a traveler uses commercial lodging facilities, the maximum allowable amount is the single room rate that is less than or equal to the maximum per diem rates published by the government. Exception to the maximum room rate allowance must be approved prior to travel and indicated on the TAR. The county or city at which business is to be conducted establishes the basis for maximum lodging and per diem rates. Do not list the airport or neighboring vicinities as the destination. Unanet will automatically flag, calculate and populate the Expense Voucher with lodging costs that exceed the maximum per diem rate. Again, these LODGING_UNALLOWABLE costs are not reimbursable unless expressly authorized on the TAR. b. When the only available lodging exceeds the lodging maximum for the locality, based on the single room rate, and is indicated as confirmed on the itinerary, the employee will be reimbursed for the excess lodging and taxes so long as approval has been indicated on the TAR. c. If the traveler elects to obtain an upgrade over the available single room rate at the lodging used, the traveler may do so at his or her own expense for the cost difference. This is not chargeable to the contract. d. When reservations for the traveler s lodging are being place, the Company credit card, or personal credit card should be cited. Without the credit card number, most hotels cannot confirm guaranteed late arrival. Every traveler should check the itinerary before embarking on business travel to preclude any surprises at the destination. The traveler remains responsible for all charges associated with lodging no shows, therefore, when cancelling a reservation, insure that a cancellation number is obtained. time. File name: HRR-708 9 of 15

e. Travelers should be aware of a reasonably common occurrence. When Corporate Traveler books the lodging with the hotel, they request the most economical rate available. Many times this becomes the government rate that is requested. In many instances, the lodging facility may not honor the rate if the traveler arrives for check-in without government identification. When that happens, the traveler should furnish the government issued contractor identification card provided to the employee, or ask for their best single corporate rate and provide a memo attesting to the non-availability of the government rate. This should be attached to the Expense Voucher. f. Lodging Discounts. Some travelers may qualify for additional discounts, such as AAA Travel Club, military or AARP. Indicate in your Corporate Traveler profile those applicable membership numbers. Corporate Traveler will search for discounts automatically. g. Hidden Charges at Lodging. Some hotels add hidden charges, such as resort fees, safes or security. Mention at check-in that you do not require those services, and note any such charges when you check-out so that they can be removed. These minor charges may not be reimbursable under the contract. h. Shared Lodging. When lodging is shared, the following reimbursement provisions apply: When shared with another person in a reimbursable travel status, the cost allowed is based on equal shares. When shared with another person not in a reimbursable travel status, the cost allowed is the single occupancy rate. The traveler should request the hotel to indicate the single occupancy rate on the room receipt. i. In special or unusual situations, actual cost of lodging in excess of the maximum per diem rates stated in the Federal Travel Regulations are allowable, provided that such amounts do not exceed the higher amounts authorized for federal civilian employees as specified in the Joint Travel Regulations, Volume II. In not case will the lodging allowance exceed 150 percent of the published authorized lodging. A written justification for use of the higher rate must be approved in advance of travel and indicated on the TAR. In not case will the M&IE be authorized beyond the published per diem rates for M&IE. Travelers on international travel will verify the allowance for lodging limitations based on the destination country where business is to be performed. j. When confirmed reservations are canceled, travelers should get the cancellation number to protect themselves from possible personal liability for no show charges. The burden of obtaining the cancellation number and payment for no show charges ultimately falls on the traveler. time. File name: HRR-708 10 of 15

4.6.2 Meals and Incidentals (M&IE) Calculation of an employee s per diem allowance for meals and incidental expenses (M&IE) is dependent upon the time of departure and return. The Unanet system is constantly updated with the latest per diem rates and automatically determines the daily rate for the location an employee enters into the system. When selected, per diem adjustments will be automatically calculated for the first and last days of travel. Whenever you are in a travel status and a meal is purchased for you, or a meal(s) is furnished by a conference you are attending, you should indicate in the Meals Provided box, the appropriate meal. The M&IE will automatically be adjusted. M&IE is intended to cover all meals and other costs such as personal items. This is not an all inclusive list. Per this policy, no per diem is allowed for a layover or early departure for the traveler s personal convenience. 4.6.3 Transportation to-and-from Airport Transportation to or from the airport by POV is reimbursed at the standard mileage rate, plus actual parking or storage charges, if any, for: One (1) round trip when departure and return are at the same airport and such transportation was authorized, or when Company transportation was furnished to the airport, but was not available when the traveler returned. Two (2) round trips when departure and return are at different airports. Two (2) round trips when airport parking for the trip duration is not utilized. 4.6.4 Rental Cars A rental car will not be an allowable expense when: A traveler s POV is driven to the business destination Attending seminars or symposiums if lodging is at the same facility. Hotels usually provide shuttle service. When authorized a car, the traveler will rent through approved vendors only. Corporate Traveler will automatically utilize approved sources. If you do not use an approved vendor, a written waiver justification is required. time. File name: HRR-708 11 of 15

The traveler will decline Collision Damage Waiver and Personal accident Insurance on the car rental because accident insurance is in effect through your Company sponsored credit card. You must use a Company sponsored credit card; if you use a personal credit card this insurance may not be available. Additional insurance will be at traveler s expense. Some rental car agencies bill no show drivers on the credit card used for the reservation. No show and insurance charges for rental cars are not reimbursable. The exception is for OCONUS rental cars. Travel in order to accompany the customer, while often desirable, is generally not a requirement of a contract. However, legitimate reasons for concurrent travel will be allowed at the discretion of the Program Manager/Task Lead in indicated on the TAR. The Department of Defense travel regulations authorize the use and reimbursement of an economy or compact rental car and rate for performing business travel. The compact car rates constitute the maximum daily rental car rate authorized. Available upgrade coupons may be used whenever possible so long as the compact or economy car rate is maintained. Some car rental agencies have fast, express or similar check-in programs for frequent travelers. Travelers should ensure that when using one of these programs, the confirmed reservation rate is honored and maintained. Some of the automated systems only provide for a standard rate and ignore discounts previously confirmed. A traveler may be at risk for a cost increase due to a deviation. 4.6.5 Foreign Currency Exchange Rates If you are traveling to a foreign country, the exchange rates are subject to change daily. For filing the expense report, if possible, the actual amount charged to your credit card for large expenses in dollars should be obtained for reimbursement. If not available within the time frame required, an exchange rate for any day during travel may be obtained and submitted for calculation of reimbursement in dollars. The burden of providing the exchange rate is the travelers. The traveler should note that because the exchange rate could vary considerably, charges for lodging could exceed per diem. Other charges could also amount to much more than anticipated at the time of purchase should the exchange rate increase prior to the actual charge being processed. 4.6.6 Reimbursement Travelers, please continue to attach scanned copies of receipts to the Unanet expense voucher to expedite reimbursement processing. However, this DOES NOT obviate the requirement to submit original receipts to P3I Accounting. DCAA has reiterated the requirement for contractors to obtain and retain original receipts. Program Managers/Task Leads, should review all travel vouchers thoroughly before approving them. This will preclude Accounting from having to Disapprove expense vouchers and delay reimbursement. The Travel Expense Report with receipts and the approved TAR must be submitted electronically to the traveler s direct Supervisor for approval within three (3) working days after the completion of the trip. The traveler s original receipts must be forwarded to P3I s corporate headquarters within seven (7) days. When the completed report is submitted, the following steps are taken: time. File name: HRR-708 12 of 15

The Supervisor, using the Unanet system, verifies the project code number for accuracy and validates that receipts are electronically attached. The Supervisor will also verify that an approved client TAR is attached. The Supervisor will review the completeness and accuracy of the report, verify compliance with applicable JTR and client travel requirements, and electronically approve the report. It is then electronically submitted to Accounting for processing. The Travel Coordinator will log the total expense of the trip into the travel Smartsheet, verify that all required documentation is attached, validate that the expense report complies with P3I travel policies and procedures, and initiate appropriate approval of expense vouchers. Once the Travel Expense Report has been verified and approved, it will be processed for payment. The entire procedure normally should not exceed fourteen calendar days from the date of the Supervisor s approval. Direct deposit of travel reimbursement expenses is available upon request. Such reimbursement will be included in the next regular pay check, if reasonably possible to do so. If the information is available, ACH transfers will be initiated for non-p3i employees. 4.7 Use of Company Credit Cards (P3I Employees Only) Company credit cards are issued to P3I employees who require a credit card to carry out the Company s business. In general, Company credit cards are issued only to employees who travel more than two times per year on Company business. Only the Company s President may authorize the issuance of the Company credit card. The primary purpose of having and using the Company credit card is to facilitate travel arrangements, manage travel costs, and reduce the travel cost burden to the traveler. Use of the Company credit card for travel purposes will be strictly limited to the purchase of airplane tickets and payment for lodging and automobile rental for Company business (including client-support) only. While the Company credit card may, in some circumstances be used for Company business other than official travel (for example, the purchase of goods and services for Company use or for marketing activities), such use is not authorized without prior written approval of the President. When the card is used for anything other than travel purposes, the user shall submit an Expense Voucher/Report through Unanet, with receipts, to the Accounting Department within seven (7) days. Receipts shall include (1) name of establishment, city, and state; (2) exact amount and date of the expense; (3) nature of the expense (item or service purchased); (4) names and titles of attendees (for meals and activities); and (5) specific business topics discussed. P3I covers the cost of the annual fee for the Company credit card, but the card reflects the name of the employee to whom it is issued. All bills are mailed directly to the employee with copies to P3I s corporate headquarters. Employees are required to pay their Company credit card bills. Employees who are issued Company credit cards are required to sign acknowledgment forms regarding their responsibility for the cards and the consequences of misuse or fraudulent use of the cards. time. File name: HRR-708 13 of 15

P3I closely monitors Company credit card usage. An employee who submits fraudulent travel or other business expense claims or engages in any misuse or unauthorized use of a Company credit card will be subject to disciplinary action, up to and including termination of employment. 5.0 APPLICABLE P3I DOCUMENTS P3I Timekeeping and Labor Charging, ACF-610 6.0 APPLICABLE LAWS AND REGULATIONS Joint Travel Regulations (JTR), Volume II DoD FMR Vol 9, Chapter 3 Federal Acquisition Regulation (FAR), Part 31 time. File name: HRR-708 14 of 15

7.0 APPROVALS Point of Contact: HR Manager QC Manager Process Council President Signature Signature Signature Signature Date Date Date Date Document History: Version Description of Change Date 1.0 Initial Guidance 23 May 2009 1.1 Requirement for 3 airline receipts; unallowable tips & taxes 22 Oct 2013 1.2 Clarification of submission timeframes. Changes to allowable/ 30 Apr 2015 unallowable reimbursable expenses. Reformatted and renumbered policy IAW CM Procedures. time. File name: HRR-708 15 of 15