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Sp 6r t brook TRAVEL POLICY 2014 SPRINGBROOK SOFTWARE CUSTOMER TRAVEL POLICY Springbrook Software's Customer Travel Policy describes the basic procedures and guidelines for customer business travel. 1. Travel Receipts A receipt or other similar and appropriate written evidence will be available upon request. A valid receipt or other similar and appropriate written evidence will show the following: • Name of the establishment • Location of the establishment • Date(s) the expense(s) were incurred • The type of expense, and • The amount of the expense Receipts or other similar and appropriate written evidence shall readily evidence the nature of the expense, such as for lodging, meals, and vehicle rental purchases. If written evidence supporting an expense is not available, then a written explanation of why such evidence is not available shall be provided, together with a statement and supporting evidence sufficient to establish the expense and the reason for its accrual. 2. Air Travel Springbrook will purchase best available fare and airport that will accommodate the business schedule. Air travel expense will include a non-refundable coach airfare ticket and a maximum of two baggage check -ins. 3. Airport Transportation Expenses for traveling to and from the airport include using public transportation, taxi, or parking at the airport. Short-term parking will be utilized for same day travel. Long-term parking will be utilized for any trips longer than a day. In determining the mode of transportation, Springbrook will consider relative costs and time efficiencies. 4. Auto Rental & Associated Costs If there is only one individual traveling, rental fees for a compact to mid- size vehicle are allowable. If two or more employees are traveling to the same customer location, then all such employees shall use a shared full sized rental vehicle, whenever feasible. Vehicle upgrade is permitted if two or more employees are traveling, compact to mid-size car is not available or weather conditions dictate the need for an upgrade. Based on schedule and costs, vehicles will be dropped off at original location. 5. Mileage Costs for the use of personal vehicle will be charged at the current IRS rate. When traveling to and from the airport, the following includes total miles based on departure location: • Portland, OR office - 24 miles round-trip to and from the airport. • St. Cloud, MN office -170 miles round-trip to and from the airport. • Remote employees- based off of their individual assigned home office. 6. Miscellaneous Expenses Charges for customer parking lots, ferries, bridges, tunnels, or toll roads may be charged. Springbrook allows employees to use reasonable personal mileage per day for miscellaneous travel after work hours. 7. Lodging When making hotel accommodations, several factors will be considered, including cost, appropriateness, and proximity to the customer location. Typical hotel chains include Holiday Inn, Hampton Inn, and Best Westem. 8. Meals Meal per diem is based on the current IRS published rate for each individual city the employee is visiting. Reference, http://www.gsa.gov/portal/category/21287. 8.1 Same Day Travel Employees on same day travel status will claim half day of per diem. 9. Travel Time Springbrook will charge travel time based off of the number of time zones, starting from the employee departure location to the customer arrival location. Travel time shall not be charged for local travel which shall be considered within thirty (30) miles of the Vendor's office. Any travel changes due to customer request will be subject to travel vendor rebooking fees