CORPORATE TRAVEL POLICY


Policy Statement
RBA Technology will reimburse employees for their reasonable expenses incurred in connection with necessary and authorised Company business. The purpose of this policy is to establish consistent, reasonable, and accountable standards to record and control the cost of business travel and entertainment.

Controlling travel and entertainment as well as business meal costs is the responsibility of each employee. It is expected that good judgement will be exercised when authorising the use of and/or when utilising Company funds.

As travel is an inherent part of doing business, employees are hired with the expectation that they are willing to travel in accordance with these guidelines and provide supporting documentation.

This policy covers all RBA Technology employees as well as any individuals under contract with RBA who incur, authorise, or reimburse Company funds. This policy shall be implemented on a worldwide basis; however, for non-U.S. operations, this policy may be adapted to meet local requirements within individual countries. The Chief Financial Officer (CFO) must first approve any policy changes.

Non compliance with this policy may result in delayed/non-reimbursement and / or disciplinary action up to and including termination of employment.



Procedures
I. TRAVEL REQUEST

A Travel Request (TR) must be completed and approved in advance of all international trips; it is not required for domestic or intra-regional travel, (i.e. within North America, within Asia or within Europe). A TR is required when transportation or lodging is being purchased for an international trip (e.g., airline ticket, car rental, train, bus, hotel). The Web based TR system should be used for all TRs. Each site/organisation may impose stricter TR guidelines for domestic and intra-regional travel.
International TR approvals should be in accordance with the Delegation of Authority, Definitions and Restrictions (DOA). Refer to Policy #2025.
When changes occur to an approved TR that increases the cost of the trip by more than 10%, but not less than $300.00, it is suggested that the TR be recalled, edited and re-submitted. If the “start date” on the TR has passed or if the TR has been associated with an expense report it can’t be recalled and changes must be approved via the Expense Report. If the trip period or destination changes mid trip, it is suggested that a new TR be created, approved and submitted with the expense report to avoid approval delays.
All policy exceptions must be detailed on the TR (refer to Section VIII of this policy for information regarding expensing of exception costs - expense reporting and record keeping). Exceptions require approval of the cognizant Vice President (VP). 
Domestic and intra-regional travel with policy exceptions must utilise a TR for approval - only the policy exception(s) must be included on the TR.
All RBA employees, contractors and representatives of the company are restricted from travelling for business purposes to any country identified on the U.S. embargo list. No exceptions are allowed. Refer to Section XI of this policy for further details regarding this restriction and other relevant customs requirements.
The approved TR must be associated to the employee's Expense Report.
Check site specific domestic and intra-regional TR requirements.
A TR is required for relocation travel booked through RBA’s relocation services provider (currently the MI Group).
RBA-APPROVED TRAVEL AGENCY

All employees are required to make all business travel arrangements through the RBA-approved travel agency or through RBA's approved online booking tool. Airline tickets purchased through a channel or agency other than the RBA-approved travel agency or online booking tool will not be reimbursed unless approved by the cognizant VP. If your country of work is not serviced by RBA's approved travel agency, travel arrangements can be made through a local agency.


Changes to travel made mid-trip must be made by the approved travel agency
in your home country.

II. AIR TRAVEL

To control Company travel expenses, RBA employees are expected to accept
the lowest logical airfare when travelling.


"Lowest logical fare" is defined as the fare quoted by the RBA-approved
travel agency which:

Requires no more than one interim stop each way for domestic travel and no more than two interim stops each way for international travel.
Does not increase the one-way total elapsed trip time (end point to end point) by more than two hours for domestic and four hours for international travel.
Requires departure no more than two hours before or after requested time for domestic travel and no more than six hours before or after requested time for international travel.
Results in arrival no more than two hours before or after requested time for domestic travel and no more than six hours before or after requested time for international travel.
Provides savings of 20% or more (minimum $100 USD for domestic travel and $500 USD for international travel) off the cost of the round trip air ticket.
RBA has signed volume agreements with many travel vendors, including air carriers. The RBA-approved agency will offer preferred airlines unless a lower logical fare is available on a reputable carrier.


With the exception of Executive Vice Presidents (EVPs) and above, registered-Traveller Identification Programs are not reimbursable.


AIRLINE ANCILLARY FEES

The following ancillary fees are not reimbursable: 


Early Boarding
Seat Upgrades/Preferred Seating
A. CLASS OF SERVICE

All RBA travellers with the exception of EVPs and above are expected to fly in coach class utilising the lowest logical airfare when travelling on Company business.

Exempt employees in professional jobs (Grade 150 or above) may travel in economy plus on non domestic flights of a minimum of 6 hours flying time to destination. VPs and above may travel in business class on non domestic flights of a minimum of 6 hours flying time to destination. Flights less than 6 hours following an overnight stay must be in coach.

Executive Vice Presidents (EVPs) and above may fly in first class on all flights.


EXCEPTIONS:

A traveller may fly with a VP in the same class of service for the purpose of conducting RBA business. This exception is available only at the request of the VP.


A traveller may accompany a customer or potential customer who is travelling in business class or first class. This exception must be approved in advance by the cognizant VP.


All requests for policy exceptions must be noted on your TR and must be approved in advance by the cognizant VP.

B. UPGRADING/DOWNGRADING

Unauthorised Upgrading:

Unauthorised upgrading of air tickets from coach to coach plus or coach plus to business class is considered a personal expense and will not be reimbursed by RBA Technology.


Fees for seat assignments /early boarding / etc. are not reimbursable


Unauthorised Downgrading:

A traveller may not downgrade air tickets to subsidize personal travel or to subsidize travel for non RBA accompanying individuals. In addition, changes may not be made to travel to subsidize another portion of travel – cost savings in one area may not be used to subsidize upgrades and/or other spend. No exceptions to this policy are allowed.

If the air carrier downgrades a traveller, for any reason, the refund must be returned to RBA Technology via the Expense Report process.

C. FREQUENT TRAVELLER PROGRAMS

Mileage credits and other benefits from individual frequent traveller programs may be accumulated by RBA Technology travellers for personal use. Suppliers (airlines, hotels, car rentals, etc.) must be selected without regard to these promotional programs.


Any fees for using frequent flyer miles for upgrade are not reimbursable and upgrade requests must be made directly with the airlines.

D. FLIGHT INSURANCE

When purchasing airline tickets via RBA's approved travel agency with RBA's central bill account, the traveller is covered by Business Travel Accident Insurance. Additional flight insurance is not a reimbursable expense.



E. PERSONAL TRAVEL

The RBA approved travel agency will accommodate travellers who wish to add a personal air segment to a business trip. The agency will not accommodate hotel or car requests for the personal portion of a trip. It is the employee’s responsibility to have the agency quote and document the fare difference at the time of booking.

The traveller is responsible for payment of any additional costs that may be incurred with the addition of the personal travel. Those costs must be paid by the traveller's personal credit card or personal check to the RBA-approved travel agency. If the fare can’t be issued on a separate ticket, the employee must reimburse RBA by personal check (made payable to RBA) submitted to AP. In addition, a scanned copy of the check must be attached to the expense report.



F. CHARTER/PERSONAL AIRCRAFT

All aircraft charter requests, as well as requests for the use of personal aircraft, must be submitted in writing and approved by the CFO, CEO or President. Due to insurance policy provisions in non-owned aircraft and Travel Accident Insurance Policies, special chartered aircraft must meet the following minimum
requirements:

Aircraft must have current and valid airworthiness certificate.
Pilot must possess a valid and current certificate of competency of a rating authorising them to pilot the aircraft.
Aircraft Liability insurance of not less than $100,000,000.
G. PERSONNEL ABOARD SAME AIRCRAFT

In order to ensure the continuity of RBA Technology's operation in the event of an airline accident, no more than one-half of the employees from the same department (or a maximum of ten employees) should travel together on the same flight. No VP shall fly with more than three direct reports. Exceptions to this policy must be approved in advance by the cognizant VP.


Groups/Meetings should consider this policy when selecting meeting/event locations.


Organisations are responsible for assessing the risk of the employees travelling on the same flight and adjusting travel plans as needed.

H. CANCELLED RESERVATIONS AND CHANGES

If a trip has been ticketed and then cancelled, it is the responsibility of the individual traveller (or travel planner) to advise the agency of the cancellation prior to the departure date. This will ensure that electronic tickets can be refunded if there is any value, or documented and used toward future travel if the ticket is non-refundable.


Should it become necessary to change reservations after the ticket has been issued, the original ticket may, in most cases, be exchanged for a new airline ticket - airline change fees may apply. If a paper ticket was issued, it must be returned immediately to the RBA-approved travel agency.


Contact Corporate Travel for details concerning refunded airline tickets.

I. LOST AIRLINE TICKETS

In the unusual event that a paper ticket was issued and has been lost, please contact RBA approved travel agency or issuing airline immediately for assistance.
III. GROUND TRANSPORTATION

The most cost-effective means of transportation must be used while on Company business. The employee should investigate the use of alternative transportation (i.e., airport shuttle, taxi, etc.) before deciding to rent a car.
A. CAR RENTALS

RBA Technology has a negotiated corporate rates inclusive of insurance with its preferred car rental company.

If Company business requires the rental of a vehicle, all employees must utilise our preferred vendor. If our preferred vendor is not available, the most economical alternative must be booked. Insurance must be accepted when renting with a company other than our preferred vendor. All employees are asked to decline all insurance coverage when renting a vehicle from our preferred vendor.
All car reservations must be made through the RBA-approved travel agency or online booking tool. Car reservations made through a different booking channel or agency will not be reimbursed.
All employees are expected to rent intermediate size cars or smaller. If two or more RBA travellers choose to share a car, the renter may upgrade to a full size car. A list of travellers must be submitted with expense report. VPs and above may rent full size vehicles.
Cars may not be rented for use in Asia, India, Central or South America, Africa or the Middle East unless approved in advance by the cognizant VP.
It is the employee's responsibility to ensure that the proper rate is being charged at the time of rental. Please refer to your travel itinerary.
Insurance is not included for any personal/leisure rentals. It is important that employees check with their own insurance carrier regarding car rental coverage.
In the event an employee has an accident, the following
procedures should be followed:
Contact local police authorities immediately and file an accident report.
If another party is involved, obtain the appropriate information such as driver's licence number, vehicle registration number, and insurance information.
Notify the local car rental office from which the car was rented and fill out a car rental accident form.
Upon your return, forward a copy of the police report, car rental accident report, and rental agreement to the Corporate Travel Administration in Corporate Headquarters.
If there are injuries involved, contact the Corporate Risk Sr. Manager as soon as possible at (408) 658-1122.
Fines incurred due to parking, speeding or other violations of the law are NOT reimbursable and must be paid on or before the due date.
Employees are to decline all fuel option purchases and return the car with a full tank of gas (Exception VPs). If circumstances prevent the refuelling of the car, a detailed explanation must be included on the expense report.
With the exception of applicants, direct billing of car rental charges to RBA Technology is not allowed. All car rental expenses should be charged to the employee's corporate credit card or to their personal credit card if they are not on the corporate card program. Exception to this policy
must be pre-approved by Corporate Travel.
To receive proper reimbursement, an original copy of the Rental Agreement must be attached to the Expense Report.
B. PERSONAL VEHICLES

Employees may be asked to use their personal vehicles for Company business. Mileage for business travel plus actual tolls and parking is reimbursed. In the US, mileage is reimbursed at the IRS standard mileage rate. Mileage should be calculated as the distance from home to destination minus commuting distance from home to regular office.


If mileage is claimed fuel will not be reimbursed.


In all countries outside the U.S. the general country rates will be reimbursed.


The employee has the sole responsibility for properly insuring his/her vehicle against damage incurred while on legitimate Company business.

C. TRANSPORTATION FROM HOME TO THE AIRPORT

Shuttle service (e.g. Airporter, Supershuttle, etc.) may be used for round trip transportation from the employee's
home to the airport, if the cost of airport parking plus mileage allowance equals a greater amount than the round trip shuttle service.

The most cost-effective private car service (e.g. taxis, chauffeur service) may be used when transferring to or from an international flight exceeding 6 hours of continuous flying. The RBA travel agency will research and recommend the most cost-effective service.

D. AIRPORT PARKING

Employees must use long-term parking while travelling on Company business.
E. USE OF TAXI SERVICE

The daily expense for utilising a taxi must not exceed the cost of a car rental. If the employee is uncomfortable driving in a foreign country, a VP exception may be requested.



IV. LODGING

RBA has negotiated corporate rates and amenities at hotels in our top travel destinations. It is expected that employees will utilise RBA's preferred hotels at the RBA preferred rate listed in the RBA preferred hotel directory.


Hotels will be considered in policy if they meet the following guidelines:


RBA preferred hotel booked and charged at the preferred rate.
RBA preferred hotel booked at a rate higher than preferred rate if:

There are no other RBA preferred hotels available in the city of travel at the RBA preferred rate.
There are no lower rates available at non-preferred hotels.
A non preferred hotel if there is no preferred hotel in the city of travel or if the location of the RBA preferred hotel is impractical - RBA's preferred rate/hotel class must be used as a guideline when reserving alternative accommodations.
A non preferred hotel if the rate is lower than the lowest available RBA preferred rate in that city.
When preferred hotels are sold out of RBA's negotiated room type, the RBA-approved travel agency will work to accommodate the traveller at the best available rate.


Failure to follow hotel policy may result in the traveller paying the difference in the price. Please refer to RBA's Hotel Directory located on the Corporate Travel web-site. It is the traveller's responsibility to ensure the correct RBA rate is booked and charged correctly. Amenities are often negotiated into RBA's rates. It is the traveller's responsibility to know what amenities are included. If breakfast is included in room rate, travellers are encouraged to utilise it.


All hotel reservations must be made through the RBA-approved travel agency or online booking tool.


This policy does not apply if the employee is attending a convention or meeting and there is a negotiated meeting rate at the host hotel.


Hotel cancellations must be made per the hotel's cancellation policy (available in the RBA hotel directory) to avoid "No Show" charges. "No Show" charges incurred due to employee's negligence will not be reimbursed.


Frequent traveller programs must not receive priority over cost savings for RBA.


A. HOTEL DIRECT BILLING

The employee's corporate credit card, or personal credit card, if not in the corporate card program, must be used for hotel accommodations. No hotel charges of any kind are to be billed directly to RBA Technology unless pre-approved by Corporate Travel Administration.



V. TRAVEL MEALS

It is RBA policy to reimburse employees for reasonable meal expenses (breakfast, lunch and dinner) incurred while travelling on approved Company business. What is deemed reasonable will depend on the location travelled.

Itemised receipts are required for any single meal costing $15.00 or more. Each site may impose more restrictive receipt requirements based on local tax regulations. All receipts must be itemised and imprinted with the name of the establishment. The date and amount of the expense must appear, but do not necessarily need to be imprinted. Alcoholic beverages are not reimbursable outside of customer entertainment or business meals with external guests.
Reimbursable Travel Meal Expenses

Meal expenses are reimbursable when:


Overnight travel is required to conduct Company business.
A one-day trip takes the employee outside their normal work location. This would include:

Breakfast if the employee is required to leave home more than two hours earlier than normal.
Lunch.
Dinner when an employee cannot reasonably return home until two hours or more after normal working hours.
VI. BUSINESS MEALS AND ENTERTAINMENT EXPENSES

This category is not to be confused with individual meals for travelling employees (see Item V Travel Meals above). RBA Technology will reimburse employees for necessary and verifiable business meal, entertainment expenses, and internal catering. For a business meal, entertainment expense or internal catering to be considered reimbursable, a business discussion must take place during, directly proceeding, or directly following the event.


Reference RBA's Ethical Conduct and Conflict of Interest Addendum for additional Entertainment guidelines. 


A. DEFINITIONS

“Business Meal Internal” is defined as a meal where business discussions take place and all participants are RBA employees.

“Business Meal External” is defined as a meal that includes at least one non-RBA participant (such as a current or potential customer, supplier, consultant, or industry associate).

“Entertainment” is defined as a business appropriate activity. If there is an activity and a meal is also provided, the entire cost is considered entertainment.

“Internal Catering” is defined as an organised on-site meal function for the purpose of conducting RBA business.

B. PAYMENT

Business meal or entertainment expenses must be incurred and reported by the most senior person within the host cost centre present. An employee may not report business meal or entertainment expenses if his/her manager was present. If a VP or above is present and is not hosting the event they are not responsible for paying the bill.


Internal catering does not follow the payment guidelines above, but when expensing internal catering, the host cost centre must be entered on the expense report and the following must be included: host name and GID, event name, attendee list or name of organisation hosting the event.


For business meals, entertainment and internal catering expenses an attendee list must be submitted with request for reimbursement.

C. ATTENDANCE

An employee hosting a business meal or entertainment should limit the business associates and other participants to only those who can be expected to contribute to the accomplishment of the business purpose.



D. APPROVAL

Entertainment expenses in excess of $500.00 and all RBA sponsored offsites and team building events must have Vice President (VP) approval. The $500.00 limit is intended for an event, not for an expense report with multiple activities.


If a contract is issued for an activity, contract policy 2030 must be followed.


Reference RBA's Ethical Conduct and Conflict of Interest Addendum for additional Approval guidelines.

VII. NON-RBA TRAVELLERS


A. APPLICANT TRAVEL

Applicants must book travel via the RBA approved travel agency.


The travel expenses of candidates for open RBA Technology positions will be reimbursed when properly pre-approved by the cognizant VP or his/her designee.


Airline tickets should be charged to the hiring department via the company billed credit card. Candidate's vehicle rental will be direct billed. Hotels can be direct billed where available. If the hotel is not set up for direct bill, the applicant will need to pay via his/her personal credit card and submit charges to HR for reimbursement.


For detailed information regarding reservations and billing procedures for applicant travel, contact HR or the Corporate Travel Administration Department.

BADGE ACCOUNT HOLDERS (Contractors with GIDs)


Badge account holders must book travel via the RBA approved travel agency. Air will be charged to RBA's company billed credit card. Hotel, car, and other travel expenses must be paid by the traveller and reimbursed via hiring agency.


INDEPENDENT CONTRACTORS (Contractors without GIDs)


Independent contractors must book travel in accordance with the Independent Contractor Policy. A Purchase Order must be established for independent contractor expenses. Travel must be booked via RBA's approved travel agency and all charges must be paid by the contractor and submitted to the appropriate department for reimbursement through invoice against the Purchase Order.

B. OTHER NON-RBA TRAVELLERS

The travel expenses of non-RBA Technology employees accompanying an employee on a business trip will be reimbursed only in those instances where the presence of such person is necessary or highly desirable for business purposes, and only with the advance written approval of the cognizant VP. For questions regarding booking and expensing travel for non-RBA employees, contact Corporate Travel.


Reference RBA's Ethical Conduct and Conflict of Interest Addendum for additional guidelines.


This provision is not intended to permit customers or government officials to travel with RBA personnel. RBA sponsored travel involving customers and/or government officials is covered by RBA's Global Anti-Corruption Policy.

C. SPOUSE/GUEST TRAVEL EXPENSES- INCOME TAX TREATMENT FOR REIMBURSEMENT 

Spousel/guest (“guest”) travel expenses will not be reimbursed by RBA. Any exceptions to this policy will need the approval of the cognizant EVP as well as the Chief Financial Officer.


There will be no exceptions on guest travel for SVPs and above.


This does not apply to independent contractors accompanying RBA employees on authorized RBA business. It also does not apply to relocations covered under Human Resources (HR) Policy #6008 or a long or short term assignment covered under HR Policies #6007 and #6009.


Income Inclusion


In the event an exception is approved for events like Tech Awards, President's Club and Three Year Plan, the reimbursement of guest travel expenses will be included in the RBA employee’s compensation. For this purpose, guest travel is defined as any non-employee accompanying the RBA traveller. The employee is responsible for taxes incurred on the income inclusion and should prepare accordingly. Written approval and all expenses for guest travel must be forwarded to Corporate Travel for
compensation reporting.


Guest travel expenses reimbursed by the Company may be excluded from the employee's income only if the accompanying person's travel had a bona fide business purpose and the expenses are properly substantiated. Even when encouraged or required by RBA, the guest's presence must also be necessary in relation to the conduct of the RBA employee's job responsibilities to avoid reimbursement being treated as compensation under tax law. The senior tax officer of the Company must approve in writing any bona fide business purpose used to avoid income inclusion.

Guest travel expenses include all incremental costs associated with that individual's portion of the trip, including meals, airfare, lodging, ground transportation, and incidental expenses (e.g., green fees, shopping allowances). Withholding will be made on tax gross-ups paid to employees in the United States at the statutory federal rate of 25% and the applicable state rate (e.g. 6% California), in addition to FICA and other payroll taxes as appropriate. Withholding in foreign jurisdictions will follow local law.


All actual taxes due are the sole responsibility of the employee.

VIII. EXPENSE REPORTING AND RECORD KEEPING

All Expense Reports must be processed through RBA's web based expense system. Employee Expense Reports should be submitted within 21 days of returning from a business trip. Reports submitted more than 21 days after a trip will be considered late. If the trip is in excess of 30 days, Expense Reports should be submitted on a weekly or bi-weekly basis. The expense Report System is used for reimbursement of travel related and entertainment expense, as well as office supplies (for items not offered through iProcurement), seminar or course fees and subscriptions for which other forms of payment are impractical. Expense reports may not be used for reimbursement of direct material or capital purchases.


An expense report must be filed for air only transaction with supporting documents e.g. receipts, itinerary, etc. for locations where local statutory required.


The following items must be included with the Expense Report:

Copy of the travel request associated to the expense report, if applicable.
The complete itinerary invoice provided by RBA's approved travel agency and ticket.
Original itemised receipts, however, if the vendor does not provide a receipt or if the receipt is lost, RBA will reimburse for the expense up to a maximum of $15.00 for any single item. This includes, but is not limited to, meals, taxis, limousine service, or other forms of local transportation. Each site may impose more restrictive receipt requirements based on local tax regulations. Itemised receipts are required for lodging, car rental, mobile phone bills and retail purchases regardless of amount. Itemised receipts for purchases charged to miscellaneous and other employee benefits are highly recommended. If the original receipt is lost, contact the supplier for a copy.
All receipts must be itemised and imprinted with the name of the establishment. The date and amount of the expense must appear, but do not necessarily need to be imprinted.
Cheque or postal order payable to RBA Technology for any amount owed.
All Expense Reports must be signed in accordance with the Delegation of Authority Policy, Definitions and Restrictions (#2025).


All expenses must be itemised.


Airline Ancillary Fees must be assigned to the appropriate expense type.


The Expense Report should include an explanation of any deviations of the policy, i.e., the use of unauthorised travel agencies, lodging, or transportation, etc.


Reimbursement of approved expenses processed through the RBA Web based Expense Report system are as follows: Corporate credit card charges are paid weekly (US only); all other reimbursement is on the employee’s pay cheque or, for certain non-US locations, through AP.


Exception approval process of expense reports:


Noted Exceptions on the TR with the proper exception approval will be honoured.
Exceptions less than or equal to $1,000.00 will be evaluated by a GFS Director and may be approved for reimbursement. The nature of the exception and any past patterns will be considered by GFS.
If GFS declines the claim, the employee and his/her supervisor will be notified. Such exceptions declined by GFS may be escalated to the cognizant VP of Finance for final approval.
Exceptions greater than $1,000.00 must be approved by the cognizant VP and if necessary, the cognizant VP of Finance.
Should there be any conflicts between the exception approval process defined here in this policy and any other relevant policy, this policy prevails with regard to reimbursement of exception items.
For Short Term Assignments and Long Term International Assignments please refer to HR Policy #6009 and #6007 for reimbursement instructions.
IX. PAYMENT METHODS

All employees issued a corporate credit card are strongly encouraged to use the card for Travel and Entertainment (T&E) expenses. Card application forms may be obtained from the RBA Travel Website under forms.
All credit card applications must be approved by two levels of management.
All T&E expenses are to be billed to the corporate credit card, with the exception of business related airline tickets, which will be charged to the Company billed credit card but must be included in the employee expense report as company paid.
Corporate cards are to be used for Company business only. If a personal expense is charged to the corporate card, it must be cleared through the expense report as a personal expense and paid directly to AMEX by the employee.
Employees with a corporate card may use their cards to obtain cash from an ATM. Expenses paid for via cash advance require the same documentation needed for expenses incurred with a corporate card before RBA will authorise payment of the expense. Note: Corporate Express Cash via ATMs (cash debited to the Corporate
Cards) is not available for card programs in Malaysia and Taiwan. For cards issued in Korea, cash advances are available overseas only, not within Korea.
It is expected that the employee will submit his/her Expense Reports in a timely fashion and pay the credit card bill on time. Late fees are not a reimbursable expense (finance can authorise reimbursement if the timing was a result of process/system errors on the payment side only).
Employees who do not qualify for a corporate credit card must utilise their personal credit card. Airline tickets will be charged to a company billed credit card.
Corporate credit cards must be returned to the local Human Resources Representative or to Corporate Travel Administration for cancellation. Corporate Travel must be notified within 48 hours when an employee who has been issued a card leaves the Company.
X. MISCELLANEOUS


A. TELEPHONE EXPENSES

Actual expenses for business calls placed from home will be reimbursed. All calls must be supported with the name and business affiliation of the individual called. The personal home telephone bill must be attached to the Expense Report.
RBA Technology realises the need for employees to maintain communication with their families while travelling. Employees are encouraged to minimise the cost of these telephone calls. The Company will reimburse actual and reasonable personal call costs.
Refer to IT services on myRBA for information on making phone calls while travelling.
B. MEDICAL EXPENSES

If an employee is required to travel to a country where vaccines or immunophylaxis are recommended by the traveller's doctor, RBA will reimburse for the amount not covered by the traveller's health care insurance provider. Employees should seek care for emergency, urgent and unforeseeable outpatient medical and dental expenses resulting from sickness or injury during business travel, including necessary medical treatment, services and prescriptions.
Employees should seek reimbursement from their medical insurance provider for all medical expenses incurred while travelling on company business. If expenses exceed the local policy limit or if charges are not covered by the policy, the employee may seek reimbursement with approval via the standard DOA.
If immediate payment is required, the host department should arrange for payment.
Reimbursement request must be submitted via "Miscellaneous" Expense Type, along with supporting documentation: insurance claim form and explanation of benefits and the bill and receipts from the attending healthcare provider.
RBA reserves the right to consider each case on a case-by-case basis, including the amount of reimbursement. The following charges are not eligible for reimbursement:

over the counter drugs without a doctor’s prescription
planned / elective treatment
any services not requiring immediate medical attention and could be reasonably postponed until the employee returns to home country
expenses incurred by assignees (refer to HR policies on Short Term Assignment – Benefits / Medical Coverage)
C. MEDICAL EMERGENCIES AND EVACUATIONS

In the event of a medical emergency requiring evacuation while travelling on Company business, RBA's insurance carriers provide certain referral and support services. Details are available through Corporate Travel. Travellers should report any medical emergency to their local Human Resources office as soon as
possible.



D. EXPATRIATE TRAVEL

Questions regarding expatriate travel i.e.: non-business related travel such as home leave, should be addressed to Global Mobility.



E. OTHER MISCELLANEOUS EXPENSES

RBA will reimburse reasonable and necessary laundry and dry cleaning charges for employees travelling in excess of seven days or if clothing is soiled accidentally.


F. NON-REIMBURSABLE EXPENSES (not an inclusive list)

Alcoholic Beverages outside of customer entertainment or business meals external
Laptop Bags/Cases
Boarding fees for pets
Babysitting fees
Corporate card late fees
Registered-Traveller Identification Programs (exception for EVP and above)
Airline preferred seat assignments/upgrades
Airline preferred boarding
Airline early boarding
Airline club membership fees
Flight insurance
Transportation between home and office on regular workdays
Traffic or parking tickets
Frequent Traveller Program fees
Additional travel or car hire insurance costs
GPS systems, satellite radio, prepaid fuel or fuel option (FPO) in rental cars
In-room movies
Any personal items lost, stolen or damaged while travelling on Company
business.
Medications and Recurring Prescriptions (See your Health Coverage Plan for reimbursement.)
Transportation, duties, taxes and other fees associated with the shipment of
personal effects.
XI. CUSTOMS AND EXPORT CONTROL REQUIREMENTS

All RBA employees, contractors and representatives of the Company are restricted from travelling for business purposes to any country identified on the U.S. embargo list. Please refer to the International Trade Administration (ITA) website for the current list of countries identified under the U.S. embargo.
http://financeweb.okla.RBA.com/wwita/

In addition, government regulations require the declaration of all merchandise, technical data, and/or currency (reportable value level is country specific) that is exported and imported. It is the responsibility of all employees travelling to foreign countries who hand carry such goods, data, and/or monetary amounts to comply with RBA’s “Hand Carry Policies and Procedures”
http://financeweb.okla.RBA.com/wwita/Procedure_HandCarry.htm and to contact ITA at least one business day in advance of travel date for export licensing clearance and to coordinate hand carry activity including the issuance of proper export/import documentation. All RBA travellers are required to properly declare all hand carried items including technical data, and pay all customs entry fees, duties and taxes at the time of entry unless prior arrangements have been made with ITA.

XII. MEETING/GROUP SERVICES

Group travel is defined as ten or more employees travelling to the same destination for the purpose of conducting Company business.


Requests for meeting or group travel must be submitted to RBA Corporate Travel at Corporate Headquarters when contracts are required with airlines, hotels/conference centres and ground transportation suppliers.


Corporate Travel Administration's goal is to establish and communicate effective procedures for reducing meeting and group travel costs and to ensure consistent operation of all meetings. It is also the focus of Corporate Travel Administration to assist the meeting planner to more effectively negotiate travel related
contracts and to ensure compliance with Purchasing Contract Policies 2030 and 2035.

XIII. MOBILE APPLICATIONS

RBA encourages employees to find and use any free smartphone applications that add convenience to business travel, within the following strict guidelines:


Except for the Concur Mobile Application, Apps may not be used to book air, car or hotel reservations. All business travel reservations should be made via RBA's online booking tool, the Concur Mobile App or by calling RBA's Travel Agency.

Smartphone apps are not reimbursable.

XIV. SOCIAL MEDIA

RBA strictly forbids employees from broadly sharing corporate travel itineraries on social media sites including Facebook and LinkedIn.


Travellers may forward itinerary information to personal contacts as needed to ensure convenience and safety, but sharing for the purpose of social networking is not allowed.


Avoid posting negative "reviews" or comments about RBA's preferred suppliers on social networking sites like Facebook, Twitter and Trip Advisor. Please contact RBA Corporate Travel to report any negative experiences with RBA's preferred vendors.

XV. ADDENDUM A: ETHICAL CONDUCT AND CONFLICT OF INTEREST

Travel and Expense Policy 2022 does not apply to travel sponsored by RBA for customers, potential customers or others with whom RBA does business. Please refer to RBA's Global Anti-Corruption Policy for the Company's policies on such travel.


BUSINESS MEALS AND ENTERTAINMENT EXPENSES


Consistent with RBA's Ethical Conduct and Conflict of Interest Policy (1070), no meals or entertainment may be provided when a decision is pending with the intended recipient's employer that could affect the Company.

Entertainment does not include gifts. For guidance on the appropriate use and receipt of gifts, see RBA's Global Anti-Corruption Policy.


If any of the following circumstances exist, the prior approval of the Legal Department/Chief Ethics Officer and the hosting employee's VP is required:


The total expense for all Entertainment exceeds the following amounts per attendee:



China: 200 RMB per attendee
Japan: 10,000 Yen per attendee
United States: $75 USD per attendee
United Kingdom: £75 per attendee
Continental Europe: €75 per attendee
Other Countries: Get guidance from the regional legal
representative


Ten or more customer/government attendees are invited and/or participate in the Entertainment.
The recipient of the Entertainment has received Entertainment for more than six times in the prior year.
In all cases, the list of participants, the business purpose, the expense receipts and the internal approval must all be properly documented and recorded before RBA will reimburse for the expenses.


Exceptions will not be approved without the authority of Chief Ethics Officer/regional legal representative.


OTHER NON-RBA TRAVELLERS


This provision is not intended to permit customers or government officials to travel with RBA personnel. RBA sponsored travel involving customers and/or government officials is covered by RBA's Global Anti-Corruption Policy.



Current Revision Date:18-AUG-2015

Policy Effective Date:19-AUG-2015