General Travel Policies

Whenever an employee of Northeast Data, Inc. is required to work out of town, the following travel accommodations will be provided:

• Air Fare: Coach airfare to and from the destination.
• Rental Vehicle: Appropriately sized rental vehicle based on need.
• Hotel Room: Maximum of 2 employees per room.
• Per Diem: Daily allowance for meals and incidental expenses.

Air Fare

Airfare will be purchased by Northeast Data, Inc based on the schedule for which employees are required to be at the job location. Employees are encouraged to sign up for a frequent flyer miles account with the airline. Any miles accrued from business travel can be used by the employee for personal upgrades, such as upgrading their pre-assigned seating.

• Frequent Flyer Numbers: Flyer Numbers must be shared with the operations groups so we can add these flights to your existing Flyer Number.
• Baggage Fees: Baggage fees must be paid using a company credit card. The receipt for these fees must be submitted to the Operations Department with the corresponding job number.

Hotels / Rental Property

Employees are expected to behave professionally and respect the property of other businesses. Misuse or destruction of hotel rooms, rental properties, or rental vehicles will not be tolerated. Employees found responsible for damages will be required to cover the costs, which will be deducted from their paycheck. Such incidents will also be subject to the Progressive Discipline Policy.

• Receipts: All hotel receipts must be submitted to the Operations Department with the corresponding job number. Hotel rooms/rental properties will be reserved in the name of the employee in charge of the job. Failure to submit receipts will result in the cost being deducted from the employee’s paycheck until the receipt is provided.

Rental Vehicles

Rental vehicles are to be used solely for company business and must be kept clean and organized. Employees using rental vehicles are responsible for cleaning them at the end of each day.

• Receipts: All rental receipts must be submitted to the Operations Department with the corresponding job number. Rentals will be reserved in the name of the employee in charge of the job. Failure to submit receipts will result in the cost being deducted from the employee’s paycheck until the receipt is provided.

For additional information regarding expectations for rental vehicles, refer to the Company Vehicle Policy.

Emergency Situations

In the event of an emergency while traveling, employees should follow these steps:

1. Immediate Safety: Ensure your immediate safety and the safety of others. Contact local emergency services if necessary.
2. Notify Supervisor: As soon as it is safe to do so, notify your immediate supervisor or the Operations Department of the situation.
3. Medical Emergencies: If medical attention is required, seek assistance from the nearest medical facility. Keep all medical receipts and documentation for reimbursement.
4. Travel Disruptions: If travel plans are disrupted (e.g., flight cancellations, vehicle breakdowns), contact the Operations Department for assistance with rebooking or alternative arrangements.
5. Incident Reporting: Document the incident in detail, including any damages or losses, and submit a report to the Operations Department as soon as possible.
6. Follow-Up: Follow any additional instructions provided by your supervisor or the Operations Department to resolve the situation.

Theft

In the event of a theft while traveling, employees should follow these steps:

1. Immediate Safety: Ensure your immediate safety and the safety of others. Contact local law enforcement to report the theft.
2. Notify Supervisor: Inform your immediate supervisor or the Operations Department of the theft as soon as possible.
3. Document the Incident: Obtain a police report or any official documentation of the theft. Keep a detailed record of the stolen items and any other relevant information.
4. Submit Documentation: Provide the police report and any other documentation to the Operations Department for further action and potential reimbursement.
5. Follow-Up: Follow any additional instructions provided by your supervisor or the Operations Department to address the situation.

Lost Items (e.g., Luggage)

In the event of lost items, such as luggage, employees should follow these steps:

1. Report the Loss: Immediately report the loss to the airline, hotel, or relevant service provider. Obtain a written report or reference number for the lost item.
2. Notify Supervisor: Inform your immediate supervisor or the Operations Department of the loss as soon as possible.
3. Document the Incident: Keep a detailed record of the lost items, including descriptions and estimated values.
4. Submit Documentation: Provide the loss report and any other relevant documentation to the Operations Department for further action and potential reimbursement.
5. Follow-Up: Follow any additional instructions provided by your supervisor or the Operations Department to address the situation.

Out of Pocket / Unexpected Travel Reimbursements

Employees seeking reimbursement for travel-related expenses should follow these steps:

1. Expense Documentation: Keep all receipts and documentation for travel-related expenses, including airfare, hotel, rental vehicles, meals, and incidentals.
2. Submit Expense Report: Complete a travel expense report form, attaching all relevant receipts and documentation. Ensure that each expense is clearly itemized and includes the corresponding job number.
3. Approval Process: Submit the completed expense report to your immediate supervisor for approval. Once approved, the report will be forwarded to the Operations Department for processing.
4. Reimbursement Timeline: Reimbursements will be processed within 30 days of receiving the approved expense report. Employees will be notified if additional information or clarification is needed.
5. Follow-Up: If there are any issues or delays with the reimbursement, contact the Operations Department for assistance.

Canceling a Reservation

In the event that a travel reservation needs to be canceled, employees should follow these steps:

1. Notify Supervisor: Inform your immediate supervisor or the Operations Department as soon as you are aware that a reservation needs to be canceled.
2. Follow-Up: Follow any additional instructions provided by your supervisor or the Operations Department to ensure the cancellation is processed correctly and any potential refunds are received.

Note: Northeast Data, Inc. reserves the right to modify this policy at any time.