Travel and Reimbursement Policy 1. PURPOSE This is a guideline for business travel and expense reimbursements, so that the MNS Travel Desk can efficiently handle all travel, and all justified expenses can be reimbursed to employees in an appropriate and timely manner. This policy is designed to: * Provide transparent, clear and consistent regulations for travel and expenses for all employees. * Ensure that employees who must travel for business can do so with a reasonable level of service and comfort * Ensure all employees can be reimbursed for all approved business travel and entertainment expenses in a timely manner. * Maximise the company's ability to negotiate the best rates and packages possible with preferred suppliers, and so reduce travel expenses and the cost of administering travel. ‘+ Help the company and employees to minimise harmful impacts on the environment. 2, SCOPE M+V Marketing & Sales Pvt. Ltd. (MNS) books and reimburses travel and business expenses of all MNS Operational and Sales employees and the employees of associated client ‘companies that have contractual agreement to follow this policy. The policy covers all offices and employees of MINS in India — based in Gurgaon and all affliated branch offices. This policy: «Describes the typical booking procedures via the M+V Travel Desk and mentions its exceptions and restrictions in particular cases. + Provides general rules, regulations and requirements that apply to all travel expenses to ensure smooth and timely reimbursement. + Lists all reimbursable/non-reimbursable expenses regarding travel, boarding and lodging and the associated requirements for the individual entries. + Refers to currently valid rates to support regular review and updating of these. Current rates are provided in the Travel Rates Attachment (please check with HRP to ensure you have the most up-to-date version). The policy does not cover temporary deputation of an employee to an office/place away from their normal office. In this case, suitable compensation is decided on a case-to-case basis together with the respective Reporting Manager. MNS will offer support in finding a cost- effective boarding and lodging solution for temporary deputations. may Version 2.1 January2011 Pg. tof 14 © MV Matkadng & Sales Pt. Lid. All Hghts served. May nol be teproduced wihout permission. The organisation reserves nconeitonal fis to change, modi, andar resend any part or whale ofthe poloy. Ary general amendmen othe poy wil BS ‘communiatemv 3. DEFINITIONS 3.4 Terms + TD~Travel Desk (The Front Office Team who arranges all travel requirements) RM — Reporting Manager (person that employee reports to) HoD ~ Head of Department (person that the RM reports to) HRP — Human Resources Payroll HRM — Human Resources Management (at MNS) Senior Management — Managing Director plus General Managers DA — Dally Allowance (pre-determined amount payable to an employee to cover basic expenses incurred during business travel — details given below) F&A — Finance and Accounts ‘Transport expenses — Fares for journeys by Air, Rail, Sea or Road Attendance System — Attendance tracking system for all employees and vis MNS office + Local Journey ~ Any travel within the city in which the employee is based (for Gurgaon this includes all of NCR) ‘+ Temporary Deputation — where an employee is sent by MNS or an affiliated company to work from another office away from their home for a set period of time ~ this is usually more than 2 weeks and less than 6 months and requires support from M+V for boarding and lodging ‘+ Personal Vehicle — a non-company vehicle rs of each 3.2 Which Employees Are Eligible For Which Rates? To make it transparent and clear which employees are entitled to what reimbursement, table 1 of the Travel Rates Attachment describes the 5 categories that cover employees’ eligibilities regarding travel. The categories have been decided based on the employee's level of responsibility and the post held. Only the Senior Management has authority to approve any changes to conditions and/or rates mentioned. Rates are reviewed and adjusted ona regular basis. 3.3 Classification of Cities in India Prices and rates vary a lot between Indian cities and therefore different rates are applied to different categories of city (see Travel Rates Attachment, table 1). The city classification is regularly reviewed and updated. 4, RESPONSIBILITIES 4.1 The Travelling Employee * The traveller is responsible for complying with the policy. * The traveller is responsible for ensuring that all travel arrangements made by the TD are in place ~ this includes that ticket timings are accurate and insurance has been booked (international only). Version 2.1 January 2011 Pg.20f 11 served. May not be reproduced without permission, The ergenisstion eserves ‘any pat or whole of his poy. Aay goneral amesdmoats fo the poly wll befilLv ‘+ The traveller is asked to consider with their RM whether the travel can be reduced or modified to minimise negative impacts on the environment. ‘+ The traveller needs to use the approved methods to book travel, complete the correct forms (all attached here) and submit all blls/proofs of travel to hasten payments. ‘+ The traveller is responsible for keeping the TD informed and up-to-date on current travel plans and authorisation status at all times (also during the travel itself). The traveller is asked to give as much prior notice for bookings and changes as possible. + Any delays/complications resulting from mis/noninformation to the TD or non- authorisation of the travel by the designated superior are the employee's own responsibility. ‘+ The traveller is responsible for ensuring that their data in the attendance system is up to date. All trips and meetings should be arranged using the appropriate forms. HR needs to be informed by the employee when they are absent from the office due to extemal meetings/work trips (information can be sent to HR@mv-india.com). 4.2. Human Resources Payroll and MNS Managers + The HRP is responsible for maintaining this policy and for any clarification with regard to this policy required by involved parties. All amendments made must be approved by the General Management (MNS). In individual cases, the HRP’s interpretation of the policy will be final and binding. HRP reviews the policy on a regular basis and ensures that the rates are reviewed on a quarterly basis. + The HR Team is responsible for checking all business travel bills and reimbursements in a timely manner and informing the concemed party where there is any missing information that delays payment. Where the form and attachments are accurate HRP will forward to Finance & Accounts for payment. * This will include a check of rate eligibility against the most recent Travel Rates Attachment. Where there is any discrepancy, the HR Team is responsible for raising this with the employee and their RM. 4.3 Travel Desk Team * The TD Team is responsible for ensuring administration of travel and lodging arrangements. The Front Office Team Leader is responsible for continuously negotiating the best rates and deals with hotels, carriers and other travel-related vendors and for working with the HRP to ensure the Travel Rates Attachment provides the best value for money and is accurate and up-to-date. + Indian law and corporate practice requires all Indian citizens are insured during intemational trips. The TD will therefore arrange insurance in the course of intemational travel arrangements. The traveller should check that the insurance is accurate and in place before the business trip. Version 2:1 January 2011 Pg.3of 11 © MOV Marketing & Sales Put. Lid. Al ghts reserod. May not be repreduced wihout permission. The crganisaon reserves ‘uncocitonal rights fo change, modify, andor resins ary pant or whol of hs poly. Ary general amosdments fo the poly wil Be ‘communiated5. POLICY MNS is committed to ensuring cost-effectiveness in all activities and minimizing harmful impacts of MNS-related activities on the environment. For all travel, the employee should ask themselves two questions: “Is this trip essential?" And “Is there a way to minimise the impact on the environment?” (i.e. use video conferencing, take a more environmentally friendly mode of transport that will be as efficient or schedule meetings to minimise the number of flights to a specific area), 5.1 Travel Authorisation * For Sales Teams all team members’ travel must be approved by the Sales Manager. For ‘Sales Managers themselves approval is established with the Principal up-front and for most cases Sales Managers can approve their own travel within India. For international travel an invitation letter will be needed from the Principal and will be treated as approval by all MNS employees including the Travel Desk for arranging bookings. * Every MNS Operational employee intending to go on a business trip (domestic) has to get approval from their RM and must inform the HR Team (HR@mv-india.com) about travel details prior to departure (see attached Travel Booking and Advance Form). All intemational travel for Operational Staff requires written prior-approval from a Senior Manager. * For the organisation to reimburse any travel expenses the trip must have been pre- approved by the designated RM and there must be evidence of this approval. 5.2 General Rules and Regulations for Reimbursements * Travel reimbursements are to be granted as per the conditions listed below. MNS reserves the right to reject any claims for compensation that do not meet the requirements, * Any particular reimbursement exempted from this policy needs the approval of the respective HoD and the HRP. ‘+ All employees are requested to book all general travel arrangements (such as transport, local conveyance and lodging) through the M+V Travel Desk. This helps MNS to provide the most efficient service to all employees and ensure follow up and tracking of bookings. + All employees are requested to use the relevant forms for booking travel (Travel Booking and Advance Form) and submitting reimbursements (Travel Reimbursement Form and Visit Report). The forms (see attached) ensure that the TD and HR Teams have all the necessary information to process the request efficiently. + The TD provides special deals with particular airlines and hotels and continuously negotiates for the best possible rates. Employees are requested to use these options to make booking smoother. The TD will be ready to share any detalls on specific rates to highlight benefits. «MNS does not provide a company credit card - neither for advance bookings nor for payments on the business trip. Cash advances prior to the trip can be provided according to regulations (see chapter 5.7 for details). Where on-line booking is required and v Version 2.1 January 2011 Po.4of tt © Mev Marketing & Sales Prt. Lid. All ghts reserved. May rot be reproduced without permission. The orgenission reserves ‘uncondtenal rights fo change, modly andor rescind any part of whole of ts polly. Any general amendments t te pay Wil Be communistsmv approved, the employee can make the necessary payment using their own card and get this reimbursed. 5.3. Requirements for Settlement of Reimbursable Bills * All reimbursement claims must be submitted to the HR Team using the Travel Expense Reimbursement Form along with a Visit Report in the correct format. Both forms are attached to this policy; and the Visit Report is required for statutory compliance. * All reimbursement claims need to be substantiated by valid tickets or bills. All employees need to submit original copies as evidence, this means boarding passes in case of air travel; train tickets, or indicated distance (km) in case of personal vehicle use. No travel claim can be processed without this evidence. * Travellers are requested to submit reimbursement claims within 7 working days of their return. + In case of continuous travel, reimbursement claims can be submitted in batches (in such cases, all blls of the same month should be submitted at the beginning of the following month to easily track travel expenses on a monthly basis). ‘+ Hotel bills need to be settled when checking-out from the hotel unless the TD informs the employee of a specific arrangement that allows for cashless check out. MNS will not reimburse any outstanding hotel bills where there has not been prior arrangement by the TD. + All reimbursements will be made via bank transfer directly to the employee's bank ‘account or through cheques (in favour of the employee). 5.4 Reimbursable Expenses 5.4.1. Transport Expenses (Air, Rail, Sea and Road Travel) Different employee categories are entitled to use different travel options (see Travel Rates Attachment, table 3). 5.4.1.1 Air Travel The TD provides fixed air travel rates with particular airlines to ensure MNS leverages the best possible balance of efficiency, environmental conservation and value for money. In case of flight bookings, the TD will provide available flight options including departure timings and the applicable rates according to the traveller's approved specifications made in the Travel Booking and Advance Form (see attached). It is the employee's responsibility to select the best option. 5.4.1.2 Cab Drives ‘+ The Travel Desk maintains agreements with various taxi companies who offer various rates and different expected service quality (e.g. varying records of punctuality and car quality). The choice of taxi company should be discussed with the RM. The TD will not be ~— Version 2.4 January 2011 Pg. Sof 1t (© MeV Marketing & Sales Pit. Lid. Al rihts reserved. May not be reproduced witout permission. The organisation reserves luncondtiona ight to change, mod, andor rescind ny part or whale CF tie posoy. Any gener! amendmen 0 th poy wil BS ‘communicatesmv held responsible for delays resulting from problems with the taxi vendor, but will use any and all feedback during the regular reviews of which taxi vendors to use. * Travellers need to check and sign the duty slip at the end of the journey and they are responsible for ensuring the kilometers and timings shown are accurate. They are requested to always mention any extra route that deviates from the initial booking route in order to prevent any falsifications by the vendor in the final bill. 5.4.1.3 Train Travel ‘* Reservations for train travel need to be made as early as possible because train seats are usually limited. In case the traveller books a reservation and is on the waiting list, they need to keep themselves informed about the status to avoid miscommunications (see Indian Railway website). Whenever possible, MNS will use a booking agency for travel including train tickets. Where this is not possible, the Travel Desk will support the traveller to arrange the tickets in the most convenient manner possible. 5.4.1.4 Use of a Personal Vehicle * Where an employee uses their personal vehicle for authorised business travel, reimbursements are granted according to the total distance travelled (see table 3 in the Travel Rates Attachment for current reimbursement rates). Reimbursement rates include consideration for vehicle maintenance. 5.4.2 Lodging Expenses (Domestic Travel) + Lodging expenses can be claimed in accordance to the rates assigned to the category of the city and the traveller (see Travel Rates Attachment, table 1). * TD provides a list of available hotels/guesthouses with which M+V has already negotiated a corporate rate. All employees are required to use these lodgings to ensure we get the best rates, leverage the best service and quickly resolve any problems. Where an individual employee chooses to either book in a different hotel or to choose a class of room that exceeds the maximum hotel expense rate for their employee/city category, then the balance over and above the standard rate will be adjusted from the traveller's next month's salary. ‘© Should no lodging be available within the specified rate for a category, then the TD will book reasonable accommodation based upon the hotel category of the employee (see Travel Rates Attachment, table 1). In that case hotel charges will be reimbursed on actual basis (the employee should submit the notification from the TD and any approvals from their RM along with the Travel Reimbursement Form). 5.4.3. Daily Allowances * All employees making approved travel are eligible for DA at the rates specified in the Travel Rates Attachment (table 3). This covers food expenses, room service charges and any other expenses incurred exclusive of lodging charges. These are based on eligibility criteria and class of city. my Version 2.4 January 2011 Po. of 11 © MoV Marteting & Sales Pt. Lid. At sights reserved. May not be reproduced without pemsssln. The organisation eserves Luncondional rhs to change, modi, andor rescind any pat or whale of ts poy” Any gener amendments t the pley al be commurvested,5.4.3.1 Basis for Daily Allowance calculation: © Out-station travel ‘Absence under twelve hours: 50% ‘Absence exceeding twelve hours: 100 % * For local journeys, DA is not applicable. * DA will also be paid in case of an unforeseen extension of travel due to disturbances, ‘communal riots, imposition of curfew, agitations of a massive scale, trade and transport strike, Bandh etc. or break-down of transport caused by flood, cyclone, rain ete. In such cases the employee should discuss with their RM as soon as possible and the RM will approve this continued payment. 5.4.3.2 International Travel: Daily Allowances Applicable for Travel Outside of india * Travelling abroad is usually to visit a specific client or customer, and hotels/guesthouses are usually booked and paid by the inviting companies. However, it is always best to confirm this with the Principal before travelling and to take an advance in the appropriate currency just in case. «+ In most cases the companies the traveller is visiting will pay for lodging and also invite for dinner/lunch. In case lodging/boarding is not paid by the respective companies, MNS will reimburse these expenses as per actual. ‘+ Ineither case, the traveller is reimbursed an additional lump sum as international DA (see table 3 in the Travel Rates Attachment) in the respective currency. 5.4.4. Private Boarding and Lodging Arrangements + In the event an employee makes private arrangements for stay while on business travel, they will be entitled to claim an additional Daily Allowance (see Travel Rates Attachment, table 3). If an employee chooses this option they will not be required to provide any supporting bills/vouchers for claiming this amount. In case of private boarding and lodging arrangements no other claim towards stay, food, refreshments, laundry, snacks ete. will be reimbursed 5.4.5 Travelling with Principals, Business Promotional Items and Business Entertainment/Meals * In case the employee is travelling with a Principal, they will be eligible for the same accommodation — regardless of their eligibility category. + Expenses for business promotional items or business meals can be reimbursed in agreed cases and need the approval of the RM. Reimbursement requires the names of the individuals present, their titles and the company name. 5.5 Non-reimbursable Expenses © Tips at lodging facilities * Membership fees for credit, travel or entertainment cards * Health Clubs, gyms and spas my, Version 2.1 January2011 Pg. 7of 11 © MoV Marketing & Sales PVE Lid. All sohts reserved. May not be reproduced wihout permission. The organisation reserves ‘unconditional rahts to hares, modly, andor resting bny part otha of he poy. Any General amendments fo the poly sn Be communicate,