Worldwide Travel Policy Effective: August 12, 2015

Transcription

1 Worldwide Travel Policy Effective: August 12, 2015 This policy is effective immediately and supersedes all previously-issued corporate and local travel and entertainment policies and procedures. For Internal Use Only

2 Contents Statement of Purpose... 4 Policy Scope... 4 Worldwide Travel Policy Updates... 5 Responsibilities: All Employees in All Regions... 6 Employee Responsibility... 6 Manager Responsibility... 6 Accounts Payable Responsibility... 6 Alternatives to Travel... 6 Business Travel Contact Information: All Regions... 6 Travel Planning: All Regions... 7 Billable Travel... 7 Trips Home: Extended Project Provision... 7 Passports and Visas... 7 Corporate Housing... 7 Relocation... 7 Non-Employee Business Travel: Applicant Recruiting and Relocation Travel... 7 Contractors, Consultants and Customers... 7 Spouse and Companion Business Travel... 8 Making Travel Arrangements: All Regions... 8 Personal Travel Arrangements... 8 Air Travel: All Regions... 9 Non-Authorized Airfare... 9 Employees Traveling Together... 9 Standard Class of Service... 9 Airline Club Memberships and Airport Security Memberships... 9 Alternative airports Air Travel Awards Denied Boarding Compensation (DBC) Use of Private or Chartered Aircraft Business Travel Accident Insurance Reporting and Expensing Airfare Lodging: All Regions Hotel Selection Room Type Late Arrival Guarantees Early Check out Fees Cancellations No-Show Charges Telecommunication Laundry Exercise Facilities Lodging for Extended Stays Reporting and Expensing Lodging Car Hire/Rental and Other Ground Transportation: All Regions Authorized Car Rental Size/Equipment Driver Liability Itron Worldwide Travel Policy Page 2

3 Employee Identification Vehicle Inspection Refueling Personal Car Use/Mileage Parking and Tolls Taxis/Limousines/Shuttles Rail Travel Fines / Traffic Violations Taxi / Metro / Bus Additional Liability Coverage North America - Rental Car Insurance EMEA, Latin America, Asia Pac Rental Car Insurance Reporting and Expensing Car Rentals Meal and Entertainment Guidelines: All Regions Business Meals Reporting and Expensing Business Meals Alcoholic Beverages Entertainment Reporting and Expensing Entertainment Non-Cash Gifts to customers Tipping Guidelines Expense Reporting and Reimbursement: All Regions Expense Report Processing: All Regions Using the Oracle ERP System Submission Time Frames Receipt Requirements: APAC, EMEA and LAM Receipt Requirements: North America Non-Reimbursable Items : Corporate Card Program: All regions North America EMEA Asia Pacific Latin America Cash Advance Provision: All Regions Per Diem: EMEA, ASIA-Pacific and Latin America Itron Worldwide Travel Policy Page 3

4 Statement of Purpose Itron, Inc. recognizes that travel is an essential element of business, and our employees may be required to travel to complete their job responsibilities. The Company is committed to: Providing employees with safe travel options at minimal personal inconvenience. Ensuring that all business travel is conducted responsibly and economically. Ensuring all travel expenditures are captured, recorded and reimbursed appropriately. To ensure these commitments are met, the following policy has been developed. The objectives of the policy are to: Ensure all employees have a clear and consistent understanding of the policies and procedures for business travel and entertainment expenses in all regions. Provide business travelers with options for reasonable levels of service and comfort at the lowest possible cost. Reimburse employees for all reasonable and necessary expenses while conducting or traveling on authorized Company business. Maximize the Company s ability to negotiate discounted rates with preferred suppliers and reduce expenses wherever possible. Provide access to International SOS services in case of medical or political emergency situations. Policy Scope This policy applies to all Itron employees, in all worldwide locations, for business travel. All business activities related to or associated with Itron business travel as well as any entertainment expenses must also comply with Itron Code of Conduct and any other applicable Company policies. All business activities must also comply with local laws and regulations. Itron Worldwide Travel Policy Page 4

5 Worldwide Travel Policy Updates DATE SUMMARY OF CHANGES August 2015 Use of authorized agencies and online booking tools for scheduling travel is mandatory where available. Use of a corporate card for business travel is mandatory where available. Personal credit cards should not be used for business travel in locations with an active corporate card program. o A global corporate card strategy is being developed by Finance and Procurement. Once your country is included in the corporate card program, you will be required to use a corporately-issued credit card for all business travel expenditures. Economy Comfort seating on Delta is permitted on: Flights longer than four (4) hours in North America, Asia Pacific and Latin America. Flights longer than six (6) hours in EMEA. The purchase of Business Select seating on Southwest Airlines is not permitted. For all airline tickets booked less than seven (7) days prior to departure with the exception of customer-facing or customer-paid travel a written notification from the booking agency will be sent to the employee s manager. For all employees (except for salespeople, Professional Services project/program teams on an active Customer project, and all managers and above) written pre-trip authorization is required from your manager. Domestic flights $200 or more above lowest logical fare and international flights $400 or more above the lowest logical fare will be monitored and reported to the executive team on a quarterly basis. Travel arrangements for all simple domestic trips must be made using the online booking tool in all regions where an online booking tool is available. Booking tools can be accessed via the Global Travel Portal. In cities where Itron has preferred hotel contracts in place, booking an Itron contracted hotel through an authorized Itron agency is mandatory. A complete listing of preferred hotel partners can be found on the Itron Global Travel Portal. If an Itron preferred hotel is not available for the location at time of booking, employees must book the hotel with the lowest rate available through Itron's online booking tool or hotel offered by the travel agent. Itron Worldwide Travel Policy Page 5

6 Responsibilities: All Employees in All Regions Employee Responsibility As an employee, you have a responsibility to: Read the worldwide travel policy and know the travel restrictions for your region. You must present travel agents with written approvals when they are required. Airline tickets requiring exception approval will not be issued until approvals are received. Gain trip approval from your manager. Use an Itron-approved travel agency to book business-related travel. If you do not know your local travel agency and/or process check with your local support person, locate the information on the Itron Global Travel Portal or contact Itron Corporate Travel Manager. Manager Responsibility Managers are responsible for authorizing all travel for their staff and will exercise control over travel expenses to ensure policy and local process compliance to encourage cost containment and to prevent abuse. This does not affect the process with which A/P verifies traveler expenses rather, managers must ensure that staff travel is warranted and fulfills Itron business needs, and manage costs accordingly. Accounts Payable Responsibility The Accounts Payable department is responsible for processing expense reports and payment arrangements. Accounts Payable will also ensure that expense reports comply with local law and regulations. Alternatives to Travel Remote attendance alternatives should always be considered when determining if travel is necessary to meet a business need. Business travel should be avoided when other reasonable alternatives are available. The IT team has introduced several video and audio collaboration technology services specifically for this purpose. Learn more about Skype for Business, as well as our video conferencing rooms and how to schedule them. Business Travel Contact Information: All Regions The Itron Global Travel Portal provides the following: Local travel agency contact information Travel reservation processes Online booking tool access (where applicable) International SOS portal and membership cards Passport and visa information Worldwide hotel directory Preferred airline, rental car, hotel and rail information Itron Worldwide Travel Policy Page 6

7 For any questions regarding Itron s preferred travel suppliers, please contact the Itron Corporate Travel Manager. Travel Planning: All Regions Billable Travel Project travel billed to customers should be planned and exercised using the same prudent business judgment used for Itron-paid travel. Trips Home: Extended Project Provision Employees who are assigned to work at a project location for more than three months have special circumstances and should consult with their regional HR manager. Passports and Visas Passport and Visa fees for international business travel are reimbursable expenses and reported on the Travel Miscellaneous line of the expense report. Please contact a member of the Global Mobility Department (VISAS@itron.com) for application forms and guidelines. Corporate Housing Itron employees on a temporary assignment of more than three (3) months but, less than twenty four (24) months may be eligible for Corporate Housing upon management approval. For information about Corporate Housing, please refer to the Corporate Housing policy or contact the Global Mobility Department in Liberty Lake, Wash. Relocation For all regions, please contact the Global Mobility Department in Liberty Lake, Wash. Non-Employee Business Travel: Applicant Recruiting and Relocation Travel Please consult with Human Resources staff when planning travel for applicants and employee relocation. HR is responsible for documenting specific financial guidelines and forwarding the information to Accounting for reporting within local tax specifications, and will coordinate travel arrangements for applicants and relocating employees. Contractors, Consultants and Customers Employees of other companies traveling on behalf of Itron (such as contractors, consultants and customers) must arrange their air, hotel and rental car travel through Itron s Travel Department if Itron is paying the expense directly. Contractors, consultants and customers that are invoicing Itron for travel expenses may be required to use their own internal travel departments. This is acceptable. Written authorization by the hosting department manager is required; is an acceptable form of written authorization. Itron Worldwide Travel Policy Page 7

8 Spouse and Companion Business Travel Itron will not reimburse travel and entertainment (T&E) expenses incurred by a spouse or other companion accompanying an employee on business. Making Travel Arrangements: All Regions Travel arrangements must be made using the online booking tool (found on the Itron Travel Portal) for simple domestic trips in all regions where an online booking tool is available. Alternately, complex and international travel arrangements can be made through an agent by telephone and . Agent fees are significantly higher than those for online booking please be sure to use the Itron Travel Portal whenever possible. After-hours and emergency service is available in all regions with authorized travel service providers, also with significantly higher agent fees. Regional travel agency booking instructions, contact information and booking tool access is located on the Itron Global Travel Portal. Travel arrangements made through sources other than authorized Itron Travel Agency partners are not reimbursable to the employee (unless it is an emergency situation). All itinerary changes needed after departure from origination location must be made through the local travel service provider in your region. Going to the airline directly can have numerous negative effects, such as: Authorized Itron travel agencies can no longer access your reservation to provide any additional assistance to your reservation should it be necessary. Remaining legs of the current itinerary could be cancelled with no notification to you or your authorized travel agency. Traveler tracking through International SOS is disconnected and Itron no longer has visibility to your location or intended location. This is a violation of our duty of care responsibilities. Personal Travel Arrangements Personal travel combined with business travel must be arranged through an Itron authorized travel agency. Incremental airfare cost due to approved personal travel will be charged to a personal credit card before documents can be released. Personal vacation/holiday expenses are not reimbursable. Itron Worldwide Travel Policy Page 8

9 Air Travel: All Regions Non-Authorized Airfare The following airline ticket purchases are not authorized. Written Policy exception approval by the CEO, COO or one of their direct staff may be required. Check with your local travel contact or the Corporate Travel Manager for the specific process in your region for policy exceptions. Airline bookings with less than 7 day advance notice Purchase of fully refundable/upgradable airfares The following airline ticket purchases are not authorized. Written policy exception approval by CEO, COO or one of their direct staff is required. Purchase of business/first class airline tickets. All domestic flights $200 or more (USD) above lowest logical fare and international flights $400 or more above the lowest logical fare will be monitored and reported to management on a quarterly basis. For basic travel arrangements that fall within policy guidelines that require written approval, an from the employee s direct manager is an acceptable form of approval and must be included in the employee s expense report for reimbursement. Employees Traveling Together For insurance and liability requirements, the following restrictions apply: No more than 12 employees may travel on the same flight. No more than three CEO staff members may travel on the same flight. The CEO and CFO may not travel on the same flight. The CEO and the COO may not travel on the same flight. Standard Class of Service Itron requires that all airline tickets be purchased in coach on non-refundable fare class tickets. If fully-refundable fares or upgradable fares are available at the same or lower cost, they can be booked. The Travel Department will reserve upgrade requests if airline space is available; Itron defers retention of mileage points and allows the traveler to keep all accrued airline points. The one stipulation is that upgrade space will be employee s responsibility utilizing accrued mileage points. Economy comfort seating on flights four (4) hours or longer is allowed in North America and six (6) hours in all other regions. This cost will be reimbursed through expense reporting. Airline Club Memberships and Airport Security Memberships Any Itron-paid memberships to airline clubs or airport security programs requires written approval of the CEO, COO or one of their direct staff. In these instances, Itron will reimburse the cost of the annual fee for one airline club of individual choice. An Itron traveler should consider destinations and airline club accessibility when selecting the appropriate club membership. Attach approval to expense report for reimbursement. Itron Worldwide Travel Policy Page 9

10 Alternative airports Use of connecting flights and alternate airports that provide material savings over non-stop flights and fares requiring a Saturday night stay are encouraged. Itron will reimburse, within policy guidelines, all additional hotel, rental car and a meal expense incurred by an employee who chooses a restricted airfare that requires a Saturday night stay. Air Travel Awards Participation in frequent flyer programs will not influence flight selection and is not reimbursable. Denied Boarding Compensation (DBC) Voluntary denied boarding compensation should not interfere with Itron business. These cash awards, free tickets or certificates are offered for voluntarily deplaning from oversold flights or when flights are canceled. DBC certificates are not reimbursable. Itron permits employees to keep DBC certificates but will not incur any expenses that may occur due to the chosen delay. Use of Private or Chartered Aircraft Employee use of private or chartered aircraft for business is prohibited unless advanced written authorization has been given by the CEO. Business Travel Accident Insurance Itron provides travelers with life insurance as part of the employee benefits package. North America: American Express corporate card program provides additional Business Travel Accident Insurance. EMEA: AirPlus Central Bill account bookings are also covered by additional insurance through AirPlus agreement. Additional flight insurance purchased for business travel or personal itineraries are not reimbursable. Reporting and Expensing Airfare Business airfare is charged as follows: North America: American Express Corporate Card, American Express central bill account (only for new employees or infrequent travelers less than two trips annually). Personal credit cards should not be used for business travel in locations with an active corporate card program. o Corporate Wells Fargo purchasing cards (PCards) are not an acceptable form of payment for travel services. EMEA: AirPlus central accounts are used for all airfare. The use of personal card for hotel, car, rail, meals and entertainment is allowed. Latin America: Personal credit cards are used to pay for travel services. A corporate card solution is not currently implemented in this region. Asia Pacific: AirPlus central accounts are used for all airfare. The use of personal card for hotel, car, rail, meals and entertainment is allowed. Itron Worldwide Travel Policy Page 10

11 Lodging: All Regions Hotel Selection In cities where Itron has preferred hotel partners, it is required that an Itron contracted hotel is booked through an authorized Itron agency or online via the Global Travel Portal. A complete listing of preferred hotel partners can be found on the Itron Global Travel Portal. If you do not know the agency for your country/region please reference the portal, inquire with your local travel contact or the Corporate Travel Manager. Room Type Itron's room type guideline is single-occupancy, standard corporate rate rooms. Late Arrival Guarantees It is Itron s policy to guarantee hotel reservations for late arrival using the traveler s corporate card. Travelers without a corporate card should provide a personal credit card for late arrival guarantee. Early Check out Fees Some hotel properties may ask guests to verify their departure date at check-in. Guests who choose to depart before the verified date may be assessed an early departure fee, which will be billable to the department and reimbursed to the employee on the expense report. Cancellations Guaranteed hotel reservations may be canceled without penalty as long as the hotel is notified by the specific cancellation deadline noted on the travel itinerary. Contact the Travel Department before the cancellation deadline. Request a cancellation number and name of the individual who accepted the cancellation. No-Show Charges It is the traveler's responsibility to notify either the Travel Department or the hotel of the cancellation before the hotel's deadline. No-show charges are not reimbursable when the traveler has failed to properly cancel a hotel reservation and the hotel does not waive the no-show charge. If properly canceled and charged, immediately dispute the debited amount with the corporate card company using the 24-hour customer service phone number. Provide a copy of the statement and details of the no-show circumstances to the Travel Department. Include the name of the individual who accepted the cancellation and/or the cancellation number. Telecommunication Business calls from hotels should be used with cellular or IP extension. If Itron has not issued you a cellular/mobile phone and you must travel and use your personal device, reasonable roaming charges can be expensed and are reimbursable. Laundry Reasonable laundry expenses will be reimbursed when traveling out of town for more than five consecutive working days. Itron Worldwide Travel Policy Page 11

12 Exercise Facilities Exercise facilities are generally free or negotiated into the price of the room. For instances where this is not the case, Itron employees are allowed to expense the hotel exercise facility charges. These expenses must be itemized on the hotel bill. Lodging for Extended Stays Extended stay hotels can be booked through the Travel Department for stays of 30 days or more. If corporate housing is required, contact Human Resources for direction. Reporting and Expensing Lodging The detailed hotel receipt is required documentation for lodging expenses. Include the agency issued itinerary and final hotel folio receipt with the expense report. For tax purposes, break out daily lodging (100% deductible) and meal costs (50% deductible) as required on the expense report. Car Hire/Rental and Other Ground Transportation: All Regions Business travelers must use only authorized car rental companies, In cases where our preferred rental car company is sold out the agent or online booking tool will provide alternate booking. For a list of preferred car rental providers go to the Itron Global Travel Portal the minimum renter age is 21. Renters under age 25 may be assessed an additional fee, which is reimbursable by Itron. Authorized Car Rental Size/Equipment Itron's standard car rental size is mid-size, unless complimentary upgrades are available. Consult with the Itron Travel Department when special rentals (such as four-wheel drive or large vans) are required, as they may not be covered by some insurance plans. Larger vehicles may be considered for transport of equipment or multiple passengers (such as four or more). Additional cost for GPS units in rental cars is not authorized except in cases where advance map/route preparation is not possible (using a service like Google Maps or Map Quest). Driver Liability Drunken driving, excessive speed or driving without consideration for local traffic regulations negligence and are the personal liability of the employee and may result in disciplinary action up to and including termination. Employee Identification Carry your company identification (such as an employee badge or business card) to present in case a car rental agent requests proof of employment. Vehicle Inspection When picking up and dropping off rental cars, conduct a vehicle inspection before leaving the parking lot. Any damage found should be noted on the rental agreement before accepting or releasing the vehicle. Itron Worldwide Travel Policy Page 12

13 Refueling You are responsible for refueling the vehicle before returning to the rental location at the most economical cost. Personal Car Use/Mileage To constitute business use, the car must be used to transact Itron business which does not include an employee s work commute. The use of personal automobiles for travel is only authorized if the cost is the same or less than an authorized Itron rental car. There are additional factors to consider as well when contemplating the use of personal automobiles for business travel. Personal automobile insurance coverage is the employee s responsibility and is not reimbursable. Wear and tear on the automobile is the employee s responsibility. Repairs and maintenance costs are not reimbursable. Automobile licensing is the employee s responsibility and is not reimbursable. If an employee chooses to use their own personal vehicle for business travel, employees will be reimbursed at the current IRS or other approved taxing authority standard mileage rate for business use of a personal automobile. Parking and Tolls Parking is a reimbursable expense in connection with Itron business. Long-term economy parking is recommended for business travel over five (5) days to help minimize expenses. In lieu of an extended stay (two weeks or more), consider taking a cab or shuttle to and from the airport if it would reduce expenses in parking. Valet parking is not reimbursable. Tolls are reimbursable with original receipt. Taxis/Limousines/Shuttles Airport and hotel shuttles, taxis or public transportation may be more practical and economical than rental cars if business is confined to a large metropolitan area or when traveling internationally as differences in some country's driving conditions may present a higher risk for accidents. Rail Travel Railroad trips are to be booked in second class. Rail travel may be used when it is less expensive than air travel or mileage reimbursement and it is timelier than driving. Fines / Traffic Violations Fines for parking or traffic violations are not reimbursable. Taxi / Metro / Bus The cheaper mode of ground transportation to reach the destination should be taken, considering time and availability. In many larger metropolitan areas, taking taxis, metro/tube/subway lines or buses may be your most economical option. Itron Worldwide Travel Policy Page 13

14 Additional Liability Coverage Itron provides accident liability coverage and personal life insurance when traveling on company business as part of the employee benefits package. North America - Rental Car Insurance Rental car insurance is included in daily rate with Avis/Budget rentals in North America. Itron maintains liability insurance for employees within the United States and Canada. Coverage for physical damage to the vehicle is provided by Itron. Travelers should never purchase Collision Damage Waiver insurance (CDW, also known as LDW or PDW) or any liability coverage offered by the rental car agency when renting in the United States and Canada. In the event you are involved in an accident in an authorized Itron rental car report your accident to the rental car company. If your are involved in an injury accident contact Itron Risk Management Department EMEA, Latin America, Asia Pac Rental Car Insurance Itron maintains liability insurance coverage for international car rentals. However, it is required that travelers purchase the minimum liability insurance required by the respective country in which the rental occurs. Reporting and Expensing Car Rentals Include the original car rental receipt with the expense report. All gas receipts should be attached and expensed on the fuel line of the report. Meal and Entertainment Guidelines: All Regions Business Meals The average daily meal allowance is $75 per person. Individual employee meals are defined as employee meal expenses incurred by the individual when traveling on business at least one full day. These expenses are reported on the Business Meal line of your expense report. Water, snacks and vending machine items are reported as business meals. Group business meals are meals at which there is a business benefit gained or expected to be gained. Standard practice dictates the senior ranking employee present pay the bill for the entire group of Itron employees or by the most senior attendee from the hosting country. These expenses are reported on the Business Meal, Itron Employees line on your expense report. Reporting and Expensing Business Meals Business meal expense must be explained on the expense report. Please specify: Date of meal Full name(s), company and business relationship of individual(s) Location and description of activity Business purpose or reason for entertaining (be specific) Itron Worldwide Travel Policy Page 14

15 Amount (include original receipt) Alcoholic Beverages Responsible behavior is expected from all Itron employees when consuming alcoholic beverages at any company-sponsored event or business-related function. Entertainment Entertainment expenses include events and meals involving an Itron customer where a business discussion takes place before, during or after the function. Entertainment expenses are reimbursable if they are essential to the transaction of Itron business. Any and all business meals and entertainment must adhere to the guidelines established in Itron s Code of Conduct and Anti- Bribery policy, which can be found on my.itron. As a guide, the ratio of Itron employees to customers should not be more than two to one. The functional vice president or authorized management signature must approve entertainment expenditures. Reporting and Expensing Entertainment Entertainment expenses must be explained on the expense report. Please specify: Date of entertainment activity Full name(s), company and business relationship of individual(s) Location and description of activity Business purpose or reason for entertaining (be specific) Amount include original receipt Non-Cash Gifts to customers Any gifts (when the Itron employee purchases an item to be given to a customer in conjunction with a legitimate business travel purpose) must be consistent with the guidelines stated in Itron s Code of Conduct and Anti-Bribery policy, which can be found on my.itron. GIFTS OF CASH OR CASH EQUIVALENT ARE ABSOLUTELY PROHIBITED. Report gifts on the Travel Miscellaneous line of the expense report as follows: Date of gift Full name of recipient(s) Gift description Business purpose or reason for gift (be specific) Amount (include original receipt) Tipping Guidelines Tipping should be based on the quality of service received. Please check local customs for appropriate tipping when traveling internationally. General guidelines are as follows: Baggage Handling: Baggage handling tips for ground transfers are usually $1.00 per bag Housekeeping: Domestic custom is $1/person per day. Meal Gratuity: Meal tips are reimbursable; the standard guideline is 15-20%. Shuttle/Cab Drivers: Service with assistance, guideline is 10%. Itron Worldwide Travel Policy Page 15

16 Expense Reporting and Reimbursement: All Regions As an employee, it is your responsibility to ensure original receipts are validated against expense report totals if needed. Seek additional direction from your manager if necessary. Expense Report Processing: All Regions Using the Oracle ERP System Oracle iexpense is used for reimbursement of travel and entertainment expenses incurred on behalf of Itron. Incorrect purchasing methods negatively impact Itron processes and tax reporting requirements. In regions that have not yet been implemented with Oracle ERP system, follow local expense reporting processes currently in place for your region. Check with your regional controller for the process in your specific location. Items that should not be purchased and submitted for reimbursement through expense reporting: Service awards Awards Flowers or other gifts Monthly home office expenses, office equipment or furniture Asset requisitions Project material Services, temporary labor Software: must be purchased through the IT department Dues, subscriptions, licenses Advertising Office supplies: contact your admin (Staples Online) Logo wear: contact your Admin (online fulfillment site) Career fairs Tradeshow setup equipment Submission Time Frames Expense reports should be submitted to the authorizing manager for approval within 15 business days after a trip is completed. Expense reports that are improperly completed or missing necessary documentation may be returned to the employee. Expense reports submitted after 60 business days requires departmental VP approval before they will be approved. Receipt Requirements: APAC, EMEA and LAM Receipts for all expenses are required and should be attached to the expense report. Original receipts should be retained per local country guidelines. Receipt Requirements: North America Required receipts should be retained and attached to the expense report. Due to simplified regulations, several non-project-related expenses no longer require a paper receipt for reimbursement, including: Individual employee meals. Itron Worldwide Travel Policy Page 16

17 Group meals of $500 or less. GoGo inflight internet. Please note that for any expenses related to a customer project, a paper receipt is still required in all instances to satisfy customer reporting obligations. All other expenses should still be accompanied by a paper receipt (hotels, airfare, car rentals, etc.) Non-Reimbursable Items Items that are not reimbursable (any exceptions require departmental VP approval via and may be taxable to the employee) include: Airfare booked on websites other than Itron preferred agencies or online booking tools Airplane expenses, supplemental flight insurance, airline upgrades Parking tickets and traffic fines Personal items stolen from rental cars while on company business Auto supplies, repairs, oil change service and maintenance (except for Itron leased fleet vehicles) Personal auto towing and locksmith fees Personal credit card fees Competitor samples Personal entertainment Miscellaneous magazines, newspapers, novels, in-room movies, etc. Voluntary companion travel expenses are not reimbursable Doctor bills, prescriptions, and other medical services covered by insurance Membership fees to health clubs, hotel daily health club fees, sporting events, golfing, museums, amusement parks, concerts, art galleries, etc. (except in customer entertainment situations) Animal care, or personal housekeeping and security services Corporate Card Program: All regions Use of a corporate card for business travel is mandatory where available. Personal credit cards should not be used for business travel in locations with an active corporate card program. A global corporate card strategy is currently being developed by the Finance organization. Once your country is included in the corporate card program, you will be required to use a corporatelyissued credit card for all business travel expenditures. North America USA USA travelers are covered by the American Express Corporate Card program and are required to use it for all business travel expenditures. o An American Express Corporate Card is required for all USA-based employees who travel more than twice annually. For those travelling less than twice a year, central billing is available. Itron Worldwide Travel Policy Page 17

18 If you are a U.S. traveler and you do not currently have an American Express credit card, you can complete an application, sign the cardholder agreement, and send them to Terri Whaley in Corporate Accounting for processing. American Express Central bill is available for USA employees who are infrequent travelers who travel less than twice annually, new hires who do not have corporate cards yet and authorized non-employee business travelers. Wells Fargo purchasing card (PCard) use is not an authorized form of payment for travel services. Canada AirPlus central accounts are used for all airfare. The use of personal cards can be used to purchase hotel, rail, rental car, meals and entertainment. EMEA AirPlus central accounts are used for all airfare. The use of personal cards can be used to purchase hotel, rail, rental car, meals and entertainment. Asia Pacific AirPlus central accounts are used for all airfare. The use of personal cards can be used to purchase hotel, rail, rental car, meals and entertainment. Latin America Personal cards can be used for air, hotel, rail, car, meals and entertainment. Locations not currently being serviced under worldwide travel program should continue with current corporate processes in local country. Itron Worldwide Travel Policy Page 18

19 Cash Advance Provision: All Regions Cash advance provisions for regions not currently included in Corporate Card Program are handled at a local level. Please contact your local controller for processes and procedures. Per Diem: EMEA, ASIA-Pacific and Latin America A per diem is allowed where local law and regulatory requirements are agreeable. A per diem is not authorized in North America. Itron Worldwide Travel Policy Page 19