Terms

gistfile1.txt

**T&E Policy**

**Latest Revision: February, 2023**

***Purpose***

This policy is intended to:

- Provide a clear and consistent understanding of Demandbase’s travel expense reimbursement policy
- Describe the types of expenditures that are reimbursable
- Explain requirements that promote the reasonableness of cost incurred by employees for travel expenses
- Ensure compliance with applicable federal regulations
- Inform employees of their responsibilities

**Please use common sense when incurring expenses on behalf of the company and spend as if it is your own money!**

***Scope and Responsibility***

The Travel and Business Expense Policy (“Policy”) applies to all Demandbase employees and consultants required to travel on behalf of the Company to conduct the Company’s business, as well as those who are in a position to approve such expenses. The Company expects each employee traveling on business to help control business costs related to such travel.

All employees have an ongoing obligation to familiarize themselves with the Policy.

This guide is intended to aid employees by setting guidelines and reporting requirements, to keep costs within reasonable limits, and to maintain a consistent policy and procedure for both parties with respect to reimbursement of expenses. Each employee is responsible and will be held accountable for cost-effective business travel, while the department managers bear ultimate responsibility for all expenses within their organization.

Business expenses will be reimbursed only if they are reasonable, necessary and in accordance with this policy.  Individuals who incur valid business travel expenses should neither gain nor lose personal funds as a result of their travel.

**In general, the Company does not reimburse for expenses related to internal, employee-only activities that are not company sponsored events. For example, if a group of employees goes out after work for meals and drinks, that expense would not be reimbursed unless it was a company sponsored event. Company sponsored events must be approved in advance by a member of the E-team or the head of a business department.**

**Note: The company will reimburse employees for business travel related expenses (internal or client related). See travel section below.**

Under the Demandbase Code of Conduct, falsifying or forging expense claims or reports is considered inappropriate conduct and will result in disciplinary action, which may include termination of employment.

***Submitting Expenses***

Except for cell phone expenses discussed below, reimbursement claims must be submitted via [Expensify.com](http://expensify.com/).

PLEASE NOTE:The manager approving the expense report **must**:

- Verify all necessary expense information, including attached receipts documenting the charges
- Determine that the charges do not exceed the allowable limits
- Ensure the claim conforms to the Policy

Deviations from policy regarding a particular expense reimbursement request will be referred to the CFO.

***Timing and frequency:***

Accurate and complete expense reports must be submitted and approved by the appropriate approver in order to be reimbursable.   The Company reimburses employees via direct deposit through your paycheck, on or around the 15th and the last day of each month for US employees, 5th and 20th of each month for India employees, and the last day of each month for UK employees. You will see it on your paystub as a negative amount under "Deductions" as the "EXP - EE Business Expense" code for US employees, and under “Payments” as “Expense Reimbursement” for UK employees. The negative amount will create a deposit and add to your net pay. This code is a non-taxable code, so it will NOT be reported as income on your W-2 (US), tax computation (India) or P60 (UK). Due to manager and Finance review cycles, it is recommended that you prepare and submit your claims at least 10 business days before these dates.

Expense reports should be submitted as soon as possible and in any event no later than 10 business days after the end of the calendar month in which the expenses are incurred.  This will ensure accuracy and the timely closing of the Company’s financials.

**Expenses older than 30 days past the end of a calendar month in which the expense was incurred will not be reimbursed**.  The Company reserves the right to delay payment of expenses that are submitted late commensurate with the delay in reporting.

***Travel Policy***

***I. Booking Travel***

1. ***Travel Authorization and Tools***

**Travel should be authorized by managers with the approval of department heads and/or the executive team.**

- The Demandbase Travel Policy requires all US and UK employees to book travel using [Navan](https://navan.com/) (Formerly known as **TripActions**)
- **Navan** is available through OKTA and mobile app
- We have a Navan FAQ document to answer common questions from our team
- Demandbase employees must adhere to the [Demandbase Travel Policy and Procedures](https://sites.google.com/demandbase.com/company-policies/travel-policy-and-procedures). If Demandbase employees are found to be in non-compliance with the policy, access will be revoked immediately and disciplinary actions will be invoked and may include termination.
- Please see the [Demandbase Travel Policy and Procedures](https://sites.google.com/demandbase.com/company-policies/travel-policy-and-procedures) for a list of countries to which travel will not be approved.
    - 

***B. Receipts***

- An electronic copy of the original receipt should be submitted for all requested reimbursements over $75.
- If original receipt is not available, each employee is responsible for contacting the vendor/merchant to obtain copies or original receipt.
- Credit card statements are not acceptable for receipts unless approved by the Corporate Controller, CFO or VP HR.
- Original receipts should include date expense was incurred and purpose of expense (e.g. What business trip was for) and must be easily reconcilable. Delays in reimbursement may result if receipts do not clearly match reimbursement request.
- Meal and entertainment receipts must include date, purpose and names of all attendees. As discussed above, customers, prospects and/or partners must be present at the event in order to be reimbursable, or the event must be company-sponsored.
- Any expenses submitted without proper documentation and/or approval will not be reimbursed. To obtain reimbursement the employee will be responsible for obtaining proper documentation and resubmitting the expense report to their manager for approval.

***C. Foreign Currency Expenses***

- Expenses for foreign currencies are to be translated into the employee’s home currency at the actual rate received when converting currency concurrent with the expenses.
- Any currency exchange receipts must be attached to the reimbursement request
- U.S. dollar equivalents should be included on receipts for purchases in foreign currencies.
- In the event the credit card statement separates the original charge from the currency exchange charge, care should be taken by the employee to clearly match these charges for reimbursement.

***II. GENERAL TRAVEL GUIDELINES***

***A. Air Travel***

- All bookings for US and UK employees should be made through Navan (TripActions) with no exceptions.
- Navan (TripActions) will guide your air travel purchasing experience. Our policies are built into the tool. Navan will clearly show you what is in-policy and what is out of policy. Out of policy bookings will be communicated to managers and may be rejected.
- Travel arrangements should be made at least **14 days in advance** whenever possible. The employee should make their best effort to book far enough in advance to take advantage of discounted fares. Last minute flight bookings, due to employee tardiness is unacceptable and may result in non-reimbursement.
- Seat upgrades to “economy plus” (or equivalent) are reimbursable for flights longer than 6 hours.
- No reimbursements will be paid for business class or first class seating upgrades.
- Employees can upload their Frequent Flyer mile programs into Navan to collect miles
- If our customer is reimbursing us for travel, air travel may be made consistent with that customer’s corporate travel policy, such as upgrading on international flights. Employees must provide documentation of customer’s written approval of travel expenses for any expenses submitted which don’t comply with the Demandbase travel and expense policy.
- **Unused tickets** – Canceled airline tickets that are not refundable will result in airline credits. **Navan (TripActions)** will track airline credits under your profile (Click on your Name→ Profile→ Airline Credits). Employees should use any available credits as soon as they have an upcoming trip. Keep in mind that airline credits have an expiration date.
- **Airline Clubs** – Membership in airline clubs (i.e. Red Carpet Club, Admiral Club, etc.) are not reimbursable.

***B. Hotel / Lodging Accommodations***

- All bookings for US and UK employees should be made through Navan (TripActions) with no exceptions
- Navan will guide your hotel booking purchasing experience. Our policies are built into the tool, please book options that are in-policy. Out of policy bookings need a reasonable justification or may be rejected or not reimbursed
- Out of policy bookings may be subject to auditing

***C. Ground Transportation / Other***

- Ground Transportation is generally limited to taxis, car rentals, train and shuttle services. All car rentals must be booked using the lowest possible rental fare.
- **Rideshare Apps:** Rideshare apps such as Uber and Lyft are typically better options for ground transportation. Please leverage these apps as much as possible since they provide added convenience, safety, and digital receipts for expense purposes.
- ***Car rentals*** are generally the most expensive mode of transportation and should only be used when the nature of the trip or the location of the site being visited is such that use of the local transportation (i.e. rideshare, taxi, shuttle, etc.) is not practical or more expensive. In cases where multiple employees are traveling together or to the same location, travelers should share rental cars. The most senior employee in the group traveling together should rent the car.
- Please use **Navan (TripActions)** for any car rentals.
- Due to the excessive cost of gasoline, please refill the tank before returning your car rental.
- Car rental delivery is not reimbursable.
- Please see ***Section VI*** for additional information regarding automobile usage.
- ***Car Rental Insurance***: As discussed in ***Section VI*** supplemental car rental insurance is covered by a corporate insurance policy which means that US employees do not need to purchase any additional insurance when hiring rental cars or using cars not owned by themselves for business purposes.
- Your personal car insurance may provide coverage on car rentals, check your policy for details, or refer any questions you have to Human Resources.
- If an employee is involved in an accident, an accident report must be filed with the rental company, with a copy of the report sent to the Finance department. When traveling internationally, contact the local office (or affiliate) for assistance.
- Please see Section V for additional information regarding automobile usage.
- ***Personal Automobiles*** may be used, and employees will be reimbursed up to the maximum amount allowed by IRS regulations. Mileage is to be calculated via the shortest route between work location, the destination and return. Personal autos are not to be used for long distance travel, when air travel is more cost effective. Please see ***Section VI*** for additional information regarding automobile usage.
- **Airport Transportation:** Travelers must arrange for transportation to and from the airport. Round Trip mileage for use of personal auto, rideshare apps, super shuttles and taxis are reimbursable. All ground transportation costs should be paid by the employee and submitted for reimbursement.
- **Parking Fees:** Parking fees at most terminals can be very expensive. Employees should evaluate their options to ensure they use the lowest cost option, including long term parking, offsite parking or consider using airport shuttle or taxi for trips longer than 2 days.
- **Highway Tolls:** Highway tolls are reimbursable provided that proper support is provided (i.e. receipts or on-line statements).
- **Train Transportation:** Any train transportation should be booked through **Navan (TripActions).** The platform will show you in-policy options for booking
- **Spouse Travel:** Company reimbursement of spousal or companion travel is prohibited (except in rare instances and must be pre-approved in writing by the CFO or CPO).
- **Relocation Travel:** Policies related to travel on relocation assignment should be discussed and agreed upon in writing with the Vice President of Human Resources.
- **Lost luggage** claims should be made directly with the carrier.

***D. Other Reimbursable Travel Expenses***

- Fees for ONE checked bag are reimbursable on business trips 4 nights or more with a valid receipt. Carry-ons should be used for trips that are 3 nights or less.
- Business related faxes, photo copies and internet access for business purposes.
- Visa processing fees.
- Tips/baggage service – tips should be in accordance with local practice in that country. U.S. guidelines for tips are: meals/taxis: approximately 20% of total bill, baggage/hotel staff: $1 - $2 per bag up to $5/service. Excessive tips will not be reimbursed.

***E. Non-reimbursable Expenses***

**The following expenses are examples of personal expenses not eligible for reimbursement:**

- Meals, lodging and travel for spouses, domestic partners, family, friends and/or significant others;
- In flight alcoholic beverages and in-flight movies
- Upgrades for travel including airline seats for trips less than 6 hours in length
- Parking violations and/or traffic violations
- Flight or travel insurance
- Laundry services unless you are out of town for more than one consecutive week
- Commuter expense for travel to and from work including mileage, parking, and public transportation
- Personal credit card fees, finance charges, late fees or interest expense
- Bank and automatic teller machine (ATM) Fees
- In room movies, alcohol, games, video rentals, theater and other personal entertainment
- Expenses related to employee only events that are not Company sponsored
- Limousines and luxury car rentals, including premium Uber, Lyft, or other cab or car service.
- Office refreshments provided for business meetings.
- Any expenses that would reasonably be considered to be personal versus Company expenses.
- **Any exceptions and non-standard expenses must be approved by the Corporate Controller, CFO or VP HR and documented to demonstrate a legitimate business purpose for the approval.**

**III. TRAVEL MEALS & ENTERTAINMENT**

The Company will reimburse reasonable and customary meals and/or entertainment costs related to domestic and international travel. The most senior Demandbase employee at the meal / event should pay meal / event expenses involving multiple Company employees and should make every reasonable effort to keep costs within guidelines.

The Company does not pay a per diem plan for travel & entertainment expenses.

Since presumption is made by the IRS that meals and entertainment expenses are not related to the business, it is necessary to demonstrate that such expenses are associated with the active conduct of doing business.

Entertainment must have either directly preceded or followed a substantial and bona fide business discussion.

**Personal Meal** The Personal Meal policy applies to Demandbase employees expensing meals while traveling on business for Demandbase only, but not entertaining clients (employees only).

- Personal meals should be expensed only for the duration of business related travel
- Employees taking additional days for personal travel (before or after business) should not expense any meals to the company.
- Employees should only expense meals when these are not provided in the internal or external meetings.
- Employees should not spend more than $40 on any given meal with a limit of $80 per day.

**Business Meal** The Business Meal policy applies to Demandbase employees expensing meals while traveling on business for Demandbase, and entertaining clients or prospects.

- Up to $75 for dinner per person, maximum $125 per day per person unless approved in advance by department eStaff members, CFO, or CEO.
- When seeking reimbursement for meals with a client or a prospect via Expensify, please provide the names and companies of attendees and the business reason.

Costs of meals and entertainment incurred locally (i.e. not as part of an out‐of‐town business trip) attended only by Company employees (including with spouses or companions) are considered personal in nature, **and no portion of the expense is reimbursable**, including the employee’s portion.

- **Business Entertainment at Home or in Large Groups** Cost for business entertainment at home and meal costs for parties or groups of more than five people must have a distinct business purpose and prior written approval from executive management. The Company is not responsible for any damage to your home or personal injury to guests as a result of home entertainment.
- **General Business Entertainment:** The Company will reimburse employees for the reasonable and customary cost of reasonable entertainment with Company customers, prospects and/or partners where there is a clear business purpose. The business purpose must occur immediately prior to, during or after the entertainment and be clearly documented.
- **Team &** **Group Off‐sites**: All team and organizational off‐site events must have prior written approval from a member of the executive management team in order to be reimbursed with prior written approval from the executive management.
- **Tickets and Events:** Movie, theater, concerts and sporting event tickets may only be expensed when preapproved by the executive management. The cost of entertainment attended only by Company employees and their spouses or companions is considered personal in nature, and no portion of the expense is reimbursable, including the employee’s portion. Please note that tickets given to third parties or to employees within the company may be considered gifts. (See Gifts to/from other Employees and External Business Gifts).

**IV. CELL PHONES AND HOME OFFICE EXPENSES**

The company provides a $50 monthly stipend for all full time employees to help cover cell phone and home office expenses. This stipend shows as an item line on your pay statement.

**V. OTHER EXPENSES**

- **Parking**: Cost of parking for Company business is reimbursable, not including the cost of parking for an employee’s normal commute.
- **International** **Telephone Calls:** While traveling to Non-US countries, please consult your carrier prior to going on your trip for the cheapest international rate plan while away to minimize total call cost. Actual incurred costs that seem unreasonable may be subject to non-reimbursement
- **Charitable and Political Gifts and Contributions**: Individual employees are not allowed to make charitable, community or political contributions on behalf of the Company and therefore will not be reimbursed for these expenses.
- **Subscriptions and/or Periodicals:** Daily publications including local newspapers and other general business interest magazines will not be reimbursed except with demonstrated business need and executive management approval.
- **Seminar and Professional Organization Fees**: The Company will not reimburse employees for the cost of business‐related seminars and professional organization fees except with executive management approval.
- **On-Line Subscription Services:** To the extent that an employee can demonstrate a specific business need for accessing on‐line services, the employee must get managerial approval and open a workflow in Ironclad to request a specific subs
- **Computer Hardware and Software:** Computer Hardware and Software purchases must be channeled through the IT department.
- **Customer/partner gifts** The following documentation is required on an employee’s Expense Report to obtain reimbursement for allowable gift expenditures:
- COPY OF EXECUTIVE MANAGEMENT WRITTEN APPROVAL
- Name of the customer, prospect and/or partner to whom the gift was given including the
- Company for whom they work
- Date gift was given
- Amount of each expenditure, supported by an original receipt
- Purpose of the expenditure and a description of the business benefit derived.
- **Gifts Received by Employees from Third Parties** ‐ ***Other than common courtesies usually associated with accepted business practices such as meals for business purposes, employees should not accept any gifts, payments, fees, services, special favors, vacations, pleasure trips, use of recreational facilities or vacation homes, loans (other than conventional loans from lending institutions), or other favors from any person or business organization that does or seeks to do business with, or is a competitor of, the Company.***

Specifically, with respect to tangible gifts, no more than one gift per year having a fair market value of not more than $75 may be accepted from any such person or organization, and **in no event may any gift in the form of cash or marketable securities be accepted**. If an employee receives a gift exceeding $75 during the year you must inform the Corporate Controller, VP HR or the CFO.

**VI. USE OF PERSONAL AND RENTAL VEHICLES ON COMPANY BUSINESS**

***Using your personal vehicle on company business***

- Must be authorized by company *(Supervisor or HR)*
- Must provide company (*Supervisor or HR*) with evidence that you carry Liability coverage through a reputable insurance company *(Minimum limits: $300,000 CSL Bodily Injury/Property Damage)*
- When using your personal vehicle, you are responsible for your own liability and/or damage to the vehicle

***Renting a vehicle (In the United States, its territories or possessions)***

- Decline all insurance (Liability and Physical Damage Waiver) sold at rental counter
- Rent mid-size and/or under $50,000 in value
- Use well-known, reputable car rental agencies
- Sign rental agreement with the name of company in parentheses after your own, use company credit card and/or utilize corporate rental car agreements *when available*
- Carry the current corporate insurance ID card for proof of liability

***Renting a vehicle (Outside US, its territories or possessions)***

- Accept the Liability insurance to comply with local laws and Accept the Physical Damage Waiver
- Obtain International Driving Permit as required
- Use well-known, reputable car rental agencies
- Sign rental agreement with the name of company in parentheses after your own, use company credit card and/or utilize corporate rental car agreements *when available.*

***Employees’ personal belongings***

- The company is not responsible for loss or damage to your personal belongings while in any vehicle or while you are traveling

***Your responsibilities as an employee driver***

- Maintain a current and valid drivers' license and good driving record
- Maintain auto liability insurance *(Minimum limits: $300,000 CSL Bodily Injury/Property Damage)*
- Properly register, obtain title and maintain your vehicle according to applicable regulations and laws.
- Know and follow traffic laws; such as, speed limits, use of seat belts, hand free use of PDAs
- Know and comply with company policies
- Pay for damage to your vehicle and/or your personal belongings
- Pay fines and other expenses associated with traffic and parking tickets

***Cell phone use while driving***

- Cellular phone calls, incoming or outgoing, are **not** allowed while driving.

The cellular phone’s voicemail feature should be on to store incoming calls while driving.

All calls and message retrievals should be made after the vehicle is safely parked.

Accidents incurred while the employee driver is using a cellular phone may be considered to be preventable, and the employee driver subject to disciplinary action.

Hands-free cellular phones are subject to the same policy as the hand-held cellular phones.

***In the event of a claim or accident***

- Promptly Notify the proper authorities or police
- Note, time, date and location of the accident
- Obtain name, address, phone number and insurance information of the other policy
- Note type, make and license plate of the other vehicle and the damage to the vehicle
- Do not admit fault
- Promptly Notify your personal insurance carrier/agent and your company supervisor or HR Department