EXPENSE REPORT GUIDELINES & PROCEDURES

1 EXPENSE REPORT GUIDELINES & PROCEDURES All reimbursable expenses are reported on the website No alternative or supplemental methods for reimbursement will be accepted. Company paid expenses , such as air fare, hotel, car rentals and company credit card purchases should be included on the REPORT to provide a more accurate and comprehensive REPORT . Reimbursement Deadlines Payment. EXPENSE reports must have all receipts attached in order to get reimbursement and are to be submitted to the employee s manager. Once the manager approves the employee s EXPENSE REPORT , it will be sent to Accounting for review and approval.

2 It will then be processed through payroll. The deadline to get on the next payroll is the REPORT has to be approved by the end of the day on the Wednesday prior to the week of payroll, REPORT would have to be submitted and approved by the manager before the end of the day on August 16, 2017 in order to be paid on the August 25, 2017 payroll. Reporting. EXPENSE reports can be submitted as often as you desire, however you must submit your expenses within 30 days from the date the occur. So you can submit once a week or once a month, this is up to you.

3 Month End Reporting. All reports must be submitted by the 5th of the following month. REPORT Requirements Receipts are required as proof of expenditure for all reimbursable expenses and should be attached to the EXPENSE REPORT . A REPORT Name must be provided on EXPENSE REPORT header. A Reason for the expenditure, such as customer visit, training, etc. must be provided on the EXPENSE REPORT header. A Date Range must be provided on EXPENSE REPORT header. Air Fare expenses include air fare and baggage fees incurred (1 bag maximum).

4 These would go under the Travel EXPENSE type. Employee related meal expenses are recorded under the EXPENSE type Meals Breakfast/Lunch/Dinner. When dining in groups, employees should pay for their own meals; whenever possible. External and internal entertainment expenses , including meal costs for other Leitz employees and non-Leitz persons are grouped and recorded under the EXPENSE type ENT. Meals-B, L, or D. Provide the names of the guest and the purpose. Tips for meals are to be recorded on original receipt.

5 Record the number of miles associated with each visit under the EXPENSE type Mileage RSM/TSR or Mileage SSR/Othr. Record the distance using the SHOW MAP feature in ExpensAble. NOTE: Mileage rates are based on the ITS and national average fuel GUIDELINES and are adjusted quarterly. Miscellaneous expenses include: reimbursement of office and vehicle supplies ( wipers, fluids, car wash, etc.), car registration, membership dues and/or fees, and should be recorded using EXPENSE REPORT GUIDELINES & PROCEDURES an EXPENSE type provided in the dropdown menu.

6 NOTE: Explanations must be given for all miscellaneous costs incurred. Company-paid expenses , including shop purchases are to be recorded using the payment method VISA (CoPd). ======================================== ===================================== GUIDELINES / Ranges Hotel/Lodging - Standard rooms - The Leitz designated hotel chain is Choice Hotel - Reward program available with Choice Hotel chain - $ per night s stay (does not include tax and fees) Daily Meal - Breakfast at hotel when possible: $10 - $15 - Lunch: $15 - $25 (includes tip) - Dinner: $15 - $30 (includes tip) NOTE.

7 Per company policy, expenses related to an employee s gross negligence, such as, parking tickets, stolen items and locksmith charges for lost or stolen keys are not reimbursable. Revised October 15, 2015 TRAVEL GUIDELINES & PROCEDURES Leitz Tooling Systems has selected American Express as our online supplier of business travel services. This online travel tool allows for consolidation and organization of the travel program, thereby decreasing costs and maximizing return on travel spending. Following are GUIDELINES and PROCEDURES for coordinating travel.

8 ALL air, hotel and rental car reservations must be made using the American Express Business Travel Services online scheduling tool, Global Business Travel Connect (GBT Connect) [ ], unless there are extenuating circumstances. If assistance from an American Express Travel Specialist is required, please contact your Program Administrator for approval, as there are additional fees incurred for this service. Leitz standard EXPENSE reporting policy and GUIDELINES should be followed when submitting EXPENSE reports for travel.

9 Receipts for air, hotel, rental car and any other travel-related expenses are required to be included with EXPENSE reports. [Note: Remember to subtract company-paid expenses from your reimbursement amount on the EXPENSE REPORT according to policy/ GUIDELINES .] Employees may retain all benefits from frequent flyer or rewards club memberships. All dues for such clubs must be paid by employee. GBT Connect is to be used for business purposes only. Air Travel Reservations o All air travel must be pre-approved by management and booked by Diane Herzog.

10 O All travel should be coordinated as early as possible to take full advantage of reduced rates. Please bear in mind that discount fares do not allow changes, so you must be able to make a commitment to the travel dates and change them only under extraordinary circumstances. o All air travel must be coach class. o Price should be the primary consideration when making airline reservations. Deviations from the lowest fair must have manager approval. o A company credit card will be available via GBT Connect as the default method of payment for purchase of airline tickets.