Gen Travel and Expense Policy

Gen Travel and Expense Policy

This Gen Travel and Expense Policy (“Policy”) applies to all travel-related and other expense payment or reimbursement (“Expenses”) by Gen Digital Inc. and its affiliates (“Gen”) to suppliers, providers, and other third parties (“Provider”). Gen does not pre-pay Expenses.

a) Unless specifically authorized in a mutually executed order form or statement of work (“Order”), no Expenses will be paid or reimbursed by Gen.
b) Gen will only cover Expenses if and as set forth in an Order, and only up to the amount specified in the Order.
c) Typically, Gen will only cover travel Expenses if the Provider’s personnel are traveling.
d) Unless otherwise authorized in writing by Gen, a Provider shall not submit for payment or reimbursement any amount which exceeds the limits specified under this Policy or the applicable Order.
e) EXPENSES WHICH EXCEED THIS POLICY OR ANY ORDER WILL NOT BE REIMBURSED UNLESS GEN HAS APPROVED SUCH EXCEPTIONS IN WRITING.

1) TRAVEL EXPENSES. Gen does not book travel on behalf of non-employees. A Provider will only be reimbursed for actual, ordinary, necessary, and reasonable travel Expenses incurred while furthering Gen's business interests as mutually agreed between Provider and Gen in advance in a written agreement between the parties. In order for reimbursement to be applicable, travel must be mutually discussed, arranged and agreed to in writing by Provider and Gen. “Reasonable” is defined as that which enables the Provider’s personnel to travel comfortably but not extravagantly. The reasonableness of any Expense shall be determined by Gen in its sole discretion. No “per diems” shall be authorized. Providers are reimbursed for actual costs and are not provided with a set "daily allowance." Evidence of expenditure is required to be retained by Provider for any expenditure over U.S. $25 and shall be provided to Gen upon request. 

2) AIR TRAVEL. Provider’s personnel are to fly in economy or coach class and are required to select the lowest logical airfare (“LLA”) which allows the Provider personnel to achieve Gen’s business objectives. Lowest Logical Airfare is defined as the lowest available fare on flights which depart or arrive within a six-hour window (three hours on either side) of the traveler's required departure or arrival time. An explanation must be provided by the Provider to Gen upon submission of reimbursement if the actual fare used exceeds the LLA. If the fare difference is $250 or more, Provider must get written approval from the Gen sponsoring department prior to ticketing, or the difference will not be reimbursed.

• First class and business class travel are not approved by Gen and Gen shall not reimburse Provider for such Expenses.
• Travel decisions cannot be based on airline, hotel, or other reward program benefits. Gen will not reimburse any additional costs related to the accrual or administration of any reward program benefits.
• Reservations should be made as far in advance as possible to capture savings from advance purchase fares. Non-refundable tickets should be utilized when it is sensible to do so. Non-refundable tickets and/or applicable change fees will not be reimbursed if a trip is changed or canceled, and the ticket cannot be re-used for Gen-related business. Lost ticket application fees will not be reimbursed. Charges for travel insurance shall not be reimbursed.

3) GROUND TRANSPORTATION. Provider’s personnel should utilize the most cost-effective mode of transportation for their destination. Ground transportation will be reimbursed for shuttle, bus, taxi or car rental subject to this Policy. Commercial shuttle services or hotel transportation to and from the airport should be used whenever possible. Taxi services should be used only if such other transportation is not available, not reasonable or in emergency situations. If a rental car is necessary and the Provider’s personnel have obtained Gen’s approval, such personnel may rent a compact car or equivalent lowest cost option. A mid-size car may be rented if there will be three (3) or more individuals involved. Provider's company or individual’s personal car insurance applies. It is Provider and Provider personnel’s responsibility to obtain and maintain appropriate levels of auto insurance. Gen will not reimburse for any auto insurance costs. Parking, cab, gas and toll Expenses will be reimbursed to the extent that they are necessary and reasonable. Rental cars should be re-fueled prior to return. Fines for parking, traffic violations or towing charges will not be reimbursed. Where Gen is reimbursing for a rental car and fuel costs, Gen will not reimburse for driven mileage.

4) MEALS & LODGING. Reimbursement for overnight lodging will be provided only if the overnight lodging is a Gen business-related requirement and specifically approved by Gen in advance in writing. Subject to the limits specified herein, Gen will reimburse reasonable meal and lodging Expenses actually incurred. However, lodging Expenses shall not be reimbursed at a rate greater than the prevailing commercial rates in effect within a reasonable distance from the destination location. Further, out-of-pocket costs of meals, including tax and tip, shall not exceed a maximum of U.S. sixty dollars ($60) per day. Alcohol and other Expenses of a personal nature (e.g. shop purchases, sundry items, toiletries, hotel movies etc.) shall not be reimbursed and all amounts and taxes for such purchases shall be deducted by Provider from any reimbursement requests or invoices presented to Gen. If a hotel is utilized that offers free breakfast, additional breakfast Expenses will not be reimbursed. Non-refundable lodging commitments and/or applicable change fees will not be reimbursed if a trip is changed or canceled. No-show charges incurred by failing to cancel unused hotel reservations will not be reimbursed.

5) PHONE EXPENSES. Typically, phone Expenses are not to be reimbursed by Gen and should be at Provider or Provider personnel’s cost. In cases where there are valid business reasons for Gen to reimburse for such costs, Provider must get written approval from the Gen sponsoring department prior to incurring the phone Expenses and only Gen-related phone Expenses will be reimbursed. In cases where Gen is agreeing in advance to reimburse for such phone costs, the lowest reasonable cost options should be utilized including use of the Provider's company, personal phone or phone card to avoid hotel and pay phone rate mark-ups.

6) OTHER EXPENSES. All other Expenses should be discussed with and authorized by the Gen individual or department responsible for reimbursing the Expenses in writing prior to incurring such Expenses. Otherwise, these Expenses will not be reimbursed.

7) LOCAL TRAVEL. In order to provide cost-effective services to Gen, Provider shall use reasonable efforts to supply qualified local personnel for performance of services for Gen to the extent reasonably possible. Gen shall have no responsibility to reimburse any travel Expenses performed by local personnel supplied by Provider. For the purposes of this policy, the term “local” shall mean residence or Provider designated office of the applicable personnel within a fifty (50) mile radius of the location where the applicable services are performed. 

8) INTERNATIONAL TRAVEL. For international travel, currency exchange rates shall be indicated in all invoices or statements. Fees for currency conversion shall not be reimbursed. All Expense limits in this Policy are in U.S. dollars. For international travel, the Expense limit should be adjusted by the applicable exchange rate. Where appropriate, such as lower cost countries, any Expenses submitted to Gen for reimbursement should not exceed commercially reasonable rates for the international location.

9) REIMBURSEMENT. Provider’s personnel are to use their own personal or company credit card for travel Expenses. Provider must submit an invoice to Gen for reimbursement in accordance with the Order or purchase order terms and conditions. Submissions to Gen for reimbursement must reference a valid purchase order to be reimbursed. Expense requests and invoices which do not reference a purchase order will be rejected or returned to the Provider. All Expense claims shall be submitted on a monthly basis in accordance with the Order, but in any case, within three (3) months of incurring the Expense. Spousal and companion travel costs will not be reimbursed.

10) TRAVEL TIME. Travel time shall not be charged to Gen and shall be non-billable.

11) GENERAL MINIMIZATION OF COSTS. Gen would like to have very communicative relationships with its Providers and is always open to discussing lower cost options. If certain travel circumstances may be more beneficial to Provider and Gen, yet would be exceptions to the policy described herein, Gen is open to considering such exceptions.