Subject: Revised Staff Travel and Expense Reimbursement Policy — Effective August 1 Dear All Staff, Human Resources is writing to inform you of revisions to the Staff Travel and Expense Reimbursement Policy. These changes take effect August 1 and apply to all travel and expenses incurred on or after that date. All prior claims submitted before August 1 will be processed under the previous policy.

Air travel must be booked through the company's approved travel agency, Northstar Travel, at least 10 business days in advance. Economy class is required for all flights under 6 hours. Business class is permitted for flights of 6 hours or longer, but only with prior written approval from a Vice President. Staff who book outside Northstar Travel or who book business class without approval will not be reimbursed for the premium above the economy fare.

Hotel accommodation is reimbursable up to $220 per night in major urban centres (defined as cities with a population over 500,000). In smaller cities and towns, the cap is $160 per night. Receipts are required for all accommodation claims. Staff are expected to select standard rooms; upgrades or suites requested by the traveller are not reimbursable under any circumstances, even if the upgraded rate is within the nightly cap.

Meals are reimbursable at a flat per diem of $75 per full day of travel. No receipts are required for per diem meal claims. Alcohol is not reimbursable under any circumstances, even when consumed during a business dinner. If a meal is provided by the host organization at no cost to the traveller, the per diem for that meal period (breakfast, lunch, or dinner) must be deducted from the daily allowance at the rate of $15 for breakfast, $20 for lunch, and $40 for dinner.

Ground transportation — including taxis, rideshare services, and rental vehicles — is reimbursable when public transit is unavailable, impractical, or when carrying significant equipment. Rental vehicles must be booked through Northstar Travel and must be compact or mid-size class; full-size or luxury vehicle upgrades are not reimbursable. Parking costs at hotels are reimbursable only when the hotel does not offer a public transit alternative.

All expense claims must be submitted within 30 days of travel completion using the online Claims Portal. Late submissions will not be processed without written approval from a Director. Supporting receipts must be uploaded as PDF or JPEG files. Claims submitted with missing or illegible receipts will be returned without payment until corrected documentation is provided. For questions, contact expenses@company.ca. Human Resources Department