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Policy: Staples Travel & Business Expense PolicyPreferred Rental Car CompanyAVIS is Staples’ preferred rental car company. Associates must use Avis for business travel unlessno cars available at the time of booking or Avis does not have a presence in the area.Avis Preferred MembershipAssociates are eligible to sign up for Avis Preferred Membership program. Application details arelocated on the Staples HUB under Staples Travel.Rental Car InsuranceRental car insurance is included with all Staples Avis rentals. The purchase of the optional CollisionDamage Waiver and Personal Accident Insurance is not required and will not be reimbursed ifpurchased by an Associate.Non-Avis Car RentalWhen using a company corporate card to rent a car from any other car rental agency other thanAvis, the car will come with Rental Collision Damage Insurance coverage if rented in the UnitedStates or all foreign countries except for rentals originating in Israel, Jamaica, the Republic ofIreland and Northern Ireland. The corporate card does not provide personal liability insurance.Note: Additional Insurance should only be purchased if the car is not rented from Avis orinsurance is not available through the corporate card. In these situations, thepurchase of additional insurance will be reimbursed.Rental Car CategoriesThe size of a car rented by an Associate is based on the number of people that will be riding in thecar and the estimated number of miles that will be ardNumber of People1 - 4 people2 - 4 people if driving more than 200 miles/320kmRental Car UpgradesUpgrading the category of car at an additional cost is not permitted, unless the additional cost ispaid by the Associate personally. A benefit to joining the Avis Preferred Membership program is theprogram often provides members special promotions such as free upgrades.If an Associate has a free upgrade, the Associate should reserve a midsize/intermediate car(locking in at the midsize/intermediate car rate) and then upgrade. When picking up a rental car,check for any promotional rates, last-minute specials or free upgrades.Note: Upgrading a car is not permitted and any cost associated with an upgrade will not bereimbursed.GPS DevicesThe cost of GPS device when renting a car will be not be reimbursed.Toll PassesToll costs incurred while driving a rental car will be reimbursed.Traffic ViolationsStaples will not reimburse an Associate for any traffic fines, parking tickets or other law violationsincurred while driving a rental, personal or company vehicle while on company business. If anAssociate is issued a citation of any kind, it is the obligation of the Associate to satisfy the citationdirectly with the respective governing body.6TE001 110118

Policy: Staples Travel & Business Expense PolicyRental Car General Travelers should refill the gas/petrol tank of a rental car whenever possible to avoidpremium gas charges charged by the rental car companies. To avoid costly one-way drop off charges, travelers should avoid dropping off rental cars ata location other than the original pick up location whenever possible.Other TransportationTrain/Rail TravelAssociates must choose the most economical transportation when traveling. Train travel should beused when it is more economical than other means of transportation. Train travel in general shouldbe booked in coach class.Ground Transportation To and From Airports and Other TerminalsAssociates must choose the most economical transportation when traveling to and from airportsand public transportation terminals. Use of private car (Black Car) services are discouraged due tothe high cost. For information on express buses, public transportation, airport shuttle services, andoff airport parking options please contact the travel agency.Rideshare ServicesWhen traveling to and from the airport, rideshare companies such as Lyft and Uber should be usedwhen more cost-effective than other forms of transportation such as renting a car, a taxi, anairport limousine or airport shuttle. Lyft and Uber should again be used when more cost-effectivethan renting a car or taxis to transport an Associate around during their stay.Note: As with any form of transportation, Associates should be alert and aware whenentering a vehicle, especially when traveling alone. These types of services should notbe used in high risk areas (for more on high risk areas please go to International SOSStaples ).Airport ParkingParking at the airport is permitted, but off airport parking must be used as a first choice whenfeasible. Most major airports have less costly, off-airport parking facilities located in the vicinity.Use of Personal CarCar UseAssociates may use a personal car for business travel if it is more cost-effective than other meansof travel or it is required as part of their job.Mileage ReimbursementWhen using a personal car for business travel, mileage will be reimbursed at the standard IRSrates (https://www.irs.gov/).Associates will only be reimbursed for miles driven which exceeds their normal daily round-tripcommute miles. As an example, if an Associate travels from their home to an alternative work7TE001 110118

Policy: Staples Travel & Business Expense Policydestination and back, such as to a distribution center, instead of to the office, only the milesexceeding the Associates normal daily round-trip commute miles will be reimbursed.Note: The IRS rates accounts for fuel costs so fuel costs incurred will not be reimbursedseparately.Driver’s LicenseIt is the Associate’s responsibility to ensure they have a valid driver’s license.Insurance RequirementsIt is the Associate’s responsibility to ensure they have the appropriate insurance that permits theuse of a personal car for company business. Associates driving a personal car for business mustcarry statutory limits for uninsured/underinsured drivers.If an Associate is involved in an accident while driving a personal car for business, the accidentclaim must be submitted to the Associate’s insurance company as the primary coverage andStaples’ insurance company as the secondary. Bodily injury to a Staples’ Associates while driving apersonal car on company business will be covered under Staples’ worker’s compensation policy.Note: Personal expenses such as accident claims, including deductible, mechanical failures, driverlicense fees and traffic violations are not reimbursable.Meal ExpensesMeal Spend LimitsStaples will reimburse Associates for the cost of breakfast, lunch and dinner for overnight businesstravel. The maximum amount that will be reimbursed per meal is 15 Breakfast, 15 Lunch, 45Dinner. Receipts are required for all meal expenses.SnacksSnacks such as bottled water, coffee, energy bars etc. are not reimbursable expenses, unless thesnack is submitted in lieu of a daily meal.Business Meals with Others (Including Associates)A business meal is only reimbursable, if it is “directly related to” or “associated with” the conduct ofcompany business. When two or more Staples Associates dine together, the most senior Associatein attendance must pay for the meal.Business Meal Documentation RequirementThe following information must be supplied for each business meal when there is a guest(s), includingan Associate(s). Date of meal Meal amount Guess name(s), title, company Business purpose Name of restaurant and cityAlcohol ConsumptionThe Staples Associate Handbook guideline for alcohol use States that on occasion, companyrepresentatives may have a need to entertain business contacts or vendors during or after workhours. These occasions may include lunches, dinners, and business conferences. On these occasions,8TE001 110118

Policy: Staples Travel & Business Expense Policyonly moderate and limited use of alcoholic beverages is acceptable. In addition, occasionally, alcoholis served at social events sponsored by the Staples. Only moderate and limited use of alcohol isacceptable. Associates are expected to remain responsible, professional and sober at all times.Same Day TravelIf an Associate is on the road for 10 hours or more, breakfast and/or dinner will be reimbursed basedon the Meal Spend Limits outlined earlier in this policy.Hotels Offering BreakfastWhen possible, choose a hotel that either offers a complimentary breakfast or a hotel that Stapleshas negotiated the cost of breakfast into the room rate in an effort to reduce meal expense.Meal TippingTips included on meal receipts will be reimbursed. Any tips considered excessive will not bereimbursed.Employee RecognitionTeam RecognitionTeam celebrations, outings and meals will be reimbursed within reason and requires manager’sapproval. Team or group meals must be expensed under the expense category EmployeeRecognition in Coupa, NOT as Breakfast, Lunch or Dinner.Note: The name and number of Associates in attendance and the purpose of thecelebration, outing or meal must be included.Individual Recognition Expenses incurred for recognizing, rewarding or acknowledging an Associate’s individualperformance will be reimbursed. Expenses incurred for team building events may be reimbursed up to 50 per person withmanager’s approval and submitted through Coupa under the expense category EmployeeRecognition. The number and names of recipients must be included. Expenses incurred for gift cards will be reimbursed up to 50 per person ( fees) with Directoror above approval. All gift card expense must be submitted through Coupa under the expensecategory Gift Card. The gift card recipient names must be included.Expenses and ReimbursementExpenseReimbursableFlowers or similar sent by the department for bereavement related to anAssociates' immediate family memberYesCandy or goodies given for recognition/motivationIndividual recognitions such as birthdays, holidays, wedding, birth of achild, etc.9TE001 110118YesNo

Policy: Staples Travel & Business Expense PolicyGifts & EntertainmentOffering and AcceptingThe offering and accepting of gifts, meals, entertainment and other items of value requires approvaland must follow the guidelines set in the Staples Gifts and Entertainment Policy .Telephone GuidelinesMaking Calls While TravelingIt is the Associate’s responsibility to utilize the most cost-effective way to make telephone calls whentraveling. Associates can utilize Skype for Business for conference calls.Note: Any expense incurred for using hotel or airline phones for business use will not bereimbursed.Corporate Charge CardEligibilityAssociates at a grade level of 38 or higher, who travel on behalf of Staples, are required to have aCorporate Card. A Corporate Card is a personal liability and are issued based on personal credit ratingand history. Associates at a grade level of 37 or below also may be eligible for corporate Card whentheir annual travel expenses exceed 500 (excluding mileage reimbursement and other cashexpenses).Obtaining a Corporate CardAn Associate must complete the Corporate Card Request Form and have the form signed by a VP orabove to apply for a Corporate Card.Corporate Card UseAssociates with a Corporate Card must use the card for all, and only, business expenses. The use ofthe Corporate Card must be in accordance with this policy. Failure to use the card in accordancewith this policy may result in the card being revoked and possible disciplinary actions.Bank of America Travel RewardsCard members may choose to enroll in the Bank of America Travel Rewards program for a nonreimbursable fee. By enrolling in Travel Rewards, Associates automatically earn one point for everydollar charged to the corporate card. To enroll in Travel Rewards call Bank of America customerservice 1-800-300-3084.Reporting Fraudulent Charges and Lost or Stolen Corporate CardFraudulent charges and lost or stolen corporate cards must be reported immediately by calling 1800-VISA-911 and emailing corporatecardadmin@staples.com. A new card will be sent out andusually arrives in 7-10 business days.10TE001 110118

Policy: Staples Travel & Business Expense PolicyManager ResponsibilityManagers are required to review an Associate’s submitted expense report and compare it to theattached Corporate Card statement to ensure a match. Managers must also ensure there are nopersonal purchases being made on the Associate’s Corporate Card, even if the personal charge arenot submitted on the expense report.PaymentIt is the Associate’s responsible to ensure all payments are made on time. The balance must be paidin FULL each month. Finance charge and late payment fees associated with late payments are theresponsibility of the Associate and are not reimbursable.Actions taken if an Associate is late making paymentsPast Due1 Cycle pastdue (30-60days)2 Cycles pastdue (60-90days)3 Cycles pastdue (90-120days)4 Cycles pastdue (120 days)Staples ActionThe Associate is sent the 30-60 daysPast Due Notice email.The Associate and their Manager aresent the 60-90 days Past Due Noticeemail. The Associate’s StaplesCorporate Card charging privilegesare suspended.The Associate, their Manager andManager’s VP are sent the 90-120days Past Due Notice email. Cardprivileges are revoked. If theAssociate still fails to pay off theStaples Corporate Card balance, theAssociate will face disciplinary action.The Associate, their Manager andManager’s VP are sent the 120 daysPast Due Notice email. Whether ornot the Associate is still employed byStaples, the Associate remainsresponsible for paying theoutstanding Staples Corporate Cardbalance.Manager’s ActionN/AThe Associate’s Manager speakswith the Associate and explainthe consequences of having adelinquent Staples CorporateCard account.The Associate’s Manager contactHR to determine disciplinaryaction up to and includingtermination of the Associate.If the Associate’s StaplesCorporate Card balance remainsunpaid, the Associate’sManager’s cost center is chargedthe amount of the Associatesoutstanding Staples CorporateCard balance.Meeting & Events CardPlease refer to the Staples Meeting & Events Card Policy for detailsExpense Reporting and Required DocumentationBusiness Expenses OnlyAssociates may seek reimbursement for legitimate business expenses. Reimbursement for personalexpenses is not permitted.11TE001 110118

Policy: Staples Travel & Business Expense PolicyReport SubmissionExpense reports must be submitted through Coupa on a timely basis. Submission of expense reportson a monthly basis is recommended, unless otherwise directed by management.ContractorsContracted employees, regardless of length of service, must process expenses through theiremployment agency or vendor. Staples will not reimburse a contracted employee directly forexpenses.ReceiptsAssociates must attach all required expense receipts and submit them with their expense reportthrough Coupa. A detailed receipt is required for all meal expenses regardless of the amount.Providing a receipt for all non-meal related expenses is considered best practice, but is only requiredfor expenses greater than 50.Actual receipts are required, however, a Corporate Card statement will serve as a valid receipt forcharges, with the exception of airline tickets, meal expenses, and hotel charges. Please ensure yourcredit card number on your Corporate Card is blacked out prior to submission.Note: Coupa will store receipts for the required timeframe as outlined by the IRS.E-Invoice for Air TravelA detailed e-invoice air travel receipt must be submitted in an expense report in order to bereimbursed for air travel expenses. A detailed e-invoice air travel receipt, containing the total tripcosts, is included in the travel confirmation email sent to the traveler by the travel agency.Tips and GratuitiesTips in cash are allowable when appropriate and customary. This would include taxi-cab rides,maid, bellhops, valet services, and occasionally wait-staff. As a general rule, tips for wait-staffshould be included and expensed using meal receipts. Any excessive tipping will not bereimbursed.Mobile Expense CategoryPlease refer to the Mobile Expense Policy for detailsTravel Safety and InsuranceStaples has partnered with International SOS (ISOS) to provide Associates with important safety,medical and travel information prior to departing on international business trips. Refer to the Traveland Safety Insurance Policy for details.ExceptionsAny exceptions to this policy requires the prior approval from a member of Staples Leadership Team.Related Documents Global Gifts and Entertainment PolicyMeeting & Event Card PolicyMobile Device Reimbursement PolicyTravel Safety and Security Policy12TE001 110118

Policy: Staples Travel & Business Expense PolicyTRAVEL QUICK REFERENCE GUIDEExpenseMealsAirfareStandardReimbursement· Daily 75 Max- Breakfast 15- Lunch 15- Dinner 45· Lowest available fare· Use connectionsAdditional InstructionsDetailedReceiptRequired· List a clearYesReasonabletips are to beincluded inmeal priceYesBook inCoach orEconomyclassN/AYesN/A· Book through Travel andYesN/ABook through Travel andTransport via ConcurYesN/Abusinesspurpose for themeal· Must itemize all itemson expense report andlist all associates inattendance.· Most seniorassociate shouldpay billBook through Travel andTransport (Concur)where it makes sense· Preferred CarriersMisc.are American, Delta,and Cathay PacificGroundTransportationCar RentalLodgingMost affordable todestination (Lyft,Uber, taxi, shuttle,personal auto)· Lowest available· Preferred provider isAvisMost affordablereservation based onpreferred list of hotelsTransport via Concur· Register through Avis toreceive your Wizard #13TE001 110118

Policy: Staples Travel & Business Expense PolicyTravel Links and ContactsTravel (Concur)Online bookingsOnline link: ConcurTravel changes orreservationsOnline link: ConcurMonday - Friday, 8:30am - 7:00pm ESTPhone:(508) 253-8900Email:Staples@TravelandTransport.comTravel technical supportPhone:(508) e (Coupa)Expense reportingCoupaEmergency/En RouteReservation Changes forurgent situations only.(Travel changes within 48hours of departure)If travel changes are requiredafter normal business hourswhile traveling within the US,contact the after-hoursEmergency Travel Center.Travel and Transport after-hoursEmergency Travel CenterWithin the US Call 1-888-413-7269Outside of the US call 1-402-399-4667N/AQuestions regardingtravel issues notresolved by Travel andTransportQuestions regarding these y@staples.comPolicy AdministrationApplies to:All Staples AssociatesPolicy Number:TE001Effective Date of this Version:Revision Date:14TE001 11011811/1/2018

Policy: Staples Travel & Business Ex

This must be submitted in Coupa under the category "Airline Club Membership" and requires proper documentation such as credit card receipt or airline receipt. . Policy: Staples Travel & Business Expense Policy 6 TE001_110118 Preferred Rental Car Company AVIS is Staples' preferred rental car company. Associates must use Avis for business .