Avaya Policy: GSO-04.0 TRAVEL POLICYFOR NON-EMPLOYEESDocument version: Rev. October 18, 2023
Last update: October 18, 2023
Policy Owner: Noel Kenny
Status: Published

Avaya – Confidential & Proprietary Use pursuant to your signed agreement or Avaya Policy

Table of Contents
Policy Purpose ....................................................................................................................... 4
Policy Scope .......................................................................................................................... 4
Definitions ............................................................................................................................ 4
Policy .................................................................................................................................... 4
GSO-04.01 AVAYA APPROVED TRAVEL AGENCYS .................................................................................... 4
GSO-04.02 PRE-APPROVAL PROCESS ....................................................................................................... 4
GSO-04.03 PRE-TRIP APPROVAL ............................................................................................................. 5
GSO-04.04 RESERVATIONS ...................................................................................................................... 5
GSO-04.05 AIR TRAVEL ............................................................................................................................ 5
GSO-04.06 RAIL TRAVEL ........................................................................................................................... 6
GSO-04.07 HOTELS.................................................................................................................................. 6
GSO-04.08 CAR RENTAL ........................................................................................................................... 6
GSO-04.09 Exceptions.............................................................................................................................. 6
GSO-04.10 Insurance ............................................................................................................................... 7
GSO-04.11 Refueling/Tolls/Parking Fines ................................................................................................ 7
GSO-04.12 Ground Transportation and Parking Facilities ....................................................................... 7
GSO-04.13 PERSONAL AUTOMOBILE....................................................................................................... 7
GSO-04.14 MEALS .................................................................................................................................... 8
GSO-04.15 TELEPHONE ............................................................................................................................ 8
GSO-04.16 NON-REIMBURSABLE EXPENSES............................................................................................ 8
GSO-04.17 REIMBURSEMENT FOR ACTUAL COSTS ............................................................................... 10
GSO-04.18 RECEIPTS .............................................................................................................................. 10
GSO-04.19 TRAVEL TIME........................................................................................................................ 10
GSO-04.20 AVAYA DISCOUNTS NOT TRANSFERRABLE .......................................................................... 11
GSO-04.21 VEHICLE HANDHELD DEVICE USE ........................................................................................ 11
GSO-04.22 CONTACT YOUR AVAYA REPRESENTATIVE .......................................................................... 11

Roles & Responsibilities ....................................................................................................... 11
References .......................................................................................................................... 11
Appendices ......................................................................................................................... 11
Change Control.................................................................................................................... 11

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Avaya – Confidential & Proprietary Use pursuant to your signed agreement or Avaya Policy
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Policy Purpose
To provide the travel and expense requirements for non employees being reimbursed by Avaya for thattravel.

Policy Scope
This policy applies to non employees (excluding customers) traveling on behalf of Avaya. Non
employees includes, business partners, contractors and suppliers.

Definitions
This policy does not include any Definitions.

PolicyGSO-04.01 AVAYA APPROVED TRAVEL AGENCYS
FCM is Avaya’s Globally approved Travel Agency. The exceptions are UAE, Bahrain, Egypt, Kenya
who use Al Rais.

GSO-04.02 PRE-APPROVAL PROCESS
Effectively immediately the following Travel Approval Process is instituted with a focus on restricting
NON CUSTOMER FACING TRAVEL in support of expense reduction objectives.
DEFINITIONS:
Customer Facing Travel: is travel to meet with, provide service/installation to, or training for acustomer or prospective customer.
Non Customer Facing Travel: is travel to a partner, partner event, reseller, supplier or internal
meeting, Avaya sponsored/run event (even if customers will be present), non avaya sponsored
event, training or seminar.
There are two processes:
Global Sales Organization:
Follow the normal SFDC process for travel pre-approval. All travel, customer facing or Non
Customer Facing is routed for approval by SVP. Use the SFDC generated Travel Authorization #when booking in concur/trex or with a FCM or Al Rais agent.
All Other Business Units:
Customer Facing Travel: prior to booking, follow your BU specific pre-approval process if one is inplace. If no existing BU process, you must obtain your BU Operations Leader and Finance Business
Partner ( Highest Level) approvals. No Travel Authorization # is required
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Non-Customer Facing Travel: Prior to booking, obtain email approval from your SVP level or higher.
You are required to attach this email approval to your expense report.
Additionally, any industry event travel that involves an Avaya group, e.g., PAC, Enterprise Connect,
Gitex must all be approved in a bulk through David Austin.

GSO-04.03 PRE-TRIP APPROVAL
Written pre-trip approval is required for all travel. This includes air, hotel, rental car, or train,
regardless of how it is booked. There are two unique processes for booking trips depending onwhether the trip is for internal Avaya business (Non-Customer Facing) or whether it is to or related
to an Avaya customer (Customer Facing). Contact your Avaya engagement/project manager who will
arrange for pre-trip approval. ALL TRANSCONTINENTAL, INTERCONTINENTAL, AND
INTERNATIONAL TRAVEL MUST BE PRE-APPROVED BY AVAYA’s DAVID AUSTIN.

GSO-04.04 RESERVATIONS
Trips must be booked based on your country of origin. Reservations for air, hotel, and car rentals
should be booked through the appropriate Avaya contracted Travel Agency, or through the Travel
Agency of the non-employee contracting company. When booking through the Avaya Travel agency,
bookings should be made by phone. Email proof of pre-trip approval and cost center number must
be provided to Avaya Travel agency.

GSO-04.05 AIR TRAVEL
Discounts and rebates have been negotiated with approved airlines. (United – point of sale US andCanada, American, Point of sale US and Canada, Jet Point of sale India). Travelers who book throughAvaya’s approved travel agency will be able to obtain these discounts
Travelers are required to use the approved airlines and to take the lowest logical fare. Because thelowest logical fare may not accommodate your flight requirements or an approved airline flight may
conflict with the lowest logical fare requirement, the following exceptions apply:• A non-approved airline may be used ONLY when the cost of the trip is at least $100 less than an
approved domestic flight or at least $200 less than an approved international flight.
• A non-stop flight may be booked ONLY if the flight is at least $100 less than the one stop flight.
Coach class must be used for all domestic and international flights regardless of distance andduration. Business class is not reimbursable.
Advance Purchase: Typically, the further in advance from the date of travel you book a trip, the lessexpensive it will be. Besides the evident cost savings, booking in advance also provides you withgreater flight availability, more window or aisle seats, more hotel rooms where you want to stay,and better cars at the rental agency.
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Travelers must use electronic ticketing whenever available and must retain the electronic itinerary
for expense reporting purposes.

GSO-04.06 TRAVELAll rail can be booked directly with provider unless more convenient to book with the agent if with alarger itinerary. Coach/economy or similar lowest available class must be used for all rail tickets
regardless of distance and duration.

GSO-04.07 HOTELS
Travelers are instructed to use Avaya Approved hotels
https://hoteldirectory.lanyon.com/Login.aspx?authToken=7ea62d20-ee23-435c86ac2f9d296bedf8 where available. Alternate accommodations can be used If it meets at least oneof the following criteria:
1. All approved hotels are unavailable
2. Attending a conference or meeting in a non-approved property
3. Traveling with a customer who is staying at the alternative hotel
4. There is a lower cost option available that is $30 USD cheaper per night than the lowest approved
hotel property or approved chain hotel within the vicinity of the travel

GSO-04.08 CAR RENTAL
Travelers are required to use approved car rental agencies, when available, and must book throughAvaya’s approved travel agency or alternatively through the Travel Agency of the non-employee’s
contracting company. Travelers must always accept the lowest price within the car size limit policy
among these approved suppliers.
Car Size Travelers must book an intermediate or smaller car except when:• Four or more people are traveling together, or• A larger car is needed for additional luggage or equipment, or• A larger car will avoid additional rental cars for your party, or• Travel with external clients may require larger/higher car class

GSO-04.09 Exceptions
Renting from non-approved suppliers is allowed only when approved supplier cars are unavailable.
When renting a car outside the US, or from a non-approved supplier, you must check your rental
agreement and ensure it contains at least minimum liability requirements per applicable country.

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GSO-04.10 Insurance
Additional insurance does not need to be purchased when using an approved car rental agency in aparticipating location. To determine participating locations and for country specific information by
agency, please refer to Avaya’s Travel website under Car Rentals or contact yourengagement/project manager. In non-participating locations, additional insurance must bepurchased. International insurance requirements may vary.

GSO-04.11 Refueling/Tolls/Parking Fines
Travelers must refuel rental cars to avoid paying premium charges related to selecting the"refueling" option. Avaya will reimburse travelers for normal expenses incurred while operating avehicle, e.g. highway tolls and parking lot fees. However, traffic infractions such as parking or
moving violations will not be reimbursed.

GSO-04.12 Ground Transportation and Parking Facilities
A. Parking Facilities: Airport Economy Long Term Parking, or off airport economy parking (thelowest cost option at an offsite facility) should be utilized for airport parking. Valet and otherpremium parking services either on or off airport will not be reimbursed.
B. Shuttle and Limousine Services: Airport shuttle or limousine services are authorized only when itis the least expensive form of ground transportation, or when personal car mileage costs plus
parking charges exceed the cost of this service.
C. Taxis: Reasonable fees for taxis are reimbursable, and a detailed receipt for fares greater than
$25 USD is required.
D. Ride Share Services (UBER, LYFT.): Travelers are permitted to use rideshare services with UBER
and LYFT only at this time, in lieu of taxis or rental vehicles if they are less expensive than thesealternative transportation options. When booking these services Avaya’s recommended guideline isto book with a driver that has at least a 4.5 star rating. Receipts are required for charges of $25 USD
or greater.

GSO-04.13 PERSONAL AUTOMOBILE
Effective July 1, 2022, use of a personal auto is reimbursed at the rate of 62.5 cents per businessmile driven in the U.S., while international use of a personal auto is reimbursed at the Avaya
standard reimbursement rate by country. This rate represents reimbursement for the operating,fuel, insurance, maintenance and depreciation costs for an average vehicle. Mileage is only
reimbursed when travel exceeds fifty (50) miles one way from the work location. Tolls and parking
fees are reimbursable.

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GSO-04.14 MEALS
Meals while traveling are reimbursable for reasonable and customary charges. Breakfast expenses
are not reimbursable if included in the hotel room rate. Lunch while traveling to an Avaya location is
not reimbursable. Maximum daily limits are as follows:• NAR -- $50 per day, per individual• EMEA -- €60/45 GDP per day, per individual• APAC -- $50 per day, per individual (except $75 for Japan, Hong Kong, and Australia)• CALA -- $50 per day, per individual

GSO-04.15 TELEPHONE
Personal or supplier-owned cell phone or calling cards should be used for all toll calls. Avaya will not
pay any extra hotel telephone surcharges. Avaya will not reimburse for any calls that are unrelated
to the performance of the Services. Travelers are prohibited from using phones in airplanes, trains
and rental cars. Calls made from Avaya workstations by travelers which are unrelated to theperformance of the Services for Avaya will not be reimbursed by Avaya.

GSO-04.16 NON-REIMBURSABLE EXPENSES
Avaya will only reimburse for travel expenses that are incurred in the performance of the Services
and which benefit the interest of Avaya. Personal expenses are not reimbursable. Examples of nonreimbursable expenses include, but are not limited to:o Business gifts
o Annual fees for personal credit cards or rewards programso Commuter or parking expenses for regular daily trips to/from work locationo Company Logo merchandise intended for employee useo Personal hygiene products (shampoo, razor blades, toothbrush, etc.) Barber and beautician
serviceso Personal long-distance calls made from Hotel roomso Personal entertainment or recreation (in-room movies, mini-bar alcoholic beverages, health clubfees)o Expenses for clothing, umbrellas, briefcases, etc.
o Transportation or parking expenses to/from home office.
o Child care/child educational expenses or school expenses
Avaya – Confidential & Proprietary Use pursuant to your signed agreement or Avaya Policy
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which carries an additional costo Stadium suites, skyboxes or season ticketso Supplemental travel insuranceo Charges for upgrades for air, car, hotel, etc.
o Memberships in airline clubso Additional flight insuranceo Movies, music, headphones or other entertainment on planes or trains or other transportationo GPS on all rental cars (unless Customer Billable and required by Customer)
o Relocation expenseso Fines (parking, traffic violations)o Golf/Country Club initiation/membership or annual feeso Passport renewals
o Expenses associated with interim stopovers (incremental transportation costs, hotel, meals, etc.)
when the stopover is not business-relatedo Expenses not supported with a valid receipt (unless otherwise provided within the policy)o Expenses for spouse/family member accompanying traveler on a business tripo Emergency road service assistance costs. The service costs for rental vehicles shall be absorbed by
the vehicle rental agency
o Credit card interest costs, late fees or reinstatement fees due to delinquency for latereconciliation/submission/approval of expense reports.
o Kennel fees for petso Any other items/events for personal use not otherwise listed hereino Any items to be used for internal Avaya purposes that are available through the Coupa Approved
Supplier catalogs, including, but not limited to:o Business Books
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o Computer equipment, accessories & peripherals & Softwareo Office Supplieso Baggage costs, overweight luggage, and additional quantity (except 1 bag allowed if travelling
greater than 5 days)o Airline fees associated with priority boardingo Telecommuting or Virtual Office expenses – refer to Expense Section IX for more details
o Airline change fees made for personal reasono Social meals (Birthdays, Secretary’s Day, Holidays)o Flowers o Alcoholic beverages will not be reimbursed EXCEPT for meals/meetings with current orprospective customers and business partners or prospective business partners ONLY.

GSO-04.17 REIMBURSEMENT FOR ACTUAL COSTS
All pre-authorized expenses for reimbursement must be billed to Avaya at actual cost without any
markup in accordance with the reimbursement process applicable in each country. Travel expense
should be submitted for review/approval by the “immediate Avaya supervisor” and have asecondary approval by the Avaya supervisor’s manager. The Avaya individuals should “retain proofof their approvals for future audit purposes.” A separate travel line must be included on the vendor
PO where we will be reimbursing for contractor travel expense.

GSO-04.18 RECEIPTS
Original receipts are required for all non-US expenditures. Readable copies of receipts are permitted
for US expenditures. Credit card statements may be used as a receipt only for expenses where no
paper receipts are provided for the expenditures, such as electronic toll road fees, electronic bridge
fees, or airfare flight change fees. Credit card statements may not be used for expenses where themerchant provides a physical paper receipt, such as hotel receipts, car rental, meals, or on-line
purchases where an email receipt is available. Avaya requires itemized receipts to be provided forall purchases over $25.00 USD. Outside of the US, laws may require receipts for all charges. Avaya
also reserves the right at management’s discretion to request written explanation andsubstantiating documentation of any expenditure regardless of the amount.

GSO-04.19 TRAVEL TIME
Travel should occur on the traveler’s own time and Avaya should not be billed an hourly rate orother fees for such time.

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GSO-04.20 AVAYA DISCOUNTS NOT TRANSFERRABLE
Avaya discounts are available to travelers when traveling for Avaya business but are not extended
for personal use.

GSO-04.21 VEHICLE HANDHELD DEVICE USE
Avaya policy prohibits text messaging while driving company vehicles or while driving on company
business. Text messaging includes but is not limited to reading from or entering data into any
handheld or other electronic device, including for the purpose of short message service texting, emailing, instant messaging, video conferencing, obtaining navigational information or engaging in
any other form of electronic data retrieval or electronic data communication while the vehicle ismoving. Avaya requires individuals driving in Avaya company vehicles or driving on Avaya company
business to comply with all applicable laws and regulations regarding use of cellular devices while
operating motor vehicles. Unless prohibited by local law, violation of this policy may result in
disciplinary action up to and including termination of employment or termination for cause of any
contractual relationship.
Additionally, Avaya policy prohibits talking on a cellular phone without an approved hands freedevice. Unless prohibited by local law, violation of this policy may result in disciplinary action up to
and including termination of employment or termination for cause of any contractual relationship.

GSO-04.22 CONTACT YOUR AVAYA REPRESENTATIVE
Please go to Avaya’s intranet website athttps://currents.avaya.com/en/site/1413272674291>Employee Services>Travel Services forcomplete travel information. If you do not have access to the Avaya intranet, please contact yourAvaya engagement/project manager. Questions about this policy: GSOtravel@avaya.com.

Roles & Responsibilities
This Policy does not include any Roles &Responsibilities.

References
This is the introduction to all Reference information.

AppendicesThis Policy does not include any Appendices.

Change Control
Version

Policy Change

Date

Approval

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Rev. October 18,
2023**Removal of
non-reimbursable
clause for Wifi onplanes and trains.

October 18, 2023

Cools-Lartigue, Denise

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