Supplier Traveland Expense Policy

Policy Purpose
Arm Supplier Travel and Expense Policy (“Policy) is an external policy for Arm Suppliers.
The Policy purpose is to provide clarification on reimbursement of reasonable and necessary
business travel and expenses incurred by Suppliers when doing business on behalf of, and at
written request of Arm.
Policy Statement
All travel costs and expenses incurred by the Supplier must be booked and be in line with
the Policy.
Unless otherwise agreed in the contract between Arm and the Supplier all business travel
costs and expenses should be agreed in advance (before travel), and be in writing from theappropriate Arm Business Sponsor (budget owner) or manager responsible for approving
supplier business travel costs and or expenses.
All business travel costs and expenses must be reasonable, must be invoiced to Arm against
actual expenditure, be submitted within 1 month of incurring them, be accompanied withoriginal receipts and not include any mark-up.
Failure to provide receipts with expense claims will result in non-payment by Arm.

Travel and Arm’s Environmental Sustainability Travel Objective
Arm has committed to be net zero carbon by FY30, as a result it is Arm’s intention tosignificantly reduce our carbon footprint in business travel as air travel contributes approx.
60% of Arm’s total carbon emissions (tCO2e).
The sustainably focused Policy will require all travellers to make sound judgements on
the need to travel to get work done, and balance this with the use of alternative forms ofcommunication.
Prior to requesting travel, audio & video conferencing options should be considered.

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Information on communication and collaboration tools available at Arm, including Zoom,Slack, Microsoft Teams & Meeting Rooms can be found on Arm’s Intranet site (DigitalCollaboration).
Planning Travel
When travel is necessary, Suppliers should conclude business efficiently to limit
the need for overnight accommodation.
To obtain optimum service and value, Suppliers should plan their business journey as
far ahead as possible and provide maximum notice to Arm Business Sponsor of thebusiness travel requirement to obtain the lowest fare/s.
Booking more than 21 days in advance will often secure lower fares.
Booking Travel
Wherever possible, Supplier travel bookings should be made using Arm Travel Management
Company to take advantage of Arm’s travel programme, or by using Supplier’s own corporate
travel programme – whichever is the lowest cost to Arm.
Arm Travel Team can assist with planning and booking: armtravelteam@arm.com
Flights
The following principles must be followed when booking flights:
All flights under 6 hours in duration should be booked on Economy and flights over
6 hours can be booked in Premium economy any upgrades are only permitted at thesupplier’s expense.
Flexible tickets should not be booked unless they are the lowest logical option available.
Use restricted tickets, which, for a small fee, can be changed.
Flights should be booked as far in advance as possible and acceptance of the lowest
logical fare offered by the agent.
RailAll rail journeys are to be booked in Economy class.

Mileage
The following principles must be followed for mileage:
Suppliers can only claim mileage or other expenses for travel by personal vehicle with priorwritten approval. Travel time to and from Arm cannot be charged for.
Milage rates maintained in Annex 1 of this Supplier Travel and Expense Policy.
All mileage claims must be accompanied by a valid fuel receipt.
Suppliers must ensure that all vehicles used are appropriately registered, insured, taxed andmaintained and compliant with local vehicle laws.
Suppliers cannot claim for fines relating to parking or motoring.

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Taxis
The following principles must be followed when using taxis:
Suppliers should only travel by taxi when there is no other form of public transport or wheretravel by means other than taxi would be unsafe.
A signed taxi receipt for the business journey must be obtained at the point of travel andsubmitted with the expense claim.
Wherever possible, business journeys should be shared to reduce carbon footprints.

Hotels
The following principles must be followed when booking hotels:
All hotel bookings are to be made at hotels on Arm’s preferred suppliers list using theArm corporate rates or at properties of a maximum rating of 4 stars.

Meals/Subsistence
The following principles must be followed for meals / subsistence:
Reasonable food and beverage subsistence may be claimed when conducting businesson behalf of Arm.
Meals/Subsistence allowances maintained in Annex 2 of this Supplier Travel andExpense Policy.
All claims must be supported by copy of original receipts.

Travel Related Expenses
Suppliers shall not claim for sundry expenses e.g. laundry, internet charges, clothing, toiletries,
personal grooming, newspapers, publications, client/business entertainment, hotel videos/pay toview movies, gym etc.

Insurance
Suppliers must ensure that they have adequate medical and travel insurance in place, at their own
cost, before undertaking any form of travel on behalf of Arm.

Responsibilities
In relation to this Policy,
Group Procurement at Arm is responsible for communicating the Supplier Travel and Expense Policy
to suppliers through processes of sourcing and supplier registration.
Business Sponsor, contract owner from the business at Arm, as the primary contact for provision of
the products, goods and or services by the Supplier is responsible for pre-approvals and approvalof incurred travel costs and expenses, and the monitoring of Supplier compliance with the Supplier
Travel and Expense Policy.
Supplier and its travellers are responsible for complying with this Travel and Expense Policy andTravellers are responsible for their own valid travel documents, e.g. passports, visas.

3Contingent Workers
Contingent Workers are responsible for submitting reasonable and necessary expenses in a timelymanner. Original receipts should be submitted. All expenses submitted for reimbursement shouldbe legitimate business expenses in compliance with this Supplier Travel and Expense Policy.
Arm Business Sponsor is required to review and approve the need for travel and related expenses
where they are deemed necessary prior to a Continent Worker undertaking travel or incurring
expenses and before they are submitted as an expense report to their Arm supplier.

Applicability
The Policy is applicable to all Arm Suppliers. A Supplier is defined as a third-party supplier, agent,contractor, contingent worker or consultant working on Arm’s behalf, and includes all their officers,employees, contractors, subcontractors and agents.

The Policy is applicable to all Arm Suppliers on a worldwide basis.

Expected Behaviour
Suppliers should conduct their business activities in full compliance with Arm’s Supplier Code ofConduct while performing work with or on behalf of Arm.

Reporting Concerns
You may report concerns to your Business Sponsor, or Group Procurement, or People Teamat Arm. Managers at Arm have a responsibility to ensure that all reports are escalated andresponded to appropriately.
If you believe this Supplier Travel and Expense Policy may have been violated, you must reportyour concern to Arm’s Whistleblowing Hotline. Reports can be made anonymously by calling
The Arm Whistleblowing Hotline.
Arm Whistleblowing Hotline can be called at any time and from any location as follows:– Residents of the United Kingdom: +1(800) 361-2195– Residents of the United States (toll-free number): 1(800) 361-2195– Residents of France (CNIL number): 0800 90-7172– Residents across all other Arm countries: +1(800) 361-2195
You may also report concerns to the Office of Ethics and Compliance:
Legalethics.Legalethics@arm.com
Arm will not tolerate retaliation against anyone, who in good faith, reports a concern or cooperates
with a compliance investigation, even when allegations are found to be unsubstantiated.

Supporting Resources
Supplier Code of Conduct

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Further Information
If you have further questions about this Supplier Travel and Expense Policy, please contact Group
Procurement: procurement@arm.com. If you have questions about business travel or expenses,
please contact the Business Sponsor responsible for approving.

Revision History
Revision #Effective Date

Policy Approver

Description of Changes

128/01/2021

Toby Withnell

Revision to Travel and Expense
Policy v2015

5Annex 1
MilageCorrect at published date Jan 2021.
The following is provided for guidance as to what an acceptable milage allowance might bewhen travelling.
Local Currency
Rate

Car Configuration Name

Criteria

Rate Type

Finland Personal Car Mileage

Moped

Personal Car - Variable Rate Passenger

0.03

Finland Personal Car Mileage

Moped

Personal Car - Variable Rate Distance

0.17

Finland Personal Car Mileage

Motorcycle (motorbike)

Personal Car - Variable Rate Passenger

0.03

Finland Personal Car Mileage

Motorcycle (motorbike)

Personal Car - Variable Rate Distance

0.32

Finland Personal Car Mileage

Other means of transport (bicycle)

Personal Car - Variable Rate Passenger

0.03

Finland Personal Car Mileage

Other means of transport (bicycle)

Personal Car - Variable Rate Distance

0.1

Finland Personal Car Mileage

Passenger Car

Personal Car - Variable Rate Passenger

0.09

Finland Personal Car Mileage

Passenger Car

Personal Car - Variable Rate Distance

1.27

France Car Configuration4CV

Company Car - Variable Rate Business

0.523

France Car Configuration

5CV

Company Car - Variable Rate Business

0.548

France Car Configuration

6CV

Company Car - Variable Rate Business

0.574

France Car Configuration

7CV & Above

Company Car - Variable Rate Business

0.601

France Car Configuration

Up to 3CV

Company Car - Variable Rate Business

0.456

Personal One

0.3

Germany Personal Car Mileage
India Car mileage

DieselPersonal Car - Variable Rate Distance

5.5

India Car mileage

PetrolPersonal Car - Variable Rate Distance

7.5

Ireland Car Configuration

Personal One

0.26

Israel Personal Car Mileage

Personal One3

Japan Car Mileage

Personal One32

Korea Personal Car mileage

Personal One400

Norway Personal Car Mileage

Personal One4.03

Sweden Personal Car

Personal One

1.85

Taiwan Car Mileage

Personal One

10

US Personal Car

Personal One

0.575

Canada Personal Car

Personal One

0.37

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Milage
Correct at published date Jan 2021.
Local Currency
Rate

Car Configuration Name

Criteria

Rate TypeUK Company Car Mileage

Diesel: 1600cc or lessCompany Car - Variable Rate Passenger

0.2

UK Company Car Mileage

Diesel: 1600cc or lessCompany Car - Variable Rate Business

0.62

UK Company Car Mileage

Diesel: 1601cc-2000cc

Company Car - Variable Rate Passenger0.2

UK Company Car Mileage

Diesel: 1601cc-2000cc

Company Car - Variable Rate Business

0.74

UK Company Car Mileage

Diesel: Over 2000cc

Company Car - Variable Rate Passenger

0.15

UK Company Car Mileage

Diesel: Over 2000cc

Company Car - Variable Rate Business

0.74

UK Company Car Mileage

LPG: 1400cc or lessCompany Car - Variable Rate Passengerr

0.1

UK Company Car Mileage

LPG: 1400cc or lessCompany Car - Variable Rate Business

0.32

UK Company Car Mileage

LPG: 1401cc-2000cc

Company Car - Variable Rate Passenger

0.1

UK Company Car Mileage

LPG: 1401cc-2000cc

Company Car - Variable Rate Business

0.3

UK Company Car Mileage

LPG: Over 2000cc

Company Car - Variable Rate Passenger

0.2

UK Company Car Mileage

LPG: Over 2000cc

Company Car - Variable Rate Business

0.77

UK Company Car Mileage

Petrol: 1400cc or lessCompany Car - Variable Rate Passenger

0.15

UK Company Car Mileage

Petrol: 1400cc or lessCompany Car - Variable Rate Business

0.61

UK Company Car Mileage

Petrol: 1401cc-2000cc

Company Car - Variable Rate Passenger

0.1

UK Company Car Mileage

Petrol: 1401cc-2000cc

Company Car - Variable Rate Business

0.43

UK Company Car Mileage

Petrol: Over 2000cc

Company Car - Variable Rate Passenger

0.15

UK Company Car Mileage

Petrol: Over 2000cc

Company Car - Variable Rate Business

0.88

UK Personal Car MileageBicycle

Personal Car - Variable Rate Distance

0.2

UK Personal Car Mileage

BicyclePersonal Car - Variable Rate Distance

0.2

UK Personal Car Mileage

Car: No Allowance

Personal Car - Variable Rate Passenger

0.05

UK Personal Car Mileage

Car: No Allowance

Personal Car - Variable Rate Distance

0.45

UK Personal Car Mileage

Car: No Allowance

Personal Car - Variable Rate Distance

0.25

UK Personal Car Mileage

Car: Receives Allowance

Personal Car - Variable Rate Passenger

0.05

UK Personal Car Mileage

Car: Receives Allowance

Personal Car - Variable Rate Distance

0.25

UK Personal Car Mileage

Car: Receives Allowance

Personal Car - Variable Rate Distance

0.25

UK Personal Car Mileage

Motor Bike

Personal Car - Variable Rate Distance

0.24

UK Personal Car Mileage

Motor Bike

Personal Car - Variable Rate Distance

0.24

UK Personal Car Mileage

UK Candidates

Personal Car - Variable Rate Passenger

0.05

UK Personal Car Mileage

UK Candidates

Personal Car - Variable Rate Distance

0.45

UK Personal Car Mileage

UK Candidates

Personal Car - Variable Rate Distance

0.257Annex 2
Meal / Subsistence Allowance
Correct at published date Jan 2021.
The following is provided for guidance as to what an acceptable daily cost might be when travelling.

Region*Currency

Evening Meal Only

Full Daily Guidance

UK

GBP

3050

US

USD

4065

Europe

EUR3555

NorwayNOK360

600

SwedenSEX

330

550

India

INR

2,400

4,000

Israel

ILS

145

240

Taiwan

TWD

1,200

2,000

South Korea

KRW

35,50050,000

Japan

JPY

3,000

5,000

* For those regions not covered in the Meal / Subsistence table in this annex, the UK rates should
be converted to local currency and applied.

© Arm Ltd. 2021 | Jan 20218