Page 27 - Employee Handbook 4-1-2021

EXPENSE ACCOUNTS

Jones-Hamilton Co. reimburses employees for business expenses each month.
Employees who have incurred business expenses must submit required receipts and an
expense report no later than the last day of each month.

EMPLOYEE TRAVEL

Travel Policy

For some employees, travel is a necessary requirement of their job; for a few, it is a
fundamental component of how they get their job done. Jones-Hamilton Co.
recognizes that business travel can represent a significant hardship on our employees
and their families, with repercussions that can be physical, emotional and financial.
The following provides guidelines for making business travel arrangements and for
receiving travel expense reimbursement. While these guidelines must necessarily
serve to safeguard Company interests, they have also been crafted to support our
employees in addressing the inevitable hardships created by business travel.

An over-arching guideline has to do with employee safety. It is the Jones-Hamilton
Co. policy that employees who are traveling on business should not be put into
dangerous or hazardous situations. The safety of the employee is always the Jones-
Hamilton Co. primary consideration. It is impossible to anticipate every situation
encountered by a traveler. Where the guidelines are silent or appear ambiguous,
common sense and good business judgment should be exercised.

Travelers are responsible for compliance with these guidelines and procedures. Any
questions regarding these guidelines and procedures should be directed to the
Accounting department.

1. Your air travel arrangements should ensure that the traveler receives the best
possible service levels and air travel routings, and that management receives
the information necessary to manage and plan for travel expenditures. Air
travel reservations must be made on a round trip basis using the best possible
routing for the best possible fare. A domestic airfare should be the least
expensive available coach class itinerary that delivers the traveler to the
requested destination. Travelers are encouraged to make reservations at least
seven days in advance where practical. Additional advance bookings are
encouraged where large fare discounts are available.

2. Unused tickets should be re-ticketed for a future business travel need. If
prepaid and electronic tickets have been ordered and are not used, every effort
should be made to ensure a refund. If you have lost a ticket, please notify the
airline.

3. Hotel reservations must be made using approved local hotels with negotiated
rates. In all cases, make certain at time of check-in that you are receiving a rate
no higher than that quoted on your itinerary.

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