The Company issued a new T&E policy in April 2014 establishing that managers are required to review and approve all expense reports of their employees. It is imperative that the manager is familiar with the Policy and all required documentation for expenses. A manager’s approval of an expense report certifies to the Company the following:

• All receipts have been reviewed and are complete, reasonable and attached to the expense report.
• All submitted expenses are compliant with this Policy.
• All submitted expenses are fully documented and the documentation is attached to the expense report.
• The Missing Receipt Affidavit which is included on the NBCUniversal fax cover page must be signed by the employee and attached to the expense report when appropriate.

It is the sole responsibility of the manager to promptly review and approve, or question and reject, any submitted expense that is not in accordance with this Policy. Delegation of approval to an administrative assistant is prohibited – please consult with your Finance representative before delegating any approvals. Failure on behalf of the manager to accurately review expense reports may result in disciplinary action, including termination of employment. Managers must review and act upon expense reports within 30 days of receiving them in their approval queue; the employee’s card will be suspended if a report remains unapproved after 30 days.

The lowest cost method of transportation should be selected (taxi vs car service vs Uber). The destination and purpose of each taxicab or car service must be indicated on the expense report. Black cars are only permitted within the New York Tri-State area and only under unusual circumstances with prior approval from Department Head and Finance. All black car usage should be with approved vendors. Black cars should not be used for commutation – a shuttle is available for access to the Stamford train station from the facility. Trains run regularly from the Stamford train station to Grand Central. Black cars are not permitted while the trains are running, and cannot be used for transportation between the facility and the train station. Please note that gratuities are included in the cost for our preferred vendors; the company will not pay for additional gratuities. Wait times should be reasonable and kept to a minimum.

The following vendors have been approved by NBCU Sourcing for the NY Tri-State area:

NBCU policy requires employees who have a company-issued T&E Citibank VISA Card to use that card when making a reservation. Please check with your manager if you have any questions about the Sports Group’s black car policy.

Uber, and the like, are allowed when it is the most economical choice. Employees may only use Uber Pool and UberX. UberBlack, UberXL, and UberSUV are not in policy and should only be used in emergency situations. Uber should not be used for travel to/from the NY-area airports due to its variable pricing vs. NBCU negotiated fixed rates.

Any exceptions to policy need to be approved by the Department Head and CFO.

Flight Class

• Employees are expected to take the lowest cost logical non-stop offered, unless there is a valid business reason to take an alternate flight; preferred carriers are not guaranteed.
• Unless otherwise approved and excepted under Corporate & Sports air travel procedures, coach class is required for all domestic flights excluding Hawaii and Alaska, regardless of title. Employees who want to request a travel upgrade (outside of their designated flight class) must attain both manager and CFO approval.
• There is a defined population of employees who are eligible to travel in another class of service; these individuals have been communicated to separately. BCD has your approved flight class information on file, and will book your travel appropriately.
• International flights (including Hawaii and Alaska) greater than six hours are eligible to upgrade one cabin to Premium Economy when available. If Premium Economy is unavailable, approval by the group SVP and CFO/lead finance executive is required prior to booking Business Class. Each business unit has the ability to be more restrictive and not allow the upgrade.
• On-Air Talent will follow the same air travel policy guidelines as other employees.
• Consultants cannot be provided air travel outside of policy guidelines without CFO approval.

Seat Upgrades/Preferred Seating

• For flights over 2 hours, employees can be reimbursed for seat upgrades (extra legroom, preferred seating) if the cost is less than $100. Early boarding fees (i.e. Southwest) up to $50 are reimbursable. Employees cannot be reimbursed for both early boarding and seat upgrades on the same flight.

Security Pre-Clearance

• NBC Sports Group will reimburse your cost for ONE program (TSA Pre-Check or Global Entry) if you are a frequent traveler (six or more flights during a rolling 12 months). You may request reimbursement if your manager and CFO approve in advance. Once approved, your manager must send an email to [email protected]. Clear Me fees are not reimbursable and should not be charged to a Corporate card.

Personal Auto

Mileage incurred on Company business for employees on the U.S. payroll will be reimbursed at the prevailing IRS rate, which is programmed into Concur. The Company will reimburse only for mileage that qualifies as business mileage under the US Internal Revenue Code. Commuting mileage between an employee’s home and regular business location is not reimbursable. Mileage to airport/train station is allowed only to the extent that it is greater than his/her normal commute. Receipts for gasoline should not be submitted for reimbursement, unless associated with a rental car – gasoline is covered under the mileage rate for personal autos.

All car rentals must be booked through Concur or directly with Hertz using the NBCUniversal Corporate Code 50013 and charged to the Citibank VISA Corporate Card when the Card has been issued. Following this procedure ensures that car rental is covered by NBCUniversal’s insurance program.

Employees must use the Company’s Preferred (contracted) car rental vendor. The current, primary car rental vendor is Hertz. In situations where Hertz is not available, NBCUniversal has negotiated rates with Enterprise, (code XZ17C8R). In this instance, the insurance must be purchased.

When one or two employees are traveling, a midsize rental auto should be used. When three or more employees are traveling together, they should request a standard, full size, or the minimum size automobile necessary to conduct Company business.

Loss Damage Waiver (LDW) and personal accident insurance should be declined on all Hertz rentals. Employees using a rental car for business purposes are covered by the Company’s insurance program. Employees are permitted to request the NBCUniversal rate for personal use, pay with their own personal credit card and purchase the insurance.

Travelers should not purchase the fuel service option offered by Hertz. Employees are required to return the car with a full tank of gas whenever possible unless circumstances prevent the car from being returned with a full tank of gas. Fuel charges are reimbursable to the employee.

Any train travel between your residence and your primary work location will be considered commutation and will not be reimbursed. If you are required to travel to a location other than your primary work location, that train fare is eligible for reimbursement.

No hotel charges in the Stamford area will be reimbursed without Department Head and CFO approval, except as covered under the inclement weather policy or production.

The use of alternative lodging options outside of hotels, whether booked through sites like Airbnb, VRBO, and the like, or through management companies, is prohibited. Any exception requests to use these types of lodging require department head and CFO approval.

Employees who are responsible for booking group travel are not permitted to personally receive rewards/loyalty points or any other perks from a vendor in exchange for booking. All contracts for group booking must be entered into the Sports contract approval tool (CCA). Failure to comply with this policy may result in disciplinary action, up to and including termination of employment.

Each NBCUniversal business may authorize “Per Diem” reimbursement at its own discretion. The Sports Group has decided not to employ a per diem – employees should submit actual charges for reimbursement when on business travel. Charges must be reasonable – guidance on reasonable meal charges for your business will be provided by your CFO. Production employees whose meals are provided while on remote cannot submit receipts for meals if they elect not to eat as part of company provided catering. Exceptions to this should be minimal and must be approved by managers. All food and beverage bills greater than $250.00 (inclusive of taxes and tips) require the submission of a detailed receipt. This includes business meals and/or business entertainment with clients, vendors or employees. You will need to submit the itemized receipt that shows what was ordered, along with the credit card receipt with your signature. This is a global requirement. Splitting of bills between several employees to avoid or circumvent the obligation to submit detailed receipts is improper.

As a reminder, daily beverages (i.e., tea, coffee, water, soda), snacks, newspapers, magazines, and other sundry items are non-reimbursable.

Employees with titles at or above Senior Vice President may, on occasion, take personnel out for a business meal. These meals may or may not occur while employees are traveling. These meals should be infrequent and the cost of the meal should remain as reasonable as possible. The business meal must be reported as “Meals Multiple Attendees” by the person with the title at or above Senior Vice President. One-on-one or small group meals outside of travel are not generally reimbursable, except on the rare occasions as outlined above for SVP and above titled employees. Please reach out to Finance if you have any questions on business meals.

When submitting Meals Multiple Attendees it is imperative that you include all attendees at the meal and select the correct Attendee Type for each person. Attendee Types include:

• Employee/Contractor
• Client (Gov’t Employee) – see below for further guidance on Government Officials
• Client (Non Gov’t)
• Gov’t Employee – see below for further guidance on Government Officials
• Supplier/Vendor
• Other Attendee

All gifts, business entertainment or other things of value offered to Government Officials require preapproval and must comply with the guidance set forth in the Interacting with Governments and Political Activities policy and the Anti-Bribery/Anti-Corruption Laws policy. Prior approval by the NBCUniversal General Counsel or delegate is required prior to providing ANY gift or business entertainment, regardless of the nature or the amount, to any Government Official. The Gifts and Business Entertainment to Government Officials – Pre Approval Request Form is required to be submitted to [email protected] with all charges involving a Government Official. Please reach out to your lead attorney if you have any questions.

Examples of government officials can include (but are not limited to):

• Elected officials
• Non-elected employees of government agencies
• Employees of government-owned broadcasters
• Employees of municipal golf courses or sports leagues
• Police officers
• Military personnel
• Employees of public schools and libraries

Tips should be reasonable and have an appropriate description on the expense report. Tips should be listed by their type (luggage, valet, etc) and not shown as one combined line item for the trip. Tips related to client entertainment (i.e., caddy fees for client golf outings) are reimbursable if reasonable and approved in advance. Managers should use their discretion in determining if tips are reasonable based on the nature of the tip.

The Company will only provide each eligible employee with one mobile phone device. The current base model iPhone is the default mobile device of the Sports Group. Any requests for upgraded iPhones (i.e, those that will incur an incremental charge above the base model), other make/model phones, and all requests for tablets or aircards/mobile hotspots require approval by the department leader and business CFO, with a documented business need within the Service Now portal. Employees who are provided a mobile device shall be required to comply with any and all company policies governing their use. The Company will not reimburse for devices purchased personally, and devices may not be charged to T&E cards or P-cards; all requests for company provided devices must be made in Service Now. As with all other company provided equipment, mobile devices are the property of the Sports Group and must be returned to Sports IT upon termination of employment.

For all peripheral items like chargers, cases, and batteries, those in the Stamford office should request through Service Now. These items should not be purchased on T&E cards or P-cards. Any items require department leader and CFO approval, or must be purchased at the employee’s expense. The company will reimburse for one lost charger; any additional chargers are personal expenses.

Repairs to mobile devices (i.e., broken screens, trackballs, etc) should be coordinated through Sports IT and are not reimbursable without pre-approval from Department Head and CFO.

Personal cell phone bills are not eligible for reimbursement by the company without specific call detail (see below). You may receive NBCU email on a personal cell phone, but you will not be reimbursed for a portion of the cost of your personal service. Similarly, Sports IT will assist in putting NBCU email on a personally owned iPad, but all service charges are the responsibility of the employee.

Calls from an airplane are prohibited. Phone calls made directly from a hotel phone are prohibited due to the high access charges. Travelers may call 855.876.6228 to be connected to the NBCUniversal switchboard to facilitate making office or other business calls. Cellular phones should be used whenever possible. When travelling overseas, employees must contact Sports IT in advance of travel date to ensure that an international rate plan is effective. If IT is not contacted those calls will not be reimbursed.

Offsites, team building events, holiday or retirement parties require the advance approval of the Chairman and group CFO. Birthday or other milestone celebrations cannot be charged to the Company.

Charges for business-related wireless internet connection in the hotel room and at “hotspots,” including those on airplanes, are reimbursable provided that the employee is not receiving another stipend intended to cover these expenses. Airplane internet services should be purchased on an as needed basis; annual subscriptions are not reimbursable. Internet services at an employee’s home are not reimbursable.

The company policy allows reimbursement up to $30 for laundry for each 4 nights of travel and up to $15 for pressing for each 2 nights of travel. Expenses above this amount require manager/finance approval.

You may be reimbursed for work related calls on your home phone or personal cell phone only if you do not have a company issued cell/blackberry. In this circumstance, please provide the detailed phone bill with the charges highlighted and indicate the business purpose.

The Sports Group would like to highlight that the following items are not reimbursable:

• Personal items, such as clothing, haircuts, drugstore items, the theater, etc.
• Daily beverages (i.e. coffee, tea, water, soda)
• One-on-one or small group employee meals outside of travel (see SVP language under Meals section)
• Employee only meals outside of travel (this includes meals when going into NYC for meetings or meals when working late)
• Home internet, phone, or cable service
• Subscription services such as LinkedIn, Wall Street Journal, NY Times, Spotify, Netflix, Amazon Prime, etc.
• Gift cards
• In-room movies at hotels
• Employee gifts are not eligible for reimbursement except under the following circumstances: A division can arrange for one gift to acknowledge unique employee life events (birth, wedding, death, retirement, and hospital stay). One gift per event from the Company is reimbursable up to $150.00. Gifts for retirement must be coordinated through the Human Resources department.
• Birthday related items like cards, cakes, balloons, etc should not be purchased with company funds (T&E or pcards) and will not be reimbursed.
• Parking tickets / traffic violations should not be paid with company funds; this includes but is not limited to tickets for personal cars, company owned cars, and rental cars.

Cable Services
Requests for additional services (like DVR’s or sports programming packages) should be made through the Administration department; however, there should not be individual employee DVR or specialty package services absent approval by your department head, the CFO, and HR leader for Sports Group.

No charges for personal cable service, including internet and phone services, will be reimbursed by the company. The only approved reimbursable home internet charge will be for employees who do not work within an NBCUniversal facility.

Office Supplies
All office supplies must be obtained from the mail room; supplies may not be purchased on T&E cards or P-cards. Stamford-based employees will not be reimbursed for any office supplies, unless required while traveling. This is not applicable to non-Stamford based groups. Those groups should follow corporate policy on supplies.

Requests for Furniture, TV’s, and Other Items
Requests for items like bookcases, TV’s, lamps, ergonomics, privacy screens, etc must be made through Administration. All requests that fall outside the established facility standards for your office/cube will require Department Head and CFO approval.

Catering
All catering (both internal and external) should be ordered through Flik via the CaterTrax system https://nbcsports.catertrax.com. Catering should not be charged to T&E cards or P-cards. Regular group meetings should not be scheduled at meal times in order to justify catering – catering for group meetings must have a valid business justification. Catering for those productions based in the Stamford facility shall be provided only under unusual circumstances with prior approval from Department Head and Finance.