IV. REPORTING REQUIREMENTS IV. A EXPENSES REPORT An expense report must be submitted to the Finance Department of the company.

Each traveler is responsible for preparing and submitting their own report. In submitting expense reports, the following conditions must be applied: 1. Actual and reasonable expenses are reimbursed in accordance with the provisions of this policy and procedure. 2. Employee must submit expense reports during the week after incurring the expenses, or upon returning to the office, whichever is sooner. Failure to submit expense reports within (30) days, will disqualify the employee from receiving reimbursement for expenses incurred while traveling on company business. 3. Original or carbon copies of receipts for meals, accommodation, tolls, and any other business expenses must be attached or included in the expense report. IV.A.1 ACCOMMODATION See Appendix A for the form. The employee should make a report regarding his/her accommodation during the said business trip. It should state in the report the following: the type of the accommodation, the name of accommodation, OR No., Rate per nite, the number of nites stayed and the total expenses incurred. The report should be submitted to the Finance Department for checking purposes and approval for reimbursement. IV.A.2 MEALS See Appendix B for the form. The employee should make a report stating the meals availed during the business trip with proper documentation. Attached in the report is the original or carbon copies of receipts. IV.A.3 AIR See Appendix C for the form. Report regarding the air trip is stated here. Employee must state in his/her report the transportation used & aircraft carrier of his/her trip, the date of flight, the destination of the trip and the expenses incurred. IV.A.4 LAND See Appendix C for the form. Report regarding the land trip is stated here. Employee must state in his/her report the land transportation used in the said trip including the name of transport, the date of trip, the destination and the expenses incurred.

IV.A.5 SEA See Appendix C for the form. Report regarding the sea trip is stated here. Employee must state in his/her report the sea transportation used in the said trip including the name of vessel, the date of trip, the destination of the trip and expenses incurred. Attached also is the official receipt or the tickets used in the trip. IV.A.6 OTHERS See Appendix D for the form. Other expenses incurred during the duration of the trip should be documented as well by the employee. Stated in this report is the particular item of the expenses, a brief explanation of the purpose/reason of that said expenses, the date, and the cost. The employee should submit this report to the Finance Department of the company for validity and checking whether or not the items can be reimbursed. IV.B TRIP REPORT A traveler may be asked to prepare a Trip Report for the certain trips as determined by the Company. The company requires the report to be brief and straightforward. The following should be stated in this report: the purpose of the travel, location(s), the itinerary, discussions about the travel, recommendations and conclusions of the said trip. Attached in this report are the official receipts, official copy or carbon copy of the tickets and the used & unused tickets. The report must be submitted not more than (30) days prior to the arrival from the business trip. See Appendix E for the form.

APPENDIX A Accommodation Expense Report Form

Date: _____________ Type of Name of Rate/Nite Accommodation Accommodation No. of Nites Total

Total Expenses ____________

Submitted by: __________________ Checked by: __________________ Approved by: __________________

APPENDIX C

Transportation Expense Form Instruction * Please indicate a check mark () on mode of transportation taken Date Name of Destination transportation SEA LAND AIR Total

Total Expenses __________________

Submitted by: __________________ Checked by: __________________ Approved by: __________________

Appendix E

Trip Report Form Date: ________ Purpose of the travel: ______________________________________________________ _______________________________________________________________________ _ Location(s): _____________________________________________________________ Itinerary ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ Discussions: _____________________________________________________________ _______________________________________________________________________

Recommendations/Conclusions: _____________________________________________ _______________________________________________________________________ _

Signed/ Prepared by: ______________________ Submitted to : ______________________

Appendix D Other Expenses Form

Date: _____________

Date

Particulars

Purpose

Total

Total Expenses

_________________

Submitted by: __________________ Checked by: __________________ Approved by: __________________

APPENDIX B Meal Expense Report Form

Date: _____________ Meal(s) Date Per Diem Others Total

Total ____________

Submitted by: __________________ Checked by: __________________ Approved by: __________________