YGTC Travel Policy. All travel expenses incurred by travelers must be substantiated and documented in accordance with YGTC finance policy.

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1 YGTC Travel Policy POLICY STATEMENT Travelers (employees and volunteers) are responsible to ensure that travel expenses are for valid YGTC business-related purposes and are in accordance with YGTC policies and procedures. All travel expenses incurred by travelers must be substantiated and documented in accordance with YGTC finance policy. YGTC staff are allowed to include their personal reward/flyer miles information for airlines, hotels, etc., and may earn and keep them for their personal use. Approvers are responsible for validating that all expenses comply with YGTC policy, are a prudent use of YGTC funds, are adequately documented, and are submitted and accounted for in a timely manner. It is required that travelers use, Travel Leaders, YGTC preferred travel vendor. CONFERENCES/TRAININGS When traveling by yourself or with a group for conferences/trainings travel accommodations will be booked for you through Travel Leaders. If you wish to extend your stay (with supervisors approval), Travel Leaders will work with you individually to get the lowest rates available. You will be responsible for lodging and all other expenses due to your extended stay. If your flight expense is greater than the rest of the groups due to the extended stay you will be asked to pay YGTC the difference. If you find a lower priced flight/hotel on your own, please contact Travel Leaders and they will book this for you. YGTC will pay for hotel room and tax. You will need to give the hotel your credit card at check-in for hotel incidentals. DEPENDENT/COMPANION TRAVEL Travel and related expenses for spouse, family member or a traveling companion will not be paid or reimbursed by YGTC. Reservations for dependent/companion travel can still be purchased through Travel Leaders. The YGTC service fee will be charged to use their services. Any contracted discounts affiliated with YGTC cannot be applied toward a non YGTC employee or representative.

2 GROUND TRANSPORTATION POLICY Travelers should choose the least expensive ground transportation available to reduce travel expense including shared rides, taxi service, hotel shuttles and public transportation. Car rentals should only be rented when absolutely necessary, or when doing so reduces overall transportation charges to the YGTC. CAR RENTAL The YGTC utilizes Enterprise as the preferred vendor for renting a vehicle. To Rent in MN: Use the YGTC account number reference 19W0193 (the PIN is MNY if reserving online). This will link you to the YGTC contract rates and allow the rentals to be direct billed to YGTC. To Rent in Other States: The account number is XZ19113 (the PIN is STA). This will link you to the YGTC contract rates, but you will need to pay with a credit card account. Below is the sales representative contact for assistance. If you are renting a 15 passenger van, you will need to call our representative directly for booking. Katie Wegner Business Rental Account Representative office mobile fax kathryn.m.wegner@erac.com

3 TRAVEL DOCUMENTATION/REIMBURSEMENT REQUESTS Travel reimbursement requests should be submitted timely in Concur according to finance policy. See HR Policy for reimbursement specifics. Allowed out of pocket expenses: Mileage Bag Fees Taxis/Transportation Flight Change Fees Parking Meals Internet connection if being used for YMCA business Current Meal Guidelines: Like mileage, the Y uses IRS reimbursement guidelines for meals. The recommended maximum rate per person, per meal guidelines are: Breakfast - $7.00-$10.00 Lunch - $11.00-$16.00 Dinner - $23.00-$35.00 Include these costs in calculating per-person costs: Tax, gratuity/service charge, delivery charges. No alcohol purchases unless entertaining a volunteer who orders alcohol. Tip suggestion 15% with a maximum of no more than 20%. HOTEL RECEIPTS A final, itemized copy of your hotel bill must be submitted to substantiate the amount charged on the YGTC ghost credit card. We are working with Travel Leaders to potentially eliminate this requirement. TRAVEL ADVANCES Travel advances may be requested if out of pocket expenses are expected to be $500 or more or if travelling internationally. Itemized receipts of every purchase must be documented and returned to the Finance Department along with any unspent cash. Travel advances may not be issued from petty cash.

4 YGTC Travel Process YGTC employees are required to use Travel Leaders to make business travel arrangements with our dedicated corporate travel agent; Zoey Markling. This ensures proper tracking for preferred vendor programs policy compliance and assists the YGTC in locating you in the event of an emergency. Zoey Markling B (out of state) Zoey s office hours are from 7:30 a.m. to 4:00 p.m. Monday through Friday Travel changes or emergencies after normal business hours (5:30 pm) and on Saturday and Sunday should be made through our 24 hour Emergency Service Center by calling A per call/per service fee is charged each time a traveler calls the Emergency Service Center. Traveling on behalf of the YGTC has been categorized into three categories: Training, Required Certifications and Professional Conferences International and Mission Support Senior Executive YGTC Activities TRAINING, REQUIRED CERTIFICATIONS, AND PROFESSIONAL CONFERENCES All training, required certifications and professional conference type travel must be approved prior to booking your travel arrangements with Zoey Markling at Travel Leaders. You will need to submit a Training Request Form and Conference Application (found on the YShare Learning & Development page). The completed form and application must be sent to: Training.RequestForms@ymcatwincities.org. You will receive an approval code to book your travel after the form/application has been reviewed and accepted for travel. Please note travel arrangements will not be allowed without the YGTC approval code. Once you have been APPROVED to participate in a YUSA training or elearning please go to the Learning & Career Development Center (LCDC), Please read payment directions:

5 For YUSA classroom courses you will be given instructions and a discount code to register (if applicable). Please do not use a credit card, unless advised. For YUSA elearning s you will need to use a personal credit card (not a YBuy). You will be reimbursed by YGTC through Concur. Right now the functionality of buying these elearning s in bulk is not an option through YUSA. YGTC is working towards doing this. Conference registrations will be booked by YGTC Training and Development Department after the approval code has been assigned. The code must be supplied to our dedicated travel agent Zoey Marking with Travel Leaders at the time of booking. INTERNATIONAL AND MISSION SUPPORT This type of travel is managed by YGTC operations administration. Please contact Peggy Matthees to discuss and make arrangements. Direct Line Peggy.Matthees@YMCAtwincities.org SENIOR EXECUTIVE YGTC ACTIVITIES Please contact Peggy Matthees to discuss and make arrangements. Direct Line Peggy.Matthees@YMCAtwincities.org