--000000000000a8a646062abb42a6 Content-Type: multipart/alternative; boundary="000000000000a8a646062abb42a5" --000000000000a8a646062abb42a5 Content-Type: text/plain; charset="UTF-8" Content-Transfer-Encoding: quoted-printable [image: image] Update: Travel & Expense Policy Hello All, We are excited to announce some important updates to the Travel & Expense policy for 2025. These changes will go into effect as of 1/10/2025. Below please find a summary of key updates to Coupa, the Brex card program and several processes that will align with changes made to the T&E policy. Support New support email address for internal stakeholders: coupasupport@thekey.co= m Updated Travel & Expense policy in 2025 The revised T&E policy will be published in advance of the 1/10/25 effective date, and all employees will be required to review and agree to abide by the requirements within it by signing an acknowledgment form. Daily meal allowance update Starting in 2025, a daily travel meal allowance will be introduced for employees traveling for business. Car Rental preferred in Coupa We encourage all employees to use Coupa for booking car rentals. Preferred rates have been secured with National and Enterprise, making it a cost-effective choice for business-related rentals. Lodging Lodging - Use of AirBnB, VRBO and other such lodging vendors is prohibited. Unless approved by your leadership. Air Travel Airfare Travel - No upgrades to premium economy or equivalent are permitted without advanced permission in writing by your manager. This approval must be received as support for the expense submitted in Coupa. Air Travel - Air travel insurance. Please note in the instance of a cancelled/changed flight, an employee should request credit to be used at a future time. Should an employee with credits leave employment at TheKey, the employee will request a refund from the carrier and reimburse TheKey for said amount. Employee Appreciation / Client Appreciation Gifts - All expenses on employee/client gifts and teambuilding should be in line with budgeted spend and the employee and their manager will be responsible for appropriate tracking. New Attendee Coupa functionality A new attendee tracking feature for business meal expenses will be introduced in 2025. The attendee feature requires employees to explicitly list individuals who participated in a business-related meal when submitting an expense report. This ensures proper tracking and compliance with company policies. Attendee names and details can be added directly within the expense report in Coupa. Subscriptions and Licenses All licenses for technical tools (i.e., Zoom, Adobe, etc.) should be procured through TheKey=E2=80=99s IT department (ITSupport@thekey.com). In = the event that the IT department cannot provide a license or access to a needed tool, written permission from a manager is required and should be included as support for all recurring instances of said spend. Any employees utilizing Amazon.com or 1800Flowers fo