FOR CUSTOMER REVIEW PURPOSES ONLY

ATTACHMENT A

ORACLE EXTERNAL GLOBAL TRAVEL AND EXPENSE POLICY

Updated: October 24, 2012

Oracle External Global Travel and Expense Policy

I. TRAVEL ARRANGEMENTS AND RELATED SERVICES:

Authorized Travel Agencies: All reservations for air, hotel, and car rental shall be booked through Oracle's corporate
self booking tool (herein referred to as "Oracle Travel Online") or with contracted travel agencies (herein referred to as
"Oracle Travel"). Changes while in route must be requested and confirmed utilizing the contact details from the Oracle’s
Buddy Badge to ensure that Oracle discounts are applied and employee whereabouts are tracked. See Oracle Travel
Contact Information for current contracted travel agencies and contact numbers at:
http://my.oracle.com/content/web/CNT375986#OracleTravel .

Contractors or other individuals (excluding Customer and Partner Travel) requiring business travel for which Oracle
bears the cost, Oracle Travel Online or Oracle Travel shall be used to book travel by first completing a Non Employee
Form submitting directly to Oracle Travel for processing. This form is available at:
http://my.oracle.com/content/groups/public/@empl/@fin/@gfo/@gptd/@tmc/documents/webcontent/cnt463135.htm .

Customer and Partner Travel sponsored by Oracle, a Customer / Partner Travel Process Global Authorization Form
must be complete and submitted for approval to the Office of the Chief Customer Officer. This form is available at:
http://my.oracle.com/content/web/CNT463141. Keep in mind that customer or partner travel will be reviewed on a case-by-case
basis and approved only with a compelling business justification. Further information please visit Customer & Partner
Travel Information.
 
II. ORACLE PREFERRED SUPPLIERS
 Preferred Travel Suppliers: Oracle's preferred and contracted travel suppliers shall be used to support global
corporate agreements. While preferred airlines offer Oracle discounts on airfares, these airlines should be used
only if they are the lowest cost for your business travel needs.
Preferred travel suppliers may vary by market and/or region and are updated regularly in the Corporate Travel
Website at: http://my.oracle.com/site/fin/gfo/GlobalProcesses/GPTD/Travel/index.htm . Oracle Travel Online and Oracle
Travel will highlight the preferred suppliers.
 Non-Preferred Travel Suppliers: Must be booked on Oracle Travel Online or through Oracle Travel and may be
considered without approval for the following situations:
o When a non preferred supplier offers a cost savings against a preferred supplier.
o When no preferred supplier is available for your travel request
III. TRANSPORTATION/TICKET TYPES
 
1. Air Transportation
 Reservation Source: Airline reservations must be booked through Oracle Travel Online or Oracle Travel.
 Advance Purchase Guidelines: Oracle Global Travel and Expense Policy require that all travel be requested /
booked at least 7 days prior to departure in order to realize cost savings. If your travel has been confirmed within
7 days of your departure, you will be required to select the proper justification within your booking process, and
then it will be reviewed and ticketed as soon as the Oracle Global Travel Approval process is completed.
 Preferred Airlines: While preferred airlines offer Oracle discounts on airfares, these airlines should be used only
if they are the lowest cost for your business travel needs. Airline selection may not be influenced by your mileage
or membership affiliations.

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 Reasonable Lowest Logical Airfare Policy: Employees shall accept the lowest and most reasonable/ logical
airfare within a 4 hour window presented by Oracle Travel Online or Oracle Travel. Oracle Travel is required to
present all options within a window of time 2 hour before and 2 hour after departure time request. On some
international flights, a longer time frame may be required in order to obtain the reasonable lowest logical fare.
Alternate airlines should only be used if cost is lower than Oracles preferred.
o Example- Flight requested at 8am, employees will be offered flights between 6am and 10am for cost
benefits.
 Connecting Flights: While connections are not mandatory, please consider these options if there is a substantial
cost savings to Oracle. If comparable flights and costs savings exist you may be requested to consider those
options.
 Fare Type Policy: Due to substantial airfare differences, Oracle Global Travel does not allow Fully Flexible
and/or Fully Refundable tickets to be purchased.
 Alternate Airport: While alternative airports are not mandatory, please consider if there is a cost savings to
Oracle.
Premium Service Classes:
 
Note: LOB budgetary constraints can restrict this entitlement.
 
Pre-trip: Exceptions of any nature need approval from CEO office. Please route your request via Travel in writing to
globaltravelapp_ww@oracle.com. DO NOT send any approval requests directly to the CEO’s office.
 
 
Under 7 Hours of continuous air Over 7 Hours of continuous air travel
Career Level travel per leg of a trip (not cumulative per leg of a trip (not cumulative total
total flight time across legs) flight time across legs)
M8 to M10 Travel at their discretion Travel at their discretion
M7 Business at their discretion Business at their discretion

M5, M6; IC6 Economy Business

M1 to M4 &
Economy Economy
IC0 to IC5

 Airline Tickets: Electronic tickets will be issued in all circumstances except in rare cases where a paper ticket
must be issued.
 Unused airline tickets/e-tickets (refunds, voids, exchanges): Airline tickets have a monetary value and shall be
treated as such. Employees must notify the Oracle Travel of trip cancellations prior to the first departure date
to initiate a refund and retain the remaining ticket value for potential future use. Employees shall not personally
benefit from any unused airline tickets. This action shall result in disciplinary action, up to and including
termination.
 Cancellations: For trips cancelled or substantially changed within 24 hours of ticket issuance, Oracle Travel in
most cases will be able to "reverse" the transaction.
 Risk Management: Maximum number of employees on one aircraft:
o Due to Risk Management/Insurance requirements, employees shall be asked to change flights if there are
already too many employees on that flight. Managers are responsible for making sure no more than half
their departments, up to a maximum of ten people, are booked on the same flight.
o No more than three Officers and/or Vice Presidents shall fly on the same aircraft. No more than two of
whom shall be from the same organization. In case more are found to be booked, employees shall be
asked to change flights.
o To ensure officer signatory representation is not disrupted, the CEO and CFO shall not fly on the same
aircraft.

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oExceptions shall be made by the CEO or the CFO as long as the approver is not part of the group that is
traveling together.
 Non-Commercial Aircraft: Employees are not permitted to pilot, charter, or be a passenger on non-commercial
aircraft while on Company business. Where there is no other alternative, chartered aircraft shall be approved in
writing, prior to departure, by both the CEO’s office and Risk Management. Any approvals obtained shall be
submitted with the expense report or attached to the purchase requisition.
 Lost/Delayed Baggage: The ultimate responsibility for retrieving and compensating lost/delayed baggage lies
with the airlines. Oracle will not reimburse employees for personal items lost/delayed while traveling on business.
 Excess Baggage: Employees will be reimbursed for excess baggage charges only in the following circumstances:
o When traveling with heavy or bulky materials or equipment needed for business.
o The excess baggage consists of company records or property.
o The excess baggage is authorized for relocation or long term travel (over 2 weeks).

2. Rail Transportation

 Reservation Source: Rail reservations are no longer bookable through Oracle Travel (variations by country may
apply). Train services shall be booked in the lowest logical class of business service. Employees shall be cost
conscious at all times when selecting class of service. Rail travel shall be considered when:
o Train fare is less expensive than air travel
o Door-to-door transit time is improved, or comparable to air travel
o Driving presents an inconvenience or business risk (i.e. traffic)

3. Ground Transportation

 Transfer Options: Consider ground transportation options carefully before renting a car. Public transportation,
shuttle services (i.e. Super Shuttle), taxis, airport or hotel shuttles often offer greater convenience and lower total
cost in metropolitan areas.
 Rental Cars: For insurance and liability reasons, Oracle’s preferred suppliers in country of destination must be
used, regardless of cost, and must be booked through Oracle Travel Online or Oracle Travel. Full details of the
rental car programs and insurance coverage can be found on the Global Travel Website. Air Travel should be
considered over a car rental if the drive to your destination is greater than 3 hours.
 Car Size/Type: Employees are expected to reserve the most economical car size to safely accommodate the
number of expected passengers. Oracle does not reimburse for luxury or sports car rentals.
 Fuel/Petrol: Fuel or Petrol charges for the rental car are reimbursable.
 Exceptions to use other suppliers besides the preferred supplier require approval from the Global Travel
Department at globaltravelapp_ww@oracle.com prior to booking.
 Accidents, Traffic Violations and Insurance: Insurance coverage and accident reporting processes are detailed
on the Global Travel Website within the FAQ’s.

These must be followed explicitly, but include the following:

 Immediately report accidents to local authorities (police), rental car agency, and Oracle's Risk Management
at: http://my.oracle.com/site/fin/gfo/GlobalProcesses/Risk/index.htm.
 Traffic/Parking offenses or violations are not reimbursable.

 Driving while impaired: Oracle does not condone the excessive use of alcohol and supports local laws regarding
driving under the influence of alcohol. Insurance provided by Oracle and/or car rental agencies specifically
excludes coverage for employees involved in accidents while impaired.
 Chauffeured Car Service: Chauffeured car service shall be used sparingly and only when there is a business
benefit (i.e. transporting high level customers), security risk, or cost advantage. Oracle shall reimburse point to
point chauffeured services (vs. stretch limo). Wait time will not be reimbursed unless justification is provided (i.e.

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delayed flight). The preferred suppliers within North America and India should be used at all times and the full
booking procedure and links are available on the global travel site under Ground Transportation.

IV. LODGING

Hotels

 Reservations and Payment: Hotel reservations shall be booked through Oracle Travel Online or Oracle Travel
and shall be settled using the corporate American Express card.
 Preferred Hotel Program: Oracle global negotiated rates are listed online and within the corporate self-service
booking tool. These hotels map closely to Oracle locations and often include additional amenities and services for
business travelers. Employees are expected to use preferred hotels unless justified for business reasons. See
http://my.oracle.com/content/web/cnt463445 for program details, a list of properties and negotiated amenities. Hotel
selection may not be influenced by your membership affiliations.
 Room and Rate Type: Standard/corporate room accommodations are reimbursable. M8 level managers and
above can book suites at their discretion and if business need requires, suites are not reimbursable for other
employees. The approval, plus justification for the room, shall be submitted with your expense claim. This does
not apply for “all-suite” or extended stay properties.

Pre- Approval is not required for the following hotel situations:

 If no Oracle preferred or negotiated hotels are available then employees may utilize non preferred hotels booked
via Oracle Travel Online or Oracle Travel in the area required without approval.
 Staying with friends or family.
 If there is a less expensive property than an Oracle Preferred hotel available on Oracle Travel Online or through
Oracle Travel.
 If you are attending a conference with a designated hotel that provides a lower rate for hotel accommodations and
must be booked outside the Oracle Travel Program.
 Club Events: Club events are bound by separate policies/budgetary constraints. Employees are only allowed to
book a standard room for these events. Please see the following link for exceptions at these events:
http://my.oracle.com/site/fin/gfo/GlobalProcesses/GPTD/MeetingsEvents/index.htm .
 No-Show, Rate Premiums, and other Fees:
o Oracle will not reimburse hotel no-show charges unless you have a valid cancellation number. Oracle
Policy states that all reservations should be cancelled and a cancellation number obtained before the hotel
deadline to avoid penalties. It is the employee’s responsibility to cancel reservations and secure a
cancellation number before the hotel deadline to avoid penalties. Please reference the Expense section for
process on no show expense reimbursement
o An extra room night to accommodate early arrivals on overnight flights is reimbursable if conducting
business the following morning.
o Some hotels charge early departure fees if not advised of the checkout date change at least 24 hours in
advance. If adequately justified, these fees shall be reimbursed

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