Travel GUidance for Associates

Travelling for Primeast Guidance on Wellbeing, Documentation, Booking & Reimbursement)

Contents

Welcome, Bienvenue, Sawat-de Ka!

4

Insurances

12

Flights

13

Your Choice

5

Rail

14

UK Citizens Travelling After Exit from the EU 6

Accommodation and Travel

15

Fees and Expenses

17

Cultural Preparation

7

Reimbursement

18

Passport, Visas, Driving licences

8

Safety and Security

19

Contact Us

21

Health and Wellbeing

10

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Welcome, Bienvenue, Sawat-de Ka!

So, now you’re considering taking up an assignment which involves travelling out of your home territory. Whether this is just a car (or motorbike) journey away or a long distance flight you’ll need to read this guidance.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Your Choice

Our core team have often been described as adventurous types and in some cases 'fearless' travellers who relish opportunities to travel to remote and obscure destinations. However we do appreciate that not everyone is so comfortable with that or even has freedom to travel. Opportunities are offered with no expectation that you would say yes as it does come with additional responsibilities, preparation and advance outlay. If you do decide to travel on Primeast work you will need to check what the visa and in-country legal, travel status and health requirements are before committing to an assignment. Please ensure you have plenty of time to make your applications, attend any appointments and have your passport available for lodging with the authorities for visa stamping.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

UK Citizens traveling after exit from the EU

UK citizens please check the UK Government updates and the destination country’s requirements if travelling to the EU, Switzerland, Norway, Iceland and Liechtenstein: https://www.gov.uk/government/collections/providing- services-to-eea-and-efta-countries-after-eu-exit.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Cultural Preparation

If you are travelling to an unfamiliar region, make sure you are prepared for the culture and people you will meet. We have a wealth of experience and knowledge in our UK team and across the network if you want any tips, from dress code to tipping or common protocol mistakes. Just ask!

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Passports, Visas, Driving Licences

Passports A current passport (with 6 months left before it expires) will be needed. If a visa is also needed, please check you will have an available passport at the time of applying for the visa. Visas You’ll need to apply for your own visa arrangements - please check early for the visa needs and how long the process takes - it can be a lengthy procedure.

We can usually recover the costs of obtaining visas from the client provided all actions have been taken within a reasonable time and have not required additional expense for late applications.

Documents you may need to obtain a visa:

 LOI (letter of invitation) from the client. LOIs can take a number of weeks to obtain, and there may be additional legal processes needed prior to that - our maximum so far has been 6 months! There may need to be some form filling and translation of key documents before the LOI can be obtained.  Supporting letter from Primeast

Your programme coordinator can facilitate access to the client for their assistance but the rest is down to you to research and organise.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

 Yellow fever certificates (for some equatorial regions)  Passport – of course. Some people hold two passports because they need to travel on one while a visa is being obtained with the other.  Additional passport photographs  A visa application form, usually available online This list is not exhaustive. We are seasoned travellers but not travel experts so do check with visa service specialists or embassy of the destination country direct.

Please also check driving licence requirements if you plan to drive to or hire a car in the destination country.

NB: the Covid-19 pandemic may require you to take tests, self isolate on return or show proof of vaccination. Please check with the requirements of your country and destination country.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Health and Wellbeing Keep Safe, Stay Well and Be Insured! Please check the local requirements such as the need for:  Vaccinations  Malaria preventatives  Emergency medical kits

Whilst we care about your health and wellbeing, this remains your responsibility. We will endeavour to recover as much cost of vaccinations etc as possible from clients on your behalf. You need to understand and comply with local medical advice (eg long sleeved shirts etc in malarial regions). Health issues locally – again please keep up to date with advice for travellers – not just going there, but check there are no restrictions on returning home from problem areas. We ask you for emergency contact details on the Associate Portal database in case we are asked to contact someone on your behalf while on assignment.

 Compulsory health and safety equipment  Advice for aftercare on your return home

You may need to certify you've taken health advice or had relevant vaccinations. This may extend to medical testing to satisfy in-country requirements. Please liaise with your programme coordinator for any specific client requirements and check health certificate requirements for obtaining visas.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Insurances Our insurance does not extend to associates, so you will need to check that your own insurance covers travel and healthcare in the locations of your visit. We have had instances where family emergencies have prevented travel and we cannot underwrite the cost of cancelled flights. So, please ensure your travel arrangements are insured. It's just another one of those items which goes with international work. Booking Travel You will be responsible for making all your own travel arrangements, unless advised differently. Your programme coordinator can facilitate access to the client for their assistance but the rest is down to you to research and organise.

Some clients may make some arrangements so please check with your programme coordinator. Please don’t book any travel tickets until confirmation has been received from the client. Feel free to chase us for this, or if you are liaising directly with the client, please get confirmation on email that you can go ahead and book travel. Check with us for any restrictions on expenses prior to booking. Client’s own travel services – some clients extend their internal travel services to us – check with us if this is the case. Our care for the environment value means we would prefer public transport be taken, however we know this is not always practical or possible. Remember we have a reputation of modest spending on expenses.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Flights

Check with the Primeast Business Operations team or client manager if you are unsure about permitted travel expenses – whether economy or business flights. Please consider the various options for your flight journey – not necessarily the cheapest if it is possibly unreliable (too many tight connections or no contingency for delays) and not the most expensive. Please be considerate of the cost as we try to offer our clients best value. The duration of the flight may allow for business class, otherwise economy will be the standard. If you find your flight appears to be more costly than expected, please allow us to check with the client first. We offer our clients a 'no surprises' guarantee on expenses.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Rail

Standard or economy travel is our usual class of train travel.

Transfers If your destination is not easily reached by public transport or taxi, then car hire is permitted. Occasionally clients will organise transfers and you will be advised of this (usually in Middle East, Africa and some Far East regions). If the client requires you to use their transfer transport, then there’s usually a good reason.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Hotels Our preference is always for you to stay in reasonably priced accommodation in a location that is safe and convenient for the venue you're working in. So not 7 star, not 1 star! If your work is at a hotel venue, then stay at that hotel. Taxis For shorter in-city journeys taxis are fine to travel between airport, venue or hotel. Car Mileage Our standard UK mileage rate is currently £0.45 per mile. The US mileage rate follows the IRS standard set annually. Unless otherwise notified other country mileage rates will be based on the UK rate. Accommodation and Travel

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Fees and Expenses

Receipts Please ensure all receipts are submitted in support of re- claiming travel costs. We cannot guarantee to refund the cost without receipts . Fees It is not usual to pay fees for travel days. If we can get prior approval for travel day fees then we will pass that on. For us, it’s part of the work we do as an international consultancy. However if you want to extend a visit to explore at your own cost, discuss it with your client partner - there has to be some benefit after all! Different clients have differing policies regarding travel expenses. We would normally reflect these in our arrangements with you. If they are particularly punitive we may decide to make up a shortfall.

This should be checked with your programme coordinator or client manager prior to making arrangements. You'll need to pay for your expenses and we will reimburse your invoice (with receipts). You can seek your Client Manager's discretionary approval to expedite refunding large outlays (eg a business class flight to Africa). We reimburse using an exchange rate fixed by FT.com with the offer that if it is more than 5% lower than your actual charges over the course of a year then we can refund the difference. Sadly we cannot supplement the credit card companies' inflated exchange rates as a matter of routine. We also anticipate you will make use of VOIP or other free services for keeping in touch with home and therefore phone charges are not reimbursed unless specifically needed for the assignment being undertaken.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Reimbursement

Please note We are in the process of rolling out a mobile app for expense claims so watch out for this change coming.

To reimburse you for expenses, we need an expenses form submitting and this will be provided to you as a spreadsheet showing the exchange rates to use. We will provide your home country and destination country exchange rates, so if your journey takes you into another currency, let us know in advance so we can add that to the expense form. Return the spreadsheet in the Excel spreadsheet format, not pdf or any other format, please. This is for our accounting software and other formats will delay your payment. Please provide electronic copies of all receipts (unless hard copies have been requested). Send these with your spreadsheet and invoice to avoid delays in us invoicing our client and you getting paid. We may not be able to reimburse you without them.

Working for Primeast LLC in US You will need to submit your invoice and expenses through bill.com and will need to set up on that system (see the operations and administration guidance).

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Safety and Security

When we travel to areas which may be subject to periods of civil unrest or natural disasters, we follow our Government’s Foreign Office website's advice to travellers. We suggest you do the same. Aside from insurance issues, we want you to be safe. Even with the green light to travel, some clients may decide to cancel because locally they feel the risks are too high. We appreciate their local insights and accept their counsel. They may require you to use their escorted transfer services. Please ensure the Primeast programme co-ordinator has your flight and itinerary if travelling extensively on our behalf. We will endeavour to check in with you via Skype or text at least once during your long-distance visit.

Otherwise it would be good for us to get a quick text or email to say you’ve arrived safely at destination and safely home too. If you do encounter a problem and need some remote support, we will try our best to help. If it would help, we can hold a scan of your passport in case of emergency but that is your choice. If you are attending a client’s secure site, please ensure you have some photo identification with you, such as passport or social security card (not just the number). This may be required to gain access. Please also remember that some client sites may invoke a drug testing policy on visiting contractors.

www.primeast.com T: +44 (0) 1423 531083 (EMEA) | +1 609 642 8821 (USA)

Contact us

Our blended delivery includes an increasing amount of virtual delivery. For more information about this and how you can complete your VILT training with Primeast, go to VILT Certification or speak to a member of the team.

If you have any questions regarding travel arrangements please contact your programme co-ordinator or client partner.

Primeast LLC (USA HQ) 1600 Perrineville Road Suite 2-325, Monroe Township NJ 08831-4924 USA T: +1 281 9133328

Primeast Ltd (EMEA/Global HQ) 5 Greengate Cardale Park Harrogate HG3 1GY UK T: + 44 (0)1423 531083

primeast.com