Authorized Expenses and Reimbursement Procedure Follow

1. Purpose

The purpose of this SOP is to outline the procedures and policies for Authorized Expenses and Reimbursement Procedure.

2. Scope

This SOP applies to all crew members employed by DG3 who are submitting requests for reimbursement.

3. Policy Statement

It is the Company’s Policy to reimburse seafarers for necessary and reasonable travel expenses that are related to joining and signing off from a vessel. Seafarers are responsible for complying with this Policy. Seafarers submitting expenses that are not in compliance with this Policy risk delayed, partial or denied reimbursement.

4. Procedures

4.1 Authorized Expenses

Authorized expenses are travel-related expenses that include costs of travel from the seafarer’s home port to cruise ships and from cruise ships to the seafarer’s home port.

These expenses include:

• Port of arrival transportation (taxi, bus, train), in cases not pre-arranged   
• Meals per diem rate is $30.00    
• Luggage:

The allowable weight of luggage for international flights is 40 Kg, while the allowable weight of luggage for Domestic/Local Flights is 20 Kg.

Only the overweight variance from the International Flight allowable weight to the Domestic/Local Flight allowable weight is reimbursable.

• Uniform:

Shoes (1)

Jacket (1)

Shirt day (2)

Shirt night (2)

Belt (1)

Stripes (2)

Tie (1)

Pants (2)

Skirt (2)

Coveralls (1)

• Visa expenses such as Schengen, C1D, and others
• Medical expenses with a maximum reimbursement of USD250

The following are not reimbursable expenses:

• Any personal expenses that are not related to travel from the seafarer’s home port to cruise ships and from cruise ships to the seafarer’s home port.
• Alcoholic beverages
• Tips
• Lost personal property (e.g. luggage). Note that these items may be covered under a separate policy.
• Personal purchases (gifts, souvenirs, etc.)

4.2 Reimbursement Procedure

• Requests for reimbursement – a properly filled expense report along with the receipts - must be submitted via email: maryjoy.manzanares@dg3.com. Once checked, the expense report will be submitted to the Sr. Director of DG3 for approval.

The email must include copies of receipts for all expenses submitted in the form of a readable attachment (pdf or jpg).  A credit card statement is not acceptable proof of purchase. Expense reimbursement requests with all required documentation must be submitted within 14 days of being incurred. All reimbursements are subject to DG3 approval. A no receipt no reimbursement policy must be followed strictly. Xe.com is to be used for the conversion rates.

5. Special Instructions

• This policy is subject to change based on feedback and operational needs.
• Any exceptions to this policy must be approved by the DG3 Director in writing.