Operating Procedure s1

Operating Procedure Title: SPECIAL HOTEL ACCOMMODATIONS Number: 30-012 Effective Date: July 1, 2003 Page 1 of 2

A. POLICY

1. This policy establishes the procedure for Metro-North Railroad employees to follow when directed to stay in New York City to conduct company business beyond their normal tours of duty.

2. When such business conditions warrant, these employees will be considered to be in travel status: they will be provided with accommodations at preferred hotels at company expense, as well as meal and other allowances described in Operating Procedure 30-005: Travel & Business Expenses.

3. Department heads or their designees ("DHs") must give prior written approval for hotel accommodations.

4. The Superintendent, Operations Support, GCT or the Assistant Director, Administration, Maintenance of Way ("the Administrators") must make all arrangements for lodging.

5. On October 1st of each year, the Director, Procurement and Material Management provide a list of preferred hotels and rates to the Vice President, Operations.

6. Lodging costs are billed directly to the Railroad; employees must pay for other expenses (e.g., meals) when they are incurred and request reimbursement thereafter.

B. STEPS

1. Employees who have been directed to stay in NYC contact their DH to request hotel accommodations.

2. The DH contacts the Administrator and submits a written request for an accommodation. The request must include the employee name(s), dates and justification, as well as appropriate accounting distribution information.

3. The Administrator requests authorization from the Director, Operations Administration.

4. Once the accommodation is authorized, the Administrator contacts one of the preferred hotels and secures a reservation and provides the employee with the hotel name and room confirmation number.

5. Employees will identify themselves at the preferred hotel at check-in by using their Metro-North ID badges.

6. At the completion of their stay, employees will review the bill, ensuring that they have compensated the hotel for any non-lodging charges.

7. Employees are not permitted to extend their accommodation without securing the authorization from their DH, who will notify the Administrators of the change.

8. The Superintendent, Operations Support, GCT will process the hotel invoice upon its receipt and compensate the hotel by use of a procurement contract or an AP-1.

9. As circumstances warrant, the Vice President Operations may authorize the Director, Operations Administration to reserve a block of rooms from a preferred hotel and assign them as needed.

10. Employees request reimbursement for allowable, non-lodging expenses by following the steps described in Operating Procedure 30-005: Travel & Business Expenses. Operating Procedure Title: SPECIAL HOTEL ACCOMMODATIONS Number: 30-012 Effective Date: July 1, 2003 Page 2 of 2

C. ADMINISTRATION

1. The Director, Operations Administration is responsible for the administration of this policy.

2. Exceptions to this policy must be approved by the Vice President Operations.

This procedure sets forth only guidelines and does not constitute a contract, express or implied. Metro- North expressly reserves the right to change or cancel this procedure at its sole discretion at any time.

APPROVED: Signed by George Walker, Vice President, Operations, on 6/27/03

Signed by Genevieve Firnhaber, Executive Vice President, on 6/30/03