<p>Operating Procedure Title: SPECIAL HOTEL ACCOMMODATIONS Number: 30-012 Effective Date: July 1, 2003 Page 1 of 2</p><p>A. POLICY</p><p>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. </p><p>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.</p><p>3. Department heads or their designees ("DHs") must give prior written approval for hotel accommodations.</p><p>4. The Superintendent, Operations Support, GCT or the Assistant Director, Administration, Maintenance of Way ("the Administrators") must make all arrangements for lodging.</p><p>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. </p><p>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.</p><p>B. STEPS</p><p>1. Employees who have been directed to stay in NYC contact their DH to request hotel accommodations. </p><p>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.</p><p>3. The Administrator requests authorization from the Director, Operations Administration. </p><p>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. </p><p>5. Employees will identify themselves at the preferred hotel at check-in by using their Metro-North ID badges.</p><p>6. At the completion of their stay, employees will review the bill, ensuring that they have compensated the hotel for any non-lodging charges.</p><p>7. Employees are not permitted to extend their accommodation without securing the authorization from their DH, who will notify the Administrators of the change.</p><p>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. </p><p>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. </p><p>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</p><p>C. ADMINISTRATION</p><p>1. The Director, Operations Administration is responsible for the administration of this policy.</p><p>2. Exceptions to this policy must be approved by the Vice President Operations.</p><p>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. </p><p>APPROVED: Signed by George Walker, Vice President, Operations, on 6/27/03</p><p>Signed by Genevieve Firnhaber, Executive Vice President, on 6/30/03</p>