Purpose and Scope

Unless otherwise stated in a contract executed by Akumin and the applicable party, this Third-Party Travel & Expense (“T&E”) Reimbursement Standards framework establishes the requirements for any travel and related expenses incurred by contractors, consultants, vendors, and other third-parties (“Contractors”) performing services for Akumin Operating Corp., its subsidiaries, or its affiliates (collectively, “Akumin”).

The purpose of this document is to ensure that all reimbursable expenses are reasonable, cost-controlled, properly documented, and directly related to a legitimate business purpose. Adherence to this document is a mandatory condition for reimbursement.

General Reimbursement Principles

Before any expense is incurred, all Contractors must understand these core requirements. All expenses must have a clear and legitimate business purpose. Any expense failing to meet these conditions will not be reimbursed.

1. Prior Written Approval is Mandatory: Reimbursement is only permitted for travel and expenses that have been pre-approved in writing by the applicable Akumin business lead. This approval must be obtained before incurring any costs and must be tied to an active, fully executed agreement with Akumin.
2. Original, Itemized Vendor Receipts are Required: Every expense, without exception, must be substantiated with an original, itemized receipt issued directly by the vendor (e.g., the airline, the hotel, the restaurant). Contractor documents like credit card statements are not acceptable substitutes.
3. Guest & Attendee Documentation: If a reimbursable expense involves guests (such as a business meal or transportation with Akumin personnel), the Contractor must provide the full names, titles, and company affiliation for each attendee. The inclusion of a guest does not waive the requirement for an itemized receipt or the applicable daily spending caps.
4. Expenses are Passthrough Costs Only: All expenses are reimbursed strictly at their actual cost. No markup, margin, administrative fee, or other overhead may be added to any reimbursed expense.
5. Timely Submission: Expenses must be submitted for reimbursement within 30 days of being incurred. Requests submitted after 60 days are considered stale and will not be eligible for reimbursement.

Contractors Responsibilities & Non-Reimbursable Costs

Travel Risk: Akumin is not responsible for reimbursing travel-related costs (airfare, lodging, etc.) that are cancelled, changed, or unused for reasons not attributable to Akumin. Contractors are responsible for managing their bookings to minimize financial risk.

Tools and Equipment: Contractors are solely responsible for providing all tools, equipment, materials, technology, and other resources required to perform their services. Costs associated with these resources are not reimbursable and must be factored into the Contractor’s professional fees.

Personal & Combined Travel: If personal travel is combined with a business trip, reimbursement will be limited to what the cost would have been for the business portion only. A cost-comparison quote for the business-only travel, obtained at the time of booking, must be submitted with the expense report.

Gratuities (Tips): Reasonable gratuities for services such as meals and ground transportation are reimbursable. A tip may not exceed 20% of the pre-tax service cost and must be clearly itemized on the submitted receipt. The total expense, including the tip, must still fall within any applicable category caps (e.g., the $75 daily meal limit).

Specific Expense Category Rules

All monetary caps are in U.S. Dollars (USD). Expenses in other currencies will be converted to USD.

General Non-Reimbursable Expense List

This is a non-exhaustive list provided for clarity. The following are never reimbursable:

• Alcohol
• Airline or hotel upgrades
• Entertainment, recreation, or personal items
• Travel insurance or trip protection
• Loyalty program fees or club memberships (e.g., CLEAR, airline lounges)
• Fines, penalties, or late fees
• Gifts of any kind
• Expenses for spouses, family, or other non-Akumin personnel
• Gifts, travel, or meals provided to patients or referral sources on behalf of Akumin, regardless of business context or intent
• Any expense lacking the required documentation

Invoicing and Documentation Process

To ensure timely payment, all invoices must adhere to the following structure:

• Separate Line Items: Invoices must clearly distinguish between Professional Fees and Reimbursable Expenses.
• Attach All Receipts: Each reimbursable expense listed must correspond to an attached original, itemized vendor receipt.
• No Bundling: Expenses that are bundled, estimated, or unsupported by receipts will be rejected.
• Guest Documentation: If an expense includes guests, each guest’s name, title, and business purpose must be clearly noted on the corresponding invoice line item or attached receipt.

Standards Enforcement and Questions

Failure to comply with this document may result in denied reimbursement, invoice rejection, payment delays, or the enforcement of other contractual remedies. Repeated non-compliance may impact a Contractor’s eligibility for future work with Akumin.

Akumin reserves the right to interpret, amend, update, or revoke this document at its sole discretion, at any time and without prior notice.

Questions regarding the Third-Party Travel & Expense Reimbursement Standards should be directed to the Akumin Procurement Department.