Expense Reimbursement Policy

Entered into force on February 21, 2026.

On-chain voting result: association.dao.eth/transaction-hash

1. General Provisions and Objective

1.1. Subject: This Expense Reimbursement Policy (hereinafter the "Policy") establishes unified procedures and requirements for Authorized Representatives (hereinafter "Representative") of New Epoch Association (hereinafter the "Association") when requesting reimbursement for incurred expenses.

1.2. Objective: To ensure transparent, timely, and accountable reimbursement to Representatives of reasonable and necessary expenses incurred exclusively within the scope of the powers defined by the "Mandate" and the corresponding "Executive Act."

1.3. Applicable Law: This Policy is governed by the substantive law of Switzerland. Lex Cryptographica (protocol code) is applied subsidiarily.

2. Reimbursable Expenses and Limits

2.1. Reasonableness Principle: Only expenses that are reasonable, necessary, and directly related to the fulfillment of the Association’s Mission and the specific Representative’s Mandate are subject to reimbursement.

2.2. Reimbursement Limits: The total reimbursement amount shall not exceed the budget established in the relevant Executive Act by which the Representative was appointed.

2.3. Examples of Reimbursable Expenses:

2.3.1. Reasonable transportation expenses, including economy class air travel.

2.3.2. Accommodation expenses related to business trips.

2.3.3. Legal and audit fees incurred with prior approval of the Association (via On-Chain Voting or Executive Act).

2.3.4. Expenses related to storage or technical maintenance of the Association’s resources.

2.4. Non-Reimbursable Expenses: Personal expenses, fines, penalties, loan interest, as well as expenses incurred after termination of the Mandate, are not subject to reimbursement.

3. Reimbursement Request Procedure

3.1. Submission Deadline: The reimbursement request must be submitted no later than 60 calendar days from the date the expense was incurred.

3.2. Request Form: The Representative must submit the reimbursement request in the form established by the Association, usually by means of an on-chain transaction or other verifiable submission, which includes:

3.2.1. Description of the purpose of the expense and its connection to the Mandate.

3.2.2. Requested amount in Formation Tokens (hereinafter "FT") or other currency.

3.2.3. Hash-link to supporting documentation.

3.3. Supporting Documentation: Reimbursement is provided only upon submission of documented expenses, such as:

3.3.1. Originals or scans of invoices, receipts, tickets.

3.3.2. Bank statements confirming payment by the Representative.

3.4. Audit and Approval: All reimbursement requests are subject to review and approval by the Association’s community via On-Chain Voting, unless otherwise established by the Executive Act.

4. Effective Date and Amendments

4.1. Effective Date: This Policy enters into force simultaneously with the date and time of entry into force of the Governance Resolution.

4.2. Amendments: Any amendments to this Policy may only be made through Voting with Qualified Confirmation performed in accordance with provisions established in the Governance Resolution.

4.3. Notice: Continued use of the Association’s website, software, and Tokens after publication of amendments signifies user acceptance of the updated Policy.