Home > Travel and Business Expense Policy
AccountingWEB, Inc.
The "Travel and Business Expense Reimbursement Policy" begins on page -2- below.
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"Travel and Business Expense Reimbursement Policies"
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PolicySoft Travel and Business Expense Reimbursement Policy
This software is copyrighted
and subject to the terms of the license agreement that accompanied this
software. By using this software you agree to the terms of the
license agreement. If the agreement is not available, it can be
found at www.policysoft.com/license.txt
The purpose of this policy
is to document the allowable business expenses eligible for reimbursement.
These include necessary and reasonable expenses as defined under section
162 of the Internal Revenue Code. Also included is additional reference
information that may be useful to XYZ employees in submitting employee
business expense reports in order to receive timely reimbursement. If
you are not sure how to classify a certain expense, contact the Account
Payable Administrator for assistance.
This document is confidential
and a trade secret of the Company. As such, it is not to be copied,
duplicated, distributed, and posted on any electronic bulletin board
to any third party outside the Company.
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Shown below are the qualified
expense categories that appear on your expense reports. The employee
is responsible for proper classifications of expenses. Use only the
available categories.
Description | General Ledger Account Number |
Office Equipment (>$500) | 15151 |
IT Equipment (>$500) | 15152 |
Office Expense (<$500) | 67100 |
IT Expense (<$500) | 67200 |
Airfare | 67300 |
Lodging | 67400 |
Taxi | 67500 |
Mileage/Other Transportation | 67600 |
Meals & Entertainment – Out of town | 67700 |
Meals & Entertainment – In town | 67800 |
Postage | 67900 |
Dues and Subscription | 68000 |
Telephone and Internet | 68100 |
Cell Phone | 68200 |
Gifts and Promotion | 68300 |
Note: Tips are not a separate
category. Incorporate them into the cost of the product or service you
received.
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All expenses must be accompanied
by a receipt or supporting documentation. Failure to provide such will
result in denial of reimbursement. Meals of less than $5.00 value do
not require a receipt. The Company does not offer a per diem rate.
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Submitting fraudulent receipts
or falsifying your expense report will result in loss of your reimbursement
privileges.
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The following are not reimbursable since they are primarily for personal use: The exception to these items being reimbursable is if it pertains to client entertainment.
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All employees whose travel
expenses are expected to exceed $500 must have the Travel Authorization
form completed and authorized by their supervisor. An email from your
Supervisor authorizing the travel is acceptable provided that travel
details are stated in the email.
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Expense reports are due every
week on Tuesday by 5 pm. If you are unable to meet this deadline, you
are responsible to contact the Account Payable department and inform
them of the timing and approximate amount of your expense report. Branch
offices are to overnight their expense reports on Monday to ensure delivery
by Tuesday. Do not use priority morning delivery but standard delivery
instead. All expense reports in excess of $5,000 (the materiality
level for month-end close) are due the first day of the month-end close.
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The Corporate Travel Agency
is ABC Travel. All Company travel arrangements must be made through
ABC Travel. Agency hours are Monday through Friday, 9:00am 5:00pm PST.
Our travel agent contact is J. Doe. J. Doe's hours are 7:30am - 5:00pm
PST, Monday through Friday,
ABC Travel | |
Toll free number | 800-555-1000 |
Main phone number | 555.555.5555 |
Fax number | 555.555.5556 |
J. Doe’s direct line | 555.555.5557 |
J. Doe’s pager/voicemail | 555.555.7777 |
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In case of financial hardship,
an advance for travel may be granted. Complete the Check Request
form and have it authorized by your Supervisor. When submitting
your expense report, deduct the advance from your total expenses and
submit a check for any amount remaining (if any) due to the Company.
A permanent advance may be granted to Sales Agents that have a territory
to cover and have much overnight travel. This advance must be
paid immediately upon termination.
All travel related expenses
should be paid by the employee and submitted for reimbursement according
to the following categories and guidelines:
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ABC Travel has been directed
to obtain the lowest airfare available for all domestic and international
flights. Accommodating employees with frequent flier programs who desire
an alternative airline will be accommodated, as long as there is no
additional cost to XYZ, Inc. Contact J. Doe for further information
on frequent flier programs. ABC Travel does not book reservations for
Southwest Airlines, which must be ordered through the Internet. Plan
as far in advance as possible in order to take advantage of early purchase
discounts. Itineraries are not valid receipts
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Train travel is only permitted
as an alternative to air travel provided the travel is performed on
weekends, unless the employee has a documented case of fear of flying
and has been excused by a medical physician. The travel distance is
limited less than 500 miles.
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The Company has a corporate
account with ABC rental car company. Try to use this company unless
availability dictates otherwise. Guidelines to follow when renting cars:
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The traveler is entitled to
claim round trip mileage at $.xx per mile. For employees whose office
is located in their home, all business mileage is reimbursable. For
employees assigned to the Corporate office, mileage to and from home
is not reimbursable. Destination and reason for all mileage claimed
must be included on the Mileage Record Worksheet and totals on the Employee
Expense Report.
For Corporate employees mileage
from your home to the office is not reimbursable. Mileage incurred in
excess of the daily commuting miles is reimbursable at the rate shown
above. Mileage is not reimbursable while using Company provided vehicles.
Two trips to the airport when
performed by a spouse to drop off/pickup the employee is allowed, since
cost savings on parking are beneficial.
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Employees will be reimbursed
for telephone and fax expenses incurred, including any installation
costs and supplies which are necessary to perform job duties. Note the
requirements for reimbursement as follows:
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All employees authorized to
use cellular phones will be reimbursed a maximum of $50.00 per month
for business related calls made on personal cellular phones. Recurring
monthly charges where free minutes are provided are reimbursable by
the percentage of business phone calls made versus total phone calls.
Itemized cellular phone bills are required with payment requests and
will be closely audited. When calling the Corporate Voicemail system
do not call the Company's 800 number when using your cellular phone.
This is primarily due to the fact that two charges will be incurred;
one charge from the cellular service provider and XYZ, Inc. Corporate
is charged for use of the Company’s WATS Line. Rather, call your extension
and enter voicemail by pressing the pound sign after your greeting begins.
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Long-term parking should be
used for travel exceeding 24-hours.
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Parking permits may be purchased
for Employees if free local parking is not available. These permits
must be authorized by the Human Resources Manager and should be expensed
by the employee on an expense report form.
Parking violations are not
a reimbursable expense.
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Employees should evaluate their
individual circumstances and select the safest, most economical alternative
when traveling to and from all destinations.
Taxi, shuttle, and public transportation
expenses should be itemized on the "Taxi/Airporter' line of the
expense report and must be accompanied by a receipt.
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Hotels in the range of $50
-$150 per night for a single, standard room are to be used in all non-metropolitan
areas. In larger cities (i.e. New York, Los Angeles, Honolulu, Chicago)
travelers should stay in safe, secure accommodations available in the
range of $150-$250 per night, if located in the metropolitan area.
In-room movies and use of hotel
gym, massage services, and sauna facilities will not be reimbursed.
Laundry services and valet
parking are generally considered non-reimbursable expenses. However,
hotel stays in excess of 5 days may warrant the use of laundry services.
Exceptions must be approved by your immediate supervisor.
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When traveling overnight, employees
will be reimbursed for two meals per day. Total daily meal expenses
should not exceed $40.00 for the employee traveling. Note: this is not
a per diem. All meals expensed must have receipts.
When expensing meals, please note the following:
Detachable tabs from dinner checks are not considered valid receipts and will not be accepted. A register receipt or a copy of the dinner check must be submitted.
Tips may not exceed 20% of the cost of the meal.
Alcohol is considered a non-reimbursable expense.
All meals should be entered under the correct date in the corresponding category (breakfast, lunch, dinner). If there are multiple receipts for one meal, please list separately (do not add).
Receipts should describe who attended and the business purpose.
This information can be written
on the back of the receipt itself or on the expense report.
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Overtime meals are permitted
if employees work 10 hours or more in a day. Reimbursement is limited
to $10 per day. Receipts are required.
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The following events are reimbursable
up to the limitations shown below:
Event | Reimbursable? | Limitation |
Department Luncheons | Yes | Monthly budget |
Birthdays | Not | n/a |
Employee Exit Luncheon | Yes, after employee’s first anniversary | $15 per person |
Holiday Luncheon | Yes | Per Department Budget |
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Clubs and memberships are not
a reimbursable item. All club and membership fees are budgeted items
and are to be processed as standard accounts payable transactions.
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Child care is not a reimbursable
item with the following exceptions:
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Personal losses while on Company
business are not reimbursable.
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Gifts and flowers are a budgeted
item and are subject to budget limitations. Only department managers
or above may submit expenses for reimbursement.
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The requirements for expense
reports and approvals are as follows:
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