Travel and Expense Policy
Purpose
The purpose of this policy is to:
a) Describe the types of expenditures that are reimbursable by the company.
b) Inform employees of their responsibilities to control and report travel and entertainment.
c) Describe the process for an employee to file and obtain travel expenses and reimbursement.
Employee Travel & Business Expense Guide
This guide is intended to aid the <Company Name> business traveler and <Company Name>
management by setting forth guidelines and reporting requirements related to <Company Name>
expectations and IRS regulations.
All travelers and Managers bear responsibility for cost-effective business travel. Each Manager
should carefully review and approve all Expense Reports. Items not considered reimbursable
should be brought to the attention of each employee prior to being submitted to Accounting.
While these guidelines are intended to be comprehensive, it is impossible to anticipate every
situation encountered by a traveler. The traveler, is expected to apply these guidelines on a
conservative basis, consistent with normal living standards and, where the policy is silent, to
exercise good business judgment.
General Travel Policy
It is the Companys policy to reimburse employees for all expenses necessary, reasonable and
actually incurred when traveling on authorized company business.
Travel expenses must be properly documented and approved on a Travel Expense Report. It is
each employees responsibility to adhere to policy when involved with expenditures on behalf of
the company. Further, it is the responsibility of the manager to be familiar with the reason for the
expenditures and to be satisfied that they have been reported in a manner consistent with the
recognized policy.
Employees are expected to:
a) Exercise good judgment with respect to expenses.
b) Spend the companys money as carefully and judiciously as they would their own.
c) Report all expenses and advances promptly and accurately with required documentation.
Procedures:
1) Travel Agent Procedures
<Travel Agency Name> is our Corporate Travel Agency. Travel arrangements may be
booked through any available agent. The telephone number for their local office is <(xxx)
xxx-xxxx>.
The travel agent will be responsible for obtaining the lowest fares and lodging expenses
available. If you need to stay at a particular hotel that is more expensive than the designated
hotel, you must have proper justification to do so before travel arrangements are booked.
The same procedure applies for cars, airfares, etc.
2) Air Travel
All employees traveling via air carrier must utilize Lowest Fare Routing (LFR). LFR is
quoted logical lowest fare for the business trip, which will (where possible):
a) Provide cost savings for the round trip air ticket.
b) Result in total layover time not exceeding one hour.
c) Increase the one-way total elapsed trip time by no more than two and one-half hours.
d) Require no more than one interim stop each way.
Exceptions to this policy statement will be allowed with approval by the employees
supervisor so that additional cost is authorized.
International air travel outside of the U.S. and to overseas locations will be by LFR.
All travel reservations should be made as far in advance as possible to take advantage of
available discounted airfares.
Business and First Class travel is not allowed unless it is at the employees expense.
Employees who are enrolled in airline incentive programs are permitted to utilize their
personal upgrades along with the Companys booking of the lowest available fare.
Reasonable stopovers enroute may be approved provided that:
a) They do not interfere or adversely affect achievement of the desired business objective.
b) They do not result in any significant loss of work time.
c) The travel expense claimed from the Company does not exceed either the actual cost, or
the cost of the applicable air fare between the place of departure and the business
destination, whichever is the lesser.
d) Approval must be obtained in advance from the appropriate manager.
If such a stopover is made, the Company, assumes no responsibility or liability of any kind
for any employee actions or activities during or occasioned by the stopover.
Airline tickets are considered legal tender and care should be taken not to lose or destroy
them. Return any unused tickets or portions of tickets to the company. The tickets will then
be returned to the travel agency for proper credit. Do not return any unused tickets directly
to the airlines.
Employees will be required to submit all company paid airfare receipts incurred while
traveling. Used airline tickets should be attached to your expense report.
3. Car Rental
Please note that car rental discounts are base on volume. The travel agent will be able to tell
you which rental agency we use at the time you make your reservations.
All travelers should follow the listed guidelines:
Number of Travelers Class of Car
1-2 Compact
3 Intermediate
4-5 Full Size or Wagon
Insurance should not be purchased from the rental agency and will not be reimbursed. All
drivers must hold a valid drivers license or a car may not be rented.
Car rentals are generally the most expensive mode of transportation and should only be used
when the nature of the trip or the locations of the customer being visited is such that the use
of local transportation (i.e. taxis or limousines ) is not practical or would be more expensive.
4) Personal Auto
An automobile personally owned by an employee and authorized for business use will be
compensated when actually driven for such purpose and will be reimbursed a fixed amount
of <$0.xxx> per mile. Mileage should be fully documented as to date, starting location,
ending location, persons visited, the business purpose, and the business miles.
5) Taxis
Taxis should be used when other reasonable and less expensive forms of transportation are
not readily available. In traveling away from home, overnight living accommodations
should to the extent practicable, be selected so as to eliminate or minimize the need to use
taxis or other local transportation. When taxis are used, they should be shared to the
maximum extent possible by employees traveling together on Company business. A receipt
for the fare charged must be obtained by the taxi driver.
6) Hotels
At the time the hotel reservations are made through the Companys travel agent, the best
available rate with reasonable quality accommodations, at the most convenient location, will
be obtained. Upon arrival, the traveler should verify that the rate that is shown on the
itinerary is the rate they receive. The travel agent has an extensive list of qualified hotels
worldwide that provide the most advantageous rate to the Company.
7. Meals
The employee should normally select restaurants which are reasonably priced for the locality
and which are consistent with normal living standards. Receipts must be attached for all
meals purchase while on business.
Business related meals for customers or with other employees must be described as follows:
date, amount, place and explanation of nature of business. A list of names of those
entertained must be included. A receipt is required for all entertainment expenses regardless
of the amount. Business conferences over meals may be reimbursed with proper approval.
Wine and bar tabs are reimbursable only if they are associated with a business meeting and
are not excessive. Entertaining other employees, unless for stated business purpose, is not a
reimbursable expense.
8) Business Entertainment
Business entertainment is limited to the cost of meals and beverages furnished in a hotel
dining room or a restaurant.
Since the presumption is made by the IRS that entertainment is not related to the Companys
business, it is generally necessary to demonstrate that such expenses are associated with the
active conduct Companys business. Therefore, such entertainment must have either directly
preceded or followed a bona fide business discussion. Since the company must be prepared
to substantiate this expense, the following information is required when reporting company
expenses:
a) Date and place of entertainment
b) The partys name, title and firm must be stated on the Travel Expense Report.
9) Long Distance Calls
Employees traveling on Company business are permitted a reasonable number of telephone
calls home to verify arrival at destination, make arrangements for returning home, and to take
care of urgent personal matters which cannot wait.
Frequent <Company Name> business travelers will be provided a calling card for long
distance and local phone calls while traveling on business. The calling card should be used
whenever possible.
When an employee is traveling five or more days, a single personal call home for a limited
time is acceptable for domestic travel. On an overseas trip, telephone charges are
considerably higher cost, and discretion should be used. When necessary due to an
emergency, a call on minimum time basis may be made. Most hotels in foreign locations
impose a surcharge on telephone calls. These surcharges can be as much as 40% of the basic
charge. Therefore, employees are encouraged to make calls, including allowable calls, from
Company locations to take advantage of the lower cost.
10) Cellular Phones
Cellular phone expenses are reimbursable on a monthly basis as follows:
For Sales Representative:
a) 50% of monthly service charge
b) 50% of all taxes
c) All business related calls
For all other employees:
a) Business related calls only.
The following items are not reimbursable:
a) Initial purchase, lease or installation of cellular phones.
b) Personal calls.
c) Answering services on cellar phones.
A copy of the cellular phone bill with all business related calls high-lighted must accompany
your Expense Report.
11) Cash Advances
Upon Request, frequent <Company Name> business travelers will be given an advance to
provide funds for authorized future company expenses. Advances will only be given to
employees traveling on Company business.
A cash advance of up to U.S. $100.00 per day of travel on Company business may be
requested by completing a Check Request for Cash Advance.
All requests for Travel Advance must be approved and submitted to the Accounts Payable
Department at least (3) business days prior to the travelers departure.
Any excess of advanced funds over expenses must be remitted promptly with the expense
report. Delinquent notices will be sent on advances that have not cleared within thirty (30)
days from issue date. You may not request any further advance if you currently have an
advance outstanding that has not been resolved.
12) Miscellaneous
The company does not pay for dry cleaning expenses while on a trip of less than five (5) days
duration. However, where circumstances require these services, these expenses will be
reimbursed. Please document your explanations on the Expense Report.
The payment of tips and gratuities should be limited to those situations and services where
such payments are normal practice. The amount of percentage of any gratuity paid should
not exceed that which is reasonable and customary for the particular type of category of
personal service. The range of 10-20% is considered applicable to most forms of personal
service, including restaurant service.
The following are not reimbursable:
Annual credit card fees
In-room or in-flight movies
Personal reading materials
Airline, hotel and car rental club memberships
Restaurant count club memberships
Receipts (Proof of Payment)
The Company request that receipts for all expenditures be submitted, and receipts must be
submitted for all expenses over $10.00. <Company Name> will not reimburse expenditure
greater than $10.00 without a receipt.
Approval
All Expense Reports must be approved by the employees Manager in accordance with the
Supervisor/Managers expenditure authorization (see Section 4). Expense reports must be
submitted to the Accounts Payable Department within thirty (30) days of first expenditure
incurred or reimbursement can be delayed while current reports are processed
Expense Report
IRS regulations require that traveling personnel maintain an adequate record for each trip and
post all pertinent information in support of each expenditure (who, what, why, when and how
much). Expense Reports are due no later than thirty (30) days of first expenditure incurred.
Entertainment expenses incurred in the process of completing <Company Name> business
objectives should be supported by receipts for all expenditures and documentation detailing dates
and places of entertainment, names and number of people involved, business relationship of all
involved, business purpose, and amount of each separate expenditure. All names should be listed
including those of other <Company Name> employees, unless it is a group clearly identified by
title. The date, nature of the business, and participants in the related discussion preceding or
following the entertainment must be shown.
Business Expenses
Employees Responsibilities
1) Use good judgment when incurring business expenses. Consider less expensive alternatives
to a trip such as conference call.
2) Submit expense claims (expense reports) within 7 days for trips requiring air and or
overnight travel. Expense reports may be submitted every two weeks if on an extended
business trip. Advanced purchases of airline tickets may be expensed in advance if the
charge card bill is received before the trip.
3) Obtain appropriate approval signatures, including exception approvals when required.
4) Provide accurate actual expense details on the appropriate Corporate form for
reimbursement. Adequate documentation includes daily recording of actual expenses by
categories in US dollars. All required fields must be completed with original receipts.
5) Use company contracted travel agencies for all airfare, automobile rental, and lodging.
6) Adhere to meal guidelines.
7) When possible schedule travel 14-21 days in advance.
8) Obtain pre-approval for travel on a Travel Authorization Form.
9) Repay company amounts due promptly.
10) Please be sure that your expense reports are properly approved by someone who can sign for
your cost center or department and dollar value.
11) Exception approval is required if employee business expense is not clearly in accordance
with policy. Any of these conditions require exception approval:
a. Unusual expense
b. Expense could possibly appear to be inappropriate
c. Expense exceeds guidelines
d. Expense reports not submitted in a timely manner
e. Photocopy/inadequate/missing receipt
f. Expense should have been on a purchase order. Purchases, including meetings, greater
than $500.00 requires a purchase order per Corporate Employee Purchase Manual.
12) Exception approval consists of signature normally required plus the signature of the Senior
Manager or his/her designee.
13) Approving manager may not be a direct or indirect, beneficiary of the expense being
approved. For example, an expense report for business meetings must be approved by the
next highest level of management not in attendance.
14) Receipts are required for reimbursements of all authorized business expenses. The receipt
must identify the name of establishment, date, actual amount incurred, description, and
receipt of payment. Items considered non-receptacle such as house keeping/porter tips and
some highway tolls can be reimbursed without a receipt. Photocopies and missing receipts
require exception approval. Telephone receipts should include phone detail identifying
business from personal calls.
15) Field employees are required to obtain approval from their respective managers before
submitting expenses for reimbursement.
Corporate Charge Card and Advances
1) Corporate charge card (American Express Card) will be issued to frequent travelers who
anticipate incurring two business-related expenses a year. The corporate card must be used
for business travel related expenses (business, meetings, air, auto, hotel, meals etc.).
2) To minimize the need for business advances, employees are expected to use corporate charge
cards for travel to pay for travel expenses.
3) Travel advances are also available to assist employees in paying out-of-pocket business
expense.
Approvers Responsibilities
1) Ensure all expenses are reasonable, in support of business goals, and in accordance with
Company policy.
2) Approve expenditures for which no direct or indirect benefit (e.g. in attendance at the
meeting) was received.
3) Only authorize reimbursement for air, car, and hotel expense if booked through the agency
under contract.
4) Cost effective management of business expenses.
Finance Departments Responsibilities
1) Return all expense reports requiring additional substantiation.
2) Expense reports must be received no later than 5:00 p.m. every Monday for processing and
checks processed and delivered to employees the following Monday.
3) Review expense reports for appropriate cost center codes, approving managers signature and
calculation accuracy.
4) Checks to employee for expense reimbursement must be placed in appropriate mail box with
the corresponding employee name and checks to off site locations mailed to the employees
by Friday for arrival at employees office no later than Tuesday.
