EMPLOYEE

 

TRAVEL and EXPENSE

 

POLICY and PROCEDURES:

EFFECTIVE December 2016

CT

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contents

 

1.      Employee Responsibilities and Use Restrictions

2.      General Travel Information

3.      Air Transportation

4.      Ground Transportation

5.      Lodging

6.      Combining Business and Personal Travel

7.      Meals

8.      Other Travel and Expense Policy Information

9.      Miscellaneous Reimbursable Expenses

10.   Non-Reimbursable Expenses

11.   Expense Reimbursement

12.   Company Credit Card

13.   Extended Business Assignments


 

 

 

Note, there are certain topics which required pre-planning prior to actual trip through proper guidelines and procedures.

 

1. Employee Responsibilities and Use Restrictions

 

1.1 Self-Dealing with Disqualified Persons

 

A company is prohibited from entering into any financial transaction with certain related parties defined in the law as “disqualified persons.” Such transactions are defined as “self-dealing.”

 

An employee who makes a payment qualifying as “self-dealing” will be personally responsible for paying the expenditure.

 

Employees must read the Government Officials Memo and other related self-dealing documents.
 

For further information, please contact the company’s Legal department.

 

1.2 Expenses in Violation of Myanmar Anti-Corruption Laws
 

 

The Company will not provide reimbursement for funds or non-monetary benefits provided to any third party if there is a high likelihood that any part of the payment or benefit was provided for improper purposes or to gain improper influence or advantage in violation of the Myanmar relevant Law.

 

1.3 Prohibited Uses of Company Funds

 

Certain expenses, whether incurred by cash or Company credit card, are prohibited for reimbursement by Company funds, including:

 

·   Meals with Government Officials/Staffs

 

·   Relocation Expenses: Please contact Human Resources for more information.

 

·   Any Disqualified Person or Entity: The full listing of disqualified persons and entities can be located on the Legal site: Disqualified Persons

 

·   Grants

 

·   Capital purchases

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. General Travel Information

 

2.1. Employee Travel Arrangements
 

 

Employees must arrange all travel (airfare, lodging, and ground transportation) through the company Travel department. By booking travel through the company travel department we ensure that the arrangements are made in compliance with policy, volume discounts are leveraged and security receives location information to support employees in the event of a travel disruption.

 

Hereinafter called “Travel” which expression will mean Travel Department.


Travel and Finance will be reviewing expenses to ensure employees are in compliance with the policy.

 

Any employee business travel not booked through Travel requires prior approval from Travel. An example of this would be if an employee traveled with a group of grantees and the grantee’s travel department made all the logistical arrangements. It would make sense for the grantee to also make travel arrangements for the Company employee.


 

 

2.2 Visas and Passports

 

Employees traveling internationally should check that their passport is current with at least six-month validity and three blank visa pages. Employees may never travel on a tourist visa when traveling on company business but rather obtain a business visa (or equivalent) as necessary prior to the scheduled departure date. Expenses associated with obtaining a business visa or passport, e.g. certified copies of birth certificates, for business travel for the company are reimbursable.

 

If employees require a business visa, more passport pages, or a passport renewal they should contact the relevant department who can assist and expedite the process. Employees should not rely on non-government websites for visa and passport information and should not use non-contracted vendors to assist in the application process.

 

2.3 Travel Notification to Security
 

 

The HR/Admin department must be notified of all prospective international travel in order to review proposed locations and provide any necessary advice or security measures. By requesting travel through Travel, this requirement is met. Contact Admin Department directly for security review and access to travel advice if international travel will be booked inside of 14 days. Timely notification allows any necessary security measures to be coordinated. In the event security measures are deemed necessary and time is not available to arrange the proper level of support, travel may need to be postponed until the necessary security measures can be coordinated.

 

Any travel to a location deemed high threat requires 45 days’ advance notice and must be approved by the employee’s Director. For the current list of high threat locations please consult the “Areas of Concern” document on the Travel & Event Security site.

 

2.4 International SOS Travel Assistance Insurance (Uncertain)

 

Employees, their spouse or domestic partner, and children are covered for certain travel assistance services while on business. Detailed information can be found on the Human Resources site.

 

2.5 Accidental Death & Dismemberment Benefit (Uncertain)
 

 

The Company provides Accidental Death and Dismemberment benefits to each full-time employee. Please refer to the Human Resources for details.

 

3. Air Transportation

 

 

3.1 Reservations

 

In order to optimize cost savings for the company, employees should make travel arrangements 7 or more days in advance of domestic travel and 14 or more days in advance of international travel.

 

Travel itineraries are based on, and in order of: Non-stop routes, the Company’s preferred carriers, lowest possible fare available at time of booking, and flights available two hours before and two hours after the requested flight time.

 

Air Mileage Programs Managing the employee’s air miles’ accounts is the responsibility of the employee. Airline miles earned while traveling on company business are retained by the employee


 

Frequent flyer miles or benefits are not reimbursable by the company, even if they are    used on company business.

 

Frequent flyer upgrades can be facilitated by Travel only when the airline allows for this process to be automated within the reservation system. Any associated costs are at the employee’s expense.

 

3.2 Domestic Flights
 

 

Economy Class Non-Refundable Coach class is the in policy booking class for all domestic flights. If a medical condition necessitates upgraded travel, you must obtain a physician’s order and discuss with a HR for approval prior to booking.

 

 

Personal Upgrades Personal miles or coupons can be used to upgrade to First/Business class, or an employee may opt to pay personally for the price difference between Economy and First/Business class. Travel will request a personal credit card from the employee at the time of booking to charge the difference in fare between Economy and First/Business class.

 

 

3.3 International Flights

 

Economy class may be booked for international flights of more than five (5) hours actual airtime, including the domestic connecting flights. If a medical condition necessitates upgraded travel, you must obtain a physician’s order and discuss with a HR for approval prior to booking.

 

If economy class is not offered for any leg of the trip, then Business class may be used for that portion of travel at employee own expense.

 

3.4 Cancellation Policy
 

If you need to cancel an airfare reservation, you should do so through Travel. Domestic airline tickets are often non-refundable, and cancelled reservations will result in an airfare credit being issued which can be used by the ticketed passenger within a calendar year and subject to individual airline requirements.
 

 

Economy class flights can be non-refundable or refundable. The travel confirmation will indicate the fare type and rules.

 

 

 

 

 

4. Ground Transportation

 

The most cost-effective, safe, and efficient ground transportation is to be used.

 

4.1 Taxi and town car

 

Taxis are the preferred ground transportation method. Recognizing the extent of complex and global travel, there may be some situations where the use of a town car has a valid business purpose. The tip is included in the town car rate when booking this service by Travel.

 

Travel will coordinate with Security to make ground transportation arrangements in high threat locations.


 

   4.2 Rental Car
 

   Rental cars are reserved in by Travel using company-preferred vendors.

 

In general, an intermediate or smaller car is the car type within policy; however, the size and    type of the rental car should be appropriate for the number of people in the car and the road conditions on which it will be used. Hybrid rentals are allowed. In-car navigation systems and electronic/manual toll payment options for rental cars are considered reimbursable. All other convenience options, e.g. satellite radio, are considered non-reimbursable.

 

When renting cars in the Myanmar, you should not purchase rental car insurance as the company will maintains rental car coverage. When renting a car internationally, you should purchase insurance at the time of the rental. In the event of an accident, please complete a Vehicle Accident Report Form which can be found on the Human Resource database.

 

When renting a car, rental agencies could require an international driver’s license depending on your citizenship. The cost to acquire this license is reimbursable if the purpose of obtaining it is company business related. Please become familiar with these requirements prior to renting a vehicle.

 

To maximize cost savings, employees should refuel rental cars prior to returning.

 

4.3 Rail
 

 

Standard class of rail is preferred otherwise express class may be reserved for rail travel when more flexibility is necessary. Rail tickets should be purchased at a staffed ticket counter.

 

5. Lodging
 

 

5.1 Contracted Hotels

 

In cities where the company has contracted with a specific hotel, Travel will book a room at the contracted hotel.

 

In cities where there is more than one contracted hotel, the employee may choose among contracted hotels. A list of Contracted Hotels appears on the Travel database.

 

When travel schedules require early hotel check in and additional hotel charges are incurred, the additional charges are considered reimbursable.

 

5.2 Maximum Rates
 

 

Travel monitors and updates the maximum nightly lodging rates periodically. In cities where the company does not have a contracted hotel, or all contracted hotels are sold out, the lodging selected must not exceed the maximum nightly rates stipulated in travel budget.

 

At times, when demand is high and hotels are sold out, the hotel rooms still available are priced higher than the company’s stated maximum rate. In this case, Travel will book the most reasonable option and retain a record of why the maximum rate was exceeded.

 

5.3 Conference Rates

 

 

Travel does not have access to the reserved block of rooms for a conference. Employees should book their own conference hotel room as part of the conference registration process. If the conference rate is higher than the maximum lodging rate listed in section 5.2 Maximum Rates, the employee must submit evidence of the conference rate with their receipts for reimbursement.

 

5.4 Cancellation Policy
 

 

If you need to cancel a hotel reservation, you should do so through the site/method through which the reservation was originally booked. Employees should plan early to avoid cancellation fees.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

6. Combining Business and Personal Travel

 

 

6.1 Airfare
 

 

Recognizing the active travel schedules of company employees, as a convenience benefit, employees may add and pay for a personal leg to a business itinerary, while clearly distinguishing between company and personal expenses. Travel will accommodate the request provided it is sent to them at the same time as the original travel request and is 7 or more days in advance of the departure date for domestic travel and 14 or more days in advance of international travel.

 

If a combined business/personal itinerary is equal to or less than the cost of a business-only airfare, there is no cost to the employee and the company account may be used.

 

If a combined business/personal itinerary is greater than the cost of a business-only airfare, the business portion of the ticket will be charged to the company account and the personal portion will be charged to the employee’s personal account. Two ticketing fees will be charged; one to the company account for the business portion and one to the personal account for the personal portion.

 

Travel will advise the employee via email of the fare differential at time of booking, and will request a personal account from the employee to pay for the added cost.

 

 

6.2 Lodging

 

 

Lodging may be shared with non-business guests. Lodging costs of non-business guests are not reimbursable and may not be paid with the company account.

 

To respect the capacity of Travel, accommodations such as different room types, extra rooms, and other special amenities for personal guests should be arranged by the employee and paid directly to the hotel via a personal account upon checkout.

 

6.3 Ground Transportation
 

 

Transportation costs of non-business guests are not reimbursable. It is recommended that any car rental which contains a personal component be paid with a personal account and the business portion of the car rental be submitted as an out-of-pocket expense. If the company account is used for the entire car rental amount it is the responsibility of the employee to mark the personal portion of the total amount when submitting the expense report and settle back with company as per proper procedures.

 

Please refer to section 14.4 Personal Expenses on Company Account for greater detail. To respect the capacity of Travel, accommodations for personal guests (such as a child car seat) should be arranged by the employee.

 

6.4 Personal Travel
 

 

Purely personal travel may not be booked through Travel. Employee travel that is personal and does not combine any company business component can be accommodated by contacting the relevant travel agent directly.

 

 

Travelers accompanying staff on company business (such as a spouse or child) can be booked via the

 

relevant agent. The relevant agent can access an employee’s business itinerary booked via Travel for coordination purposes.


 

 

  7. Meals

 

 

 7.1 Business Meals

 

 

What is a business meal: The company defines a reimbursable business meal as a meal consumed by an employee and other invited attendees when company related business is discussed during the meal. A business meal can also be defined as any meal consumed by the employee while the employee is traveling on company business.

 

 

Business meal guidelines:

 

·       Meeting should be intentional

 

o   Deliberate with a clear, reasonable, specific business purpose

 

o   Have a pre-established agenda

 

·       Meal expense must be ordinary and necessary

 

o   An ordinary expense is an expense that is common and accepted in the company’s course of business

 

o   A necessary expense is one that is appropriate for the business

 

·       Meeting should only be conducted over meal time if the invited attendee’s schedules provide no other alternative and not for the primary purpose of consuming a meal

 

·       Food should not be used as incentive for meeting participation

 

 

Who pays: When more than one employee is present at a business meal, the employee with the highest ranking job level should pay the bill.

 

Who should not pay: In order to avoid a conflict of interest, grantees and potential grantees should not host employees.

 

Non-Business Meals: Meals for non-business guests are considered personal expenses.

 

7.2 Meal limits

 

Following are the daily maximums, per attendee, allowed for meals. The maximum includes any daily combination of meals, snacks, minibar, beverages (non-alcoholic and alcoholic), tax and tip. Please note that this is a maximum, not a per diem.
 

 

7.3 Exceeding the Daily Meal Limits

 

Meal limits may be exceeded with approval from an Operations Manager or Operations Director for your program area. You will be prompted to include an explanation when reconciling any meal costs that exceed the daily limit. Non-approved over-limit meal amounts may be considered a personal expense.

 

 

 

 

 


 

8. Other Travel and Expense Policy Information

 

 

8.1 Cost Savings

 

In general, the company does not support a substitution or exchange philosophy with regard to travel expenditures. If an employee chooses a less expensive option, it would not be appropriate to utilize this

 

“cost savings” somewhere else, particularly if it is personal in nature. All company expenses must have a substantiated, charitable purpose and not present any optics issue which could be viewed in a negative way.

 

Example: If you choose to stay at a friend’s house while traveling on behalf of the company, thus saving the company lodging costs, you may not reallocate this cost savings to cover your meals while staying extra days for personal reasons, or to thank your host.

 

An employee may opt for a weekend or extended stay between two business trips, if the weekend/ extended stay is in the same city/location as the two business trips, provided the cost for lodging, transportation, and meals for the days in between the two business trips does not exceed the air savings. The company can substantiate the charitable purpose for business expenses incurred if you remain in the same location for which your business needs require. Documentation of the fare differentials must be clear, specific, and accompany the expense report.

 

Expenses incurred by an employee who chooses to travel to a different location for personal reasons for a weekend or extended stay between two business trips other than where the business need is located will not be considered reimbursable as the personal component cannot be substantiated as having a charitable purpose.

 

 

8.2 Tips

 

Tips are a reimbursable expense and should be appropriate to the location, service level and local protocol and never to exceed 20% of the total bill. Additional tipping guidelines may be available in the Worldwide Tipping Guideline Chart located on the Travel database. Tips should be itemized when reconciling expenses. If tips are entered as a single line item on an expense report, a log noting the dates, times, and purposes of the tips must be submitted as documentation with the expense report.

 

 

 

 

 

 

 

 


 

8.3 Speaking Engagements

 

To avoid potential conflict of interest issues, the company should pay all travel expenses for an employee who is asked to speak publicly on company-related business. On occasion, the invitee organization may offer to pay for a company’s employee travel expenses. This is allowable as long as the organization is not a current grantee.

 

Employee travel expenses related to non- company business speaking engagements are considered the personal responsibility of the employee.

 

Employees should use vacation or personal days for any time spent preparing for, traveling to, or delivering non-business related speeches.

 

 

8.4 Travel Advances

 

Travel advances are available in rare occasions where an employee’s company account is not accepted. Travel advances are available in Myanmar kyats only and require prior approval from the employee’s manager.

 

Employees should complete the Check Request Form located on the Finance database. Upon return from the trip, the employee must complete the Travel Advance Request and Reconciliation Form, submit all required receipts for the amount advanced and remit any remaining travel advance amount in Myanmar kyats to the foundation’s Finance department, within 60 days from the issuance of the check.

 

8.6 Foreign Currency
 

 

Employees having more than the equivalent of Kyats (xxxx) in foreign currency should exchange the currency prior to leaving the foreign country if the currency is not internationally traded. Otherwise, currency can be exchanged at major airports.


 

 

8.7 Phone Policy

 

Employees are expected to use their best judgment in limiting personal calls to a reasonable length while traveling on company business. company-issued mobile devices should be used whenever possible. Hotel phones should be used only when a company-issued mobile device or phone card is not serviceable.

 

The IT Department can best advise if an employee’s company-issued mobile device will operate as issued or if it will need modification prior to travel in order to work properly in the country of travel. In advance of expected travel, employees may request through the IT Department to have their company issued mobile device unlocked in order to use a local SIM card in countries outside the Myanmar or to add the international plan to their company issued mobile device.

 

 

8.8 Technology Equipment

 

All technology purchases for use at the company or for conducting company business are managed by IT Department in order to maintain inventory control and data security.

 

A variety of technology equipment and supplies necessary for conducting company business are available to employees by contacting the IT Department at least 5 days prior to the date the item is required.

 

Examples of available items include: Mobile phone headsets, chargers, cases, batteries, audio headphones, international plug adaptors, international power inverters and unlocked mobile phones. Please refer to the IT Hardware and Software Standards document for the standard list of technology items available.

 

Employees may not purchase any equipment or supply item, (or equivalent item), provided by the IT Department. The purchase of any such item will be considered non-reimbursable.

 

8.9 Office Supplies and Workspace Equipment

 

Reasonable purchases of office supplies, e.g. pens, paper or notebooks, while traveling which are necessary to conduct company business will be considered reimbursable. All other office supplies should be obtained via order sheets and catalogs provided in each copy room.

 

Purchases of workspace equipment, i.e. desk lamps, chairs or wall clocks, on company account are not allowed. Employees must submit a request to Facilities Help for assistance with ordering any workspace equipment.

 

Office supply or workspace equipment purchases totaling ( xxxx) or greater require a Purchase Order (PO). Please contact Relevant Department for greater detail.


 

 

9. Miscellaneous Reimbursable Expenses

 

 

The following are considered to be reimbursable when traveling on company business:

 

·   Laundry and dry cleaning when travel is longer than four consecutive nights

 

·   Fees incurred to access the health club or fitness center of a hotel or nearby fitness center

 

·   Internet connectivity in hotel, airplanes, and other public places. Employees should be mindful of security issues surrounding wireless connectivity. Please contact the IT Department for more information

 

·   For expedited customs clearance,

 

·   ATM fees when withdrawing money on your personal card for company-related business expenses

 

·   Mileage on personal cars. Mileage will be reimbursed at the certain business mileage rate for miles incurred in excess of the employee’s normal commuting mileage. The personal mileage reimbursement covers all costs related to operation of the vehicle, including service, maintenance, insurance, and depreciation

 

·   Overweight and/or over-limit (up to two) baggage is allowed if the overage is due to company equipment required for business

 

·   Travel immunizations are covered services for employees enrolled in the company’s medical plan through the preventative immunization benefits. Please refer to the travel immunizations information section under the Benefits/Medical Insurance section of the Human Resources database for details on providers, coverage and claim submissions. Employees who are not enrolled in the company medical plan or do not have other medical coverage that provides for travel immunizations should use their company account for travel immunization expenses.

 

·   Disease-prevention or treatment supplies necessary for business-related travel, i.e. insect repellent, oral hydration salts or bed nets. All other generally used over-the-counter prevention, treatment or healthcare products, i.e. indigestion relief, sunscreen, or cold medicine, will be considered non-reimbursable

 

·   Business visa (or equivalent) or expenses associated with obtaining a business visa or passport, i.e. certified copies of birth certificates, required for company-related business travel. Refer to section 2.2 Visas and Passports for greater detail

 

·   Voice over Internet Protocol (VoIP) related expenses, i.e. Skype minutes. Please note: These types of applications are not supported by IT Department

 

·   Local SIM cards for use in company issued mobile devices or cell phones

 

·   Occasional participant travel-related expenses can be charged to an employee's company’s account. Participant expenses must be in compliance with the Participant Policy. Please see the Participant Reimbursement Internal Process Document for detailed instructions.

 

·   In-car navigation systems and electronic toll payment options for rental cars are considered reimbursable. All other convenience options (i.e. satellite radio) are considered non-reimbursable.

 

·         In addition, the following are considered to be reimbursable when applicable:

 

·   Medical licenses when appropriate for the performance of the employee’s position. A Medical License Renewal Acknowledgment form must be submitted to Finance

 

·   Professional memberships when appropriate for the performance of the employee’s position

 

·   Downloaded or printed business-related reading materials for use on an eReader or other electronic device such as a Smartphone or computer. Per section 10, eReader devices and supplies are not reimbursable

 

 

 

 

10. Non-Reimbursable Expenses

 

 

Non-reimbursable expenses are listed below. This list is not all-inclusive and there may be additional or similar non-reimbursable expenses which are not listed. Please contact Finance Department if you have questions.

 

The following expenses are not reimbursable:

 

·   Out-of-pocket expenses submitted more than 90 days after they were incurred

 

·   Cash advances on the company account

 

·   Lost luggage and contents. Employees should work directly with the airline to recover damages. See section 14.7 Lost Luggage for further details

 

·   Fees or dues for airline VIP clubs and hotel loyalty or frequent-stayer programs

 

·   Air travel insurance

 

·   Any expenses resulting from obtaining airline miles for personal use. Please see section 3.1 Reservations for greater detail.

 

·   Class of service upgrades. Please see sections 3.2 Domestic Flights and 3.3 International Flights for greater detail

 

·   Health club services, e.g., massages, manicures, personal trainers

 

·   Personal travel expenses, including sundries or recreational reading

 

·   Movies (in-room and in-flight movies)

 

·   Subscriptions. Journals, newspapers or magazine subscriptions for company related research should be ordered through the Virtual Library

 

·   Costs for personal guests

 

·   Normal commuting costs

 

 

 

·   Parking citations

 

·   Cost of business clothing

 

·   Relocation-related expenses.  Please contact Human Resources for assistance

 

·   Expenses incurred by spouses or partners of employees are not considered reimbursable

 

·   Personal gifts

 

·   Gift cards in any amount for employees or non-employees. Please refer to section 11 Employee Recognition, Team Building and Retreats or section 12 Non-Employee Recognition for greater detail

 

·   Gifts to consultants, vendors or participants. Please see section 12 Non-Employee Recognition for additional information

 

·   Any expenses paid on behalf of consultants. Please contact your Contracts Business Partner for assistance with establishing a contract

 

·   Professional services: Please contact your Contracts Business Partner for assistance with establishing a contract

 

·   Grantee or Consultant travel related expenses.  Consultants must adhere to the Consultant Travel and Expense Policy

 

·   Donations added onto final hotel bills

 

·   Donations to a charity in lieu of flowers. Example: A donation to a charity or a table sponsorship; these are grants and must go through the company’s formal grant process

 

·   Tourist visa

 

·   EReader devices and supplies, i.e.. Kindle, Kindle supplies

 

·   Hands-free devices, i.e. Bluetooth headsets, not obtained through IT Support Services

 

·   Any technology equipment or supply purchased by an employee which is referenced on the IT Hardware and Software Standards document

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

11. Expense Reimbursement

 

The company may deny reimbursement of any expense not permitted under applicable law or not in compliance with this policy. Employees also should bear in mind that government agencies and other observers may perceive certain expenditures as being either excessive or inappropriate in the context of a regulatory audit or other similar review of company activities. Thus, moderation and discretion should guide decisions to incur expenses on the company’s behalf.

 

The company may deny reimbursement of any expense it deems inappropriate or excessive.

 

 

11.1 Employee Responsibility

 

Each employee is solely responsible for the timely reconciliation of his or her expense report in the online or relevant expense reporting system and providing full documentation as verification of each expense.

 

The relevant Myanmar Law requires that expense documentation provide a clear explanation of the business purpose. For assistance with documenting expenses appropriately, refer to the Chart of Accounts , the Business Purpose Examples document located on company database or contact Expense team in Finance for greater detail.

 

For an easy way to remember the elements needed to describe expenses, think “BOND”:

 

Business purpose of the meeting: State the reason for meeting or expense

 

Organization: Name the organization

 

Name: Name the person(s) and their affiliation

 

Date and location: Date and location of expense

 

11.2 Manager Responsibility

 

Each approving manager is responsible for reviewing the expenses submitted by their direct reports for validity, accuracy, compliance and appropriate documentation prior to timely approval of the expenses.

 

 

11.3 Receipt Substantiation

 

In order for the company to remain in compliance with federal and state reporting requirements, receipts must be submitted for hotel expenses regardless of the currency amount and for the following expenses

 

·         Out of pocket expenses

 

·         Equipment

 

·         Furniture & Fixtures

 

·         Photography – General

 

·         Photography - Videography

 

·         Printing & Copying

 

·         Repairs & Maintenance

 

·         Software Expense

 

·         Software Maintenance Agreements

 

·         Subscriptions, Publication, Books

 

·         Supplies

 

No receipts are required for airfare booked through Travel as travel receipt information will be retained by Travel. The employee should contact the merchant to obtain a copy of the missing required receipt. If the employee is unable to obtain a copy, then an Affidavit of Missing Receipt must be included with the employee’s supporting documents when submitting expenses for reimbursement.

 

11.4 Timing of Expense Report Submissions

 

 

The timely reconciliation of the company account charges and out-of-pocket expenses is required.   Employees are required to submit expense reports at least every 30 days.

 

 Some employees may find it beneficial to submit expense reports on a more frequent basis as it

 

increases the speed for out-of-pocket reimbursements and decreases the potential to bump against an individual account’s maximum credit limit. Out-of-pocket expenses submitted more than 90 days after they were incurred are not considered reimbursable.

 

Employees and approvers who will be traveling for a significant period of time and where company network connection issues are anticipated should notify the Expense team prior to departure for assistance with submission or arranging a temporary approver.

 

Expense approvers are responsible for review and approval of expense reports within 14 days of when an expense report arrives in an approver's queue. The approver must either approve the report or return to the employee for follow up action. Approvers who do not approve or take timely action on expense reports in their queue may cause the employee's company account to suspend and a late fee to be assessed on the outstanding balance.

 

Upon approval of expense reports, any business-related company account transactions will be paid directly to relevant bank by the company. Out-of-pocket expenses such as mileage and on-street parking will be reimbursed through Electronic Funds Transfer (EFT) to the employee’s bank account.

 

12. Company Credit Card Expectations and Procedures

 

12.1 Company Credit Card Issuance and Cardholder Responsibility

 

If an employee travels or incurs company expenses as a normal part of business, the manager may request a relevant bank corporate credit card be issued in the employee’s name. Personal credit cards should not be used in lieu of the company credit card for any appropriate T&E-related business expenses. The company credit cards are considered the property of the company and is to be used for business expenses only. The employee’s signature on the relevant bank Cardholder Agreement indicates that the employee understands the intent of the company credit card program and agrees to adhere to the Employee Travel and Expense Policy and Procedures. In addition, pursuant to the relevant bank Cardholder Agreement and this policy, the employee agrees to indemnify and hold the company harmless for any charges, damages, or other claims or suits of any nature arising out of or resulting from the employee’s failure to pay for any charges placed on the company credit card in violation of this policy.

 

Company credit card usage may be audited and/or rescinded at any time. Inappropriate use of the company credit card or delinquencies could result in the inactivation of the employee’s company credit card or other disciplinary action up to and including termination of employment.

 

The company credit card should not be used for personal reasons unless the personal charge is embedded within a larger company expense. Inappropriate use of the company credit card could result in the suspension of the employee’s company credit card and/or other disciplinary action.

 

In the event that an employee leaves the company, either the employee or their manager is responsible for reconciling any outstanding balance on the company credit card. The Expense team or finance department will assist with issuing or cancelling company credit cards, credit limit adjustments and any other company credit card questions or service needs.

 

 

 

 

12.2 Company Credit Card Limits

 

Each company credit card is assigned a credit limit based on the employee’s role, and the type and amount of business travel or business purchasing expected for that role. Managers should refer to the Visa Card Limits matrix for limit guidelines. Based on company credit card usage, if it is determined by the employee’s manager that the limit should be adjusted to accommodate the employee’s business requirements, the manager must submit a company credit card limit change request to the Expense team or finance department

 

 

 

 

 


 

 

12.3 Cash Advances

 

Cash advances are not available on the company credit card. This includes advances through ATMs, bank locations, hotels or any other location where cash advances can be obtained.

 

12.4 Personal Expenses on Company Credit Cards

 

The company credit card should be used for business purposes only. An employee may not use the corporate card for personal expenses, except in the limited situations listed below when the personal amount is embedded within a valid business expense. The employee is responsible for paying for any personal amount.

 

The limited situations are:
 

 

o   Airport Parking (i.e. extending business trip for personal reasons)

o   Business Meals (i.e. personal guest attendee)

 

o   Rental Cars (i.e. extending business trip for personal reasons)

o   Transportation Benefit (i.e. any amount beyond the allowable monthly transportation benefit)

o   De minimis lodging expenses (i.e. in-room movies)

 

If an employee uses their company credit card for any other personal expense, it will be considered a non-acceptable use of the company credit card. The employee will receive email notification from the Expense team and appropriate action will be taken. Please note that continued use of an employee's company credit card for non-acceptable personal expenses may result in the suspension of the employee's company credit card account.

 

Payment of any personal expense, interest or late fee associated with an unpaid personal expense incurred on the company credit card is the responsibility of the employee. The employee must submit any personal expense incurred on the company credit card to relevant department within 30 days of the transaction date. Employees must remit the amount due for any personal expenses directly to relevant bank no later than 60 days from the relevant bank billing cycle date in which the transaction was incurred. Please see the Payment Options for Personal Expenses page on company database.

 

12.5 Delinquent Credit Cards

 

A company credit card will be considered delinquent if any balance remains unpaid on the card for 30 days or more from the relevant bank billing cycle date. Any interest or late fees which are assessed on the unpaid balance by relevant bank are the responsibility of the employee. The relevant bank will suspend all company credit cards with balances due in excess of 60 days from the relevant bank billing cycle date. Once the entire balance has been paid in full to relevant bank, the employee and the employee’s manager must contact the Controller to discuss reinstatement of the company credit card. If any company credit card balance reaches 90 days past due, the balance will be paid by the company to relevant bank and any corresponding interest, late fees or personal amounts will be deducted from the employee’s paycheck.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

12.6 Lost, Stolen or Compromised Company Credit Cards

 

 

The relevant bank Visa corporate card is considered company property and should be secured in the same manner personal credit cards are secured. Relevant bank or Visa will never ask for sensitive account information via email, including social security numbers, account numbers, PINs or passwords. Any suspicious email should be sent to (  )  and deleted from the employee's inbox.

 

If the employee’s company credit card is lost or stolen, the employee must contact the relevant bank Customer Service immediately at (phone number) or call the Visa 911 collect number at ( ) . If the employee is traveling internationally and the company credit card is lost or stolen, the employee must contact the direct collect number (phone number). Customer Service representatives are available 24 hours per day, 365 days per year. Upon receipt of the employee’s call, further use of the company credit card will be blocked or card usage restrictions will be put in place by relevant bank. Prompt action in these circumstances can reduce the company’s liability for fraudulent charges. Also, the employee must confirm the telephone call to relevant bank by email notification to the Expense team indicating the company credit card has been lost or stolen and a replacement company credit card will be ordered.

 

12.7 Disputes/Unauthorized Charges

 

Employees are responsible for ensuring the accuracy and validity of transactions billed to their company credit card. There may be occasions when transactions do not correlate with the employee’s receipts. The employee may not have made the transaction, the amount of the transaction may be incorrect, or the employee may have a quality or service issue. The employee is responsible for resolving disputed charges.

 

The first recourse is for the employee to contact the vendor to try to resolve the error. If the vendor agrees that an error has been made, the vendor should credit the employee’s account. The employee will need to follow up with the vendor to make sure the credit is issued.

 

If the vendor does not agree that an error has been made, please email the Expense team to determine the best course of action.

 

Any transaction the employee wishes to dispute must be identified in writing within 60 days of the statement date. Disputes will be investigated by relevant bank.

 

 

12.8 Departing Employee

 

In the event that an employee leaves the foundation, the Manager should review the Departure Checklist on the Human Resources site and ensure that all outstanding company credit card charges and out of pocket expenses are reconciled prior to the employee's departure. The Manager or Program Assistant should confirm with the Expense team that any personal expenses on the employee's company card have been paid to the relevant bank.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                                                                                                                 

 

 

 

13. Extended Business Assignments

 

From time to time, it may be necessary for an employee to go on an extended business assignment away from the primary office. To address the unique travel and expense issues surrounding an extended business assignment, a separate policy and guideline is available upon request from.

Finance or Human Resources.