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Expense Reimbursement Policy

Expense Reimbursement Policy

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Published by BallardLawLLC
A form Expense Reimbursement policy that employers can use in their employee handbook or as a stand-alone policy.
A form Expense Reimbursement policy that employers can use in their employee handbook or as a stand-alone policy.

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Published by: BallardLawLLC on Feb 16, 2010
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[COMPANY] will reimburse you for ordinary, necessary, and reasonable expenses incurred while performing authorized company business. You are expected to use prudent business judgment when incurring expenses covered by this policy. Unreasonable, excessive, or non-business related expenses will not be reimbursed. EXPENSE REPORTING You must submit your request for reimbursement on an Expense Report form that has been approved by your supervisor prior to submission. The following conditions apply when submitting expense reports: 1. You must request reimbursement of only actual and reasonably incurred business expenses; 2. Your request for reimbursement may be denied if you do not submit your expense report within 60 days of incurring the expenses; 3. You must attached receipts for any expenses greater than $25; and 4. You should explain any deviation from this policy. REIMBURSABLE EXPENSES The following expenses are reimbursable provided they are reasonable, necessary, and business-related: y y y y y y y y y y y Hotel or motel expenses Travel expenses Meals Business telephone calls Laundry and/or dry cleaning during trips longer than 5 consecutive days Car rental Tolls Conference and convention fees Business entertainment expenses Parking and tolls Gasoline for refueling a rental car

There may be reasonable, necessary, and business-related expenses that are not listed above. Your supervisor will use his/her best professional judgment to determine if an expense that is not listed in this policy is reimbursable. You should consult with your supervisor in advance of incurring the expense if you have any doubts about the appropriateness of an anticipated expense.


etc. cosmetics. or non-business related. movies. manicures. considers unreasonable. private club. tennis club. You should book any air travel as far in advance as possible to take advantage of reduced fares. AIR TRAVEL EXPENSES You should fly coach/economy class with the lowest available airfare. comparable tickets are available on another airline. You may accept and retain frequent flyer miles and compensation for denied boarding for your personal use. Hotel room movies. friends or relatives There may be other non-reimbursable expenses that are not listed above. etc. excessive. You may or may not be reimbursed for last-minute fares when the date of a meeting or event was known in enough time to obtain a lower standard fare. children. or other grooming products Traffic fines Tips in excess of 20% and tips in excess of a pre-applied gratuity In flight refreshments.) Toiletries. golf club. 2 . However. or similar recreational organization Valet service Expenses of spouses.NON-REIMBURSABLE EXPENSES The following expenditures are not reimbursable under this policy: y y y y y y y y y y y y y y y y Babysitting or daycare expenses Airline club dues Personal grooming services (shoe shines. athletic club. video games or other forms of personal entertainment Luggage or briefcases Alcohol or bar costs Parties or gifts for clients First class airfare or upgrades Travel insurance Membership dues at a country club. you may not patronize a single airline to accumulate frequent flyer miles if less expensive. Nothing in this policy shall be construed to restrict [COMPANY] from denying a request for reimbursement of any expense that the Company. haircuts or hairstyling. in its sole discretion.

However. video games. You should try to use ground transportation in the following order: courtesy cars. You will be reimbursed up to the following amounts: Breakfast: Lunch: Dinner: $14.g.00 If you are in travel status for all three meals. if possible. personal phone calls. You should make hotel reservations in such a manner as to secure the best available rate. you may combine the allowances set forth above into one per diem amount and reallocate the per-meal allowances as desired (e. MEAL EXPENSES You will be reimbursed for meal expenses actually incurred when you must stay overnight on business. You will not be reimbursed for a substitute meal if a meal is provided as part of the meeting or conference you are attending. Cost. and proximity to other venues on your itinerary will be considered in determining the reasonableness of your hotel expense. movies. your rental should be for a compact or standard/intermediate size car. then rental cars. If you rent a car. You should book a single room in a moderately priced business class hotel or motel. you will be reimbursed only at the standard/intermediate car rate. You will not be reimbursed for suites or luxury accommodations unless you received written approval from your supervisor prior to booking the accommodations. You will not be reimbursed for entertaining other employees unless there is a direct reporting relationship. dry cleaning. convenience. You are expected to refuel rental cars prior to returning them to the rental agency 3 .00 $30. You will not be reimbursed for hotel incidentals such as entertainment. GROUND TRANSPORTATION EXPENSES You are expected to use the most economical ground transportation that is appropriate under the circumstances.00 $20. you must adhere to the combined rate of $64 for the entire day. etc. or (c) business is conducted off company premises for confidentiality reasons.LODGING/HOTEL ACCOMMODATIONS EXPENSES You will be reimbursed for reasonable hotel accommodations when an overnight stay is reasonable and prudent. then taxis (when the trip is for a limited time and minimal mileage is involved). You will be reimbursed for business-related meals taken with other employees if (a) a client is present. (b) at least one company employee is from out of town. If you rent another size car. spend more on lunch and less on dinner).

car washes. You will not be reimbursed for lodging or gasoline costs you incur while you are en route. unless you received approval from your supervisor prior to incurring the expense. if you use your personal car on a trip that would normally be made by air. if possible. etc. You will not be reimbursed for prepaid gas option expenses. valet services. escort services. PARKING/TOLL EXPENSES You will be reimbursed for parking and toll expenses incurred on business trips. You will not be reimbursed for the following entertainment expenses: Gentlemen s Club membership dues or expenses. You will not be reimbursed for entertainment expenses that exceed $200. Your reimbursement will not exceed the sum of the lowest available round trip coach airfare. ENTERTAINMENT EXPENSES You will be reimbursed for entertainment expenses if (a) the person entertained has a potential or actual business relationship with [COMPANY]. 4 . BUSINESS MEETING EXPENSES You will be reimbursed for business meeting expenses if (a) you received prior approval of the expense from your supervisor and (b) the expense qualifies as a tax deductible expense.to avoid the rental agency s excessive price for gasoline. or gambling expenses. You will not be reimbursed for parking tickets or other traffic/moving violations. and (b) a business discussion that benefits the company takes place with the person entertained during. or immediately after the event. You are encouraged to park in a lesser expensive shuttle lot instead of an airport garage. immediately before. PERSONAL CARS EXPENSES You will be compensated at the currently approved IRS rate per mile when you use your personal car for business travel.

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