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Travel and Expense Reporting Guidelines

Travel and Expense Reporting Guidelines

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Published by: perfectionlearning on Sep 08, 2010
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Travel & Expense Reporting Guidelines

For the Employees of

Perfection Learning Corporation Perfection Press DBTS
Effective July 30th, 2008 Amended August 2010

TABLE OF CONTENTS Travel & Expense Guidelines Reservation Procedures Air Travel Lodging Rental Cars Other Transportation Telephone & Internet Usage Meals and Entertainment Expense Reporting Submission/Reimbursement Audit Rights Approval/Authorization Process Documentation Requirements IRS Guidelines Incorrect or Incomplete Reports 5 6 6 6 6 7 Page 2 2 3 3 4 4 4

July 30, 2008


GENERAL TRAVEL & EXPENSE REPORTING GUIDELINES Perfection Learning Corporation Perfection Press Inc. DBTS Reservation Procedures
• • Travelers are expected to make their own travel arrangements including arranging hotel, air travel, and car rental reservations. Travelers should make reservations to take advantage of any purchase discounts including the use of Hotel.com, Priceline, Travelocity, Orbitz, and Expedia etc. These sites usually offer higher rated accommodations at discounted prices. For large corporate events or national exhibits your travel reservations may be arranged for you. Please contact your manager in those circumstances.

Air Travel
• • • All domestic air travel must be in coach class and booked at least 30-days in advance for best rates. Always consider any additional luggage fees when determining the best rates. Luggage fees not to exceed one-bag for less than 3 three nights travel. Maximum luggage fee is two bags for overnight travel of more than 3 nights or inter-continental travel. Business class travel is permitted only when total flying time exceeds 8 hours in a single leg. Employees may retain frequent flyer programs, but should not allow this to influence their flight selection which would result in costs to the company beyond the lowest available airfare. Upgrades at the expense of the company are NOT permitted. The employer will NOT reimburse for lost luggage, personal items, or excess baggage fees while traveling on business. When traveling for more than 2 days use the long-term parking to minimize expenses.

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July 30, 2008


• Travelers are required to use what is considered moderately priced “business class” or 3-star Priceline ratings for lodging within the region they are traveling. When this is not possible accommodations should be made in a similar price group. The company recommends utilizing discount websites such as Hotel.com, Priceline, Travelocity, Orbitz, Expedia etc. These sites usually offer higher rated accommodations at discounted prices. Travelers are entitled to stay in a single room with a private bath. Travelers should ask before booking about free internet services and consider this in evaluating “best rate” lodging. When internet service is necessary for conducting business from your hotel it is recommended that you stay with hotels that do not charge for this service, have free service in their lobby or offer a free business center services. For hotels that charge a fee for internet service, request a discount for multiple days. The company will reimburse up to $15 per day. Upgrades are allowed only when there is no additional cost to the company. Ancillary charges such as movies and wet bar will NOT be reimbursed by the company.

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Rental Cars
• The company recommends utilizing discount websites such as Hotel.com, Priceline, Travelocity, Orbitz, Expedia etc. When packaged with air fair and/or hotels these sites offer great discounts. Travelers should drive to their destination when driving is more cost effective than air travel. Travelers may rent a car at their destination when they are entertaining others, or when it is less expensive than other transportation services offered (i.e. Taxi service). Passengers are allowed in Company owned or rented vehicles. Return rental cars on time, and with a full tank of gas. Do NOT take the rental car company’s “full-tank” option unless significant savings offered at time of pick-up. Decline the additional rental car insurance offered, as the Company carries adequate coverage. All rental car accidents should be reported to the rental agency and the Human Resource Department.

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July 30, 2008


Other Transportation
• • • • • Use of personal vehicles for business is discouraged. It is the responsibility of the vehicle owner to carry insurance adequate for their protection. Reimbursement for personal car usage is at the allowable rate in effect at the time. Employees will not be reimbursed for any repairs to their personal vehicle even if these costs result while on business travel. Transportation of passengers in a personal vehicle on company business should be avoided. Passengers should be transported in Company owned or rented vehicles on business travel but may on rare occasions be transported in an employee’s personal vehicle as long as said employee’s vehicle meets previously stated insurance requirements. Ground transportation to and from terminals should be at the most cost effective method available including hotel and airport shuttle services, buses, subways, taxis, company owned vehicle, personal auto and rental cars.

Telephone & Internet Usage
• • • • Travelers will be reimbursed for calls which are reasonable and necessary for conducting business, when copies of the charges are filed on the expense report. To avoid the substantial hotel telephone charges, use 800 numbers, cellular telephone, credit/calling cards, or public phones whenever possible. Do not use your cellular phone to call the corporate 800 number. The company is being charged double. Employees will be reimbursed for actual charges up to $175 maximum per month for all business related phone and internet expenses as part of their home business office expenses.

Meals and Entertainment
• Personal meals are reimbursed when the traveler is greater then 50 miles away from home, dining on an out-of town business trip and expenses are appropriately filed on an expense report. Additionally, the expense designation below is to be used as a guideline for maximum meal expenses only. Your professional judgment is required and excessive meal costs will be rejected and not reimbursed. Receipts are required for all expenses. o Breakfast - $15.00 o Lunch - $20.00 o Dinner $35.00
July 30, 2008


• Business-related meals are reimbursed when a client, prospective client, or business associate are dining and business discussion takes place. Meal costs will be reimbursed as long as deemed responsible, reasonable and should always be approved by a manager. Notes regarding the business discussion should be noted with the expense report. • Entertainment expenses (e.g., ball games, concert, etc.) will be reimbursed as long as deemed responsible, reasonable and should always be approved in advance by a manager. Notes regarding the business discussion should be noted with the expense report. • Alcohol consumption – Employees are to exercise moderation and good judgment when drinking at a business function. o As per the company’s Drug and Alcohol Free Workplace Policy, it is against company policy to manufacture, distribute, dispense, possess, or use alcohol or a controlled substance while working. o The Company will not reimburse a bar tab unless it is directly associated with a Company-sponsored dinner or event such as the National Sales Meeting or regional sales meetings. In these circumstances, the sponsoring manager must be present and will be responsible for deciding the appropriateness of the expense. o Under no circumstance should an employee who appears intoxicated or impaired drive any motorized vehicle. o Employees who become intoxicated at company-sponsored events will be subject to disciplinary actions up to and including termination. • Meal tipping should be appropriate for the service provided, should be around 15%, but no more than 20% of the bill for exceptional service. • When more than one employee is present at a business meal, the most senior level employee should pay and expense the bill. • Company work rules regarding appropriate behavior and prohibiting harassment apply to employer-sponsored events. • Original receipts must accompany the expense report for all expenses.

Expense Reporting
For prompt reimbursement we encourage submission of expense reports on a weekly basis or at an absolute minimum of once per month. The Company reserves the right to refuse expense reports filed more than 30 days from the time of expense.

All regular, full-time Company employees are required to submit informative expense reports via use of the online reporting system, Expense Point, or a Company Expense Report. • Reimbursement will be on your regularly scheduled pay date.
July 30, 2008


• • •

Submission of expenses should be received in Logan and approved eight work days prior to the pay date for timely processing. “Submitted” means filed, approved by your manager either electronically or in writing, and expense receipts are received by the Expense Processor in Logan, Iowa. Faxed expense reports are not accepted and overnight fees will not paid by the Company.

Note: The Company requires receipts for all expenses, even though IRS requires original receipts for only expenses in excess of $25.00 Employees should submit expense reports with receipts via standard US mail to accounting as follows: Perfection Learning Corporation Attn: Expense Processor 1000 N. 2nd Avenue Logan, Iowa 51546

Audit Right
All employee receipts will be subject to spot or full audits. Any reimbursed expenses not appropriately supported by receipts may require full reimbursement from employee to Company or may be deducted from future expense reports.

Approval/Authorization Process
All expense reports must be approved by the employee's immediate supervisor or the next higher authority. No employee is authorized to approve their own, or a peer’s expense report. Each employee expense report will be reviewed for: • business purpose • supporting documentation and receipts • policy compliance

Documentation Requirements
When a receipt is not available, a full explanation of the expense and the reason for the missing receipt is required. A credit card statement will be accepted when a receipt is not available. Receipts must include the name of the vendor, location, date and dollar amount.

IRS Guidelines
All reimbursed expenses must be incurred in connection with employee’s job. All expenses must be substantiated in writing (receipts).
July 30, 2008


Any amounts over-reimbursed must be returned to the Company once identified. This can be accomplished by actually returning the money to the Company or can be applied against the next expense report reimbursement. Any amounts not returned to the Company will be reported in the employee’s W-2.

Incorrect or Incomplete Expense Reports
Expense reports that are incorrect or incomplete: • will be returned to the submitter for corrective action • may result in delay or non-reimbursement of specific items Manager approval of expense reports is required.

________________________________________ Corporate Traveler

__________________ Date

July 30, 2008


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