Expense Policy
Expenses happen. This is a framework for what expenses are acceptable, what are not, how you are paid, and when issues arise.
As a partner, we expect you to:
- Behave honestly, responsibility, and with the guidelines of this policy (i.e. keep costs low)
- Submit expenses as soon as possible and with enough details to explain why the purchase was necessary
- Keep all receipts and provide receipts (not just credit card slips), so we can reclaim taxes where appropriate.
As a manager\/approver, we expect you to:
Check that purchases comply with this policy
Approve them promptly
Ensure they're claimed appropriately
If a partner does not comply with this policy, we can delay reimbursement or reject claims. Persistent or deliberate non-compliance will result in termination.
Fraud, Bribery, Corruption
We have a zero tolerance policy for bribery--in compliance with relevant anti-bribery laws in all the regions we operate. Offering or accepting a bribe is simply not acceptable.
Fraudulent expenses or charges identifed will result in immediate termination.
Travel-related Expenses
Mobile phones and internet connectivity:
Use free wi-fi whenever possible.
Reasonable internet connectivity charges can be added to a hotel bill unless already part of the negotiated rate.
Air, rail and road travel:
- All bookings should be made in economy\/standard class (unless you can beat the price by booking early, in which case higher classes are acceptable).
Mileage:
You can claim up to the current IRS rate, or
You can expense receipts dated on or before the purchase of gasoline to cover the cost.
You must also be insured for using your car for business purposes.
Taxis:
Always try to use public transport instead of taxis (unless you are in an unsafe area).
Always keep a receipt that includes the date.
You can’t claim trips from work to home.
Car rental: You can rent cars overseas if it’s more cost-effective than taking public transport (or if it’s not practical or public transport isn’t available).
Additional travel expense:
The following travel-related expenses are acceptable and will be reimbursed:
Baggage (no more than 2 bags) and advanced-seat bookings
Parking
Foreign currency charges
Visas
Tips (up to 15% - unless already included in the bill)
Hotels:
Book hotels either through the booking system \/ travel management company, or through your own means.
If booking outside of the system or TMC, costs must be lower than those available through the first two options.
The average price-to-beat for a hotel room is $100\/night generally,
You are responsible for all hotel cancellations.
Meals:
You can claim for meals while staying overnight, or if travelling for business before 7am or after 8pm and are away from the office for more than half a day.
The maximum spend limits are:
Hotel breakfast - $15
Other breakfast - $10
Lunch - $15
Dinner (including 1 alcoholic drink) - up to $20.
Client meals\/entertainment costs may be higher. All entertainment claims must include a business reason and the name and company of all attendees – even those who work for Our Company. Alcoholic drinks will only be reimbursed if consumed with a meal.
The following travel-related expenses will not be reimbursed.
Credit, debit and charge card fees (including interest, annual costs)
Laundry service\/dry-cleaning (unless trip is longer than 4 nights)
Mini-bar contents
Movies\/videos, newspapers
Parking fines
The loss\/theft of goods
Childcare or petcare
Any personal elements
Damage to personal vehicles
Spa and health\/fitness clubs
Clothes
Flowers, sweets, confectionary
Birthday cakes or cards for employees
Tourist attractions*
Bar bills*. *You can claim these if the event is part of client entertainment
Other fees that will be paid as expenses are:
Professional membership fees (where relevant to your profession and agreed with your line manager)
Postage for business purposes
Visas
Agency booking fees