Expense Policy

The following is a comprehensive guide of the Organization Name expense policy and procedures for the reporting and reimbursement of expenses. Any manager who approves expense reports should be familiar with this policy—authorizing an expense report indicates to Organization Name that the expenses reported are legitimate, reasonable, and comply with this policy.

a.Expense Reimbursement

Under ordinary circumstances, it is the policy of Organization Name to reimburse travel expenses on the basis of actual expenses involved. Persons traveling on Organization Name business are entitled to transportation, hotel accommodation, meals, and limited incidentals (for example, taxis and telephone calls) that meet reasonable and adequate standards for convenience, safety, and comfort.

b.Business Travel Expenses

Organization Name will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the President. Employees whose travel plans have been approved should make all travel arrangements through organization’s designated travel agency. When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Organization. Employees are expected to limit expenses to reasonable amounts. Expenses that generally will be reimbursed include the following:

• airfare or train fare for travel in coach or economy class or the lowest available fare

• car rental fees, only for compact or mid-sized cars

• fares for shuttle or airport bus service, where available; costs of public transportation for other   ground travel

• taxi fares, only when there is no less expensive alternative

• mileage costs for use of personal cars, only when less expensive transportation is not                 available

• cost of standard accommodations in low- to mid-priced hotels, motels, or similar lodgings

• cost of meals, no more than Rs.50.00 a day

• tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare

• charges for telephone calls, fax, and similar services required for business purposes    

 

Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by Organization may not be used for personal use without prior  approval. When travel is completed, employees should submit completed travel expense reports within 30 days. Reports should be accompanied by receipts for all individual expenses. Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, expense reports, reimbursement for specific expenses, or any other business travel issues. Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.

 

 

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