Travel and Expense Policy

The document titled 'Travel and Expense Policy' is a comprehensive policy that outlines the guidelines and reporting requirements related to travel and expenses for employees of the Account Job Company. The policy aims to clarify the types of expenditures that are reimbursable, inform employees of their responsibilities, and provide a process for filing and obtaining expenses and reimbursement.

 

The policy emphasizes the importance of cost-effective business travel and the responsibility of employees to adhere to the policy. It highlights that non-adherence to the policy while on business travel may result in stringent disciplinary action, including termination.

 

The document is divided into several sections, each providing detailed information on different aspects of travel and expenses. The sections include:

 

1. General Purpose and Policy: This section provides an overview of the policy's purpose and objectives, including clarifying reimbursable expenses, informing employees of their responsibilities, and setting out the process for filing expenses and obtaining reimbursement.

 

2. General Travel Information: This section provides guidelines for arranging travel through the approved travel agency, ensuring compliance with policy, leveraging volume discounts, and obtaining necessary travel documents such as passports and visas.

 

3. Air Transportation: This section outlines the guidelines for booking air travel, including the criteria for selecting the lowest fare routing, exceptions to the policy, and the management of airline miles.

 

4. Ground Transportation: This section provides guidance on selecting the best means of ground transportation, including public transportation, taxis, limousines, and rental cars. It also includes guidelines for rail transportation.

 

5. Accommodation: This section outlines the expectations for securing hotel accommodations, including preferred hotels, rates, and the reimbursement of expenses. It also addresses the sharing of accommodations with non-business guests.

 

6. Meals: This section defines reimbursable business meals, provides guidelines for selecting restaurants, and outlines the process for reimbursement of meal expenses. It also includes the maximum daily limit for meal expenses.

 

7. Miscellaneous: This section covers various other aspects of travel and expenses, including travel advances, phone policy, office supplies, medical emergencies, and other reimbursable and non-reimbursable expenses.

 

8. Expenses Reporting and Reimbursements: This section explains the process for reporting expenses, obtaining approvals, and receiving reimbursement. It also highlights the responsibilities of employees, approvers, and the finance department.

 

9. Responsibilities: This section outlines the responsibilities of employees, approvers, and the finance department in ensuring compliance with the policy and the proper management of expenses.

 

10. Revision and Explanation of the Policy: This section states the revision date of the policy and reserves the right to revise or modify the policy as needed, with the corporate HR department being the sole authority to interpret the content of the policy.

 

Overall, the 'Travel and Expense Policy' is a comprehensive document that provides detailed guidelines and procedures for employees to follow when traveling on authorized company business and seeking reimbursement for expenses incurred.

How to use this document?

1. Obtain Approval: Before proceeding on any international or domestic travel for business purposes, employees must obtain approval through the company's travel request process.

2. Arrange Travel: All travel arrangements, including airfare, lodging, and ground transportation, must be made through the approved travel agency. If the approved agency is not available, approval from the manager is required to use another agency.

3. Ensure Travel Documents: Employees traveling internationally must ensure that their passport is current with at least six months validity and three blank visa pages. Business visas or equivalents must be obtained prior to the scheduled departure date.

4. Select Lowest Fare Routing: When booking air travel, employees must select the lowest fare routing that meets the criteria outlined in the policy. Exceptions to the policy require approval from the manager.

5. Choose Ground Transportation: Employees should use the best means of ground transportation, considering cost, time, and availability. Public transportation should be considered first, followed by taxis, limousines, or rental cars as necessary.

6. Secure Accommodations: Employees should secure accommodations at the best available rate of single-room accommodations typically occupied by business travelers. Suites and higher-priced accommodations require approval from the manager.

7. Follow Meal Guidelines: Reimbursable business meals should be consumed when company-related business is discussed. Employees should select reasonably priced restaurants and provide receipts for all meals purchased while on business.

8. Submit Expense Reports: All expenses must be reported through the company's web-based expense system within 15 days of return from a business trip. Expense reports must include the travel request form, actual expense bills/receipts, and any exceptions requiring approval.

9. Obtain Approval for Exceptions: Any expenses that deviate from the policy must be explained on the travel request form and approved by the manager.

10. Adhere to Reimbursement Process: Expense reports will be reviewed by the finance department for appropriate cost center codes, approving manager's signature, and calculation accuracy. Reimbursement will be made by the finance department.

By following these steps and adhering to the guidelines outlined in the 'Travel and Expense Policy,' employees can ensure compliance with the policy, cost-effective business travel, and timely reimbursement of expenses.