travel policy template.docx
- 文档编号:11774340
- 上传时间:2023-04-01
- 格式:DOCX
- 页数:17
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travel policy template.docx
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travelpolicytemplate
The"TravelandBusinessExpenseReimbursementPolicy"beginsonpage-2-below.
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Thankyoufordownloadingthe"TravelandBusinessExpenseReimbursementPolicies"-afreesampleoftheover200typesofpoliciesavailabletoyouthroughPolicySoftandAccountingWEB.
Thesepoliciesaredesignedtoreducetheamountoftimespentcreatingpoliciesbyupto80%.Ifyoulikewhatyousee,weinviteyoutoexploretherestofthePolicySoftAccountingPolicycollection,availableforimmediatedownloadat
Othermajorgroupsofpoliciesinclude:
AccountsPayable
AccountsReceivable
Credit&Collections
FixedAssets
GeneralAccountingDepartment
GeneralLedger
Payroll
Shipping&Receiving
Thankyouforyourinterest.PleasecontinueexploringTravelandBusinessExpenseReimbursementPolicies.
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PolicySoftTravelandBusinessExpenseReimbursementPolicy
Thissoftwareiscopyrightedandsubjecttothetermsofthelicenseagreementthataccompaniedthissoftware.Byusingthissoftwareyouagreetothetermsofthelicenseagreement.Iftheagreementisnotavailable,itcanbefoundat
PurposeandRequirements3
QualifiedExpenseCategories3
SubstantiationRequirements4
FalsificationofExpenses4
Non-ReimbursableExpenses4
TravelAuthorization5
ExpenseReportSubmissionDeadline5
TravelAgent5
TravelAdvances6
ReimbursementRequirements6
Airfare6
TrainTravel7
CarRental7
Mileage7
Telephone/Fax8
CellularPhoneCharges8
AirportParking:
9
OtherParking:
9
Taxi/Shuttle/PublicTransportation/RapidTransit9
Lodging9
Meals10
OvertimeMeals10
StaffEvents10
ClubsandMemberships11
ChildCare11
PersonalLosses11
GiftsandFlowers11
ExpenseReportsAndApprovalRequirements11
GeneralRequirements12
TravelAndBusinessExpenseReimbursementPolicy
PurposeandRequirements
Thepurposeofthispolicyistodocumenttheallowablebusinessexpenseseligibleforreimbursement. Theseincludenecessaryandreasonableexpensesasdefinedundersection162oftheInternalRevenueCode. AlsoincludedisadditionalreferenceinformationthatmaybeusefultoXYZemployeesinsubmittingemployeebusinessexpensereportsinordertoreceivetimelyreimbursement. Ifyouarenotsurehowtoclassifyacertainexpense,contacttheAccountPayableAdministratorforassistance.
ThisdocumentisconfidentialandatradesecretoftheCompany. Assuch,itisnottobecopied,duplicated,distributed,andpostedonanyelectronicbulletinboardtoanythirdpartyoutsidetheCompany.
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QualifiedExpenseCategories
Shownbelowarethequalifiedexpensecategoriesthatappearonyourexpensereports. Theemployeeisresponsibleforproperclassificationsofexpenses. Useonlytheavailablecategories.
Description
GeneralLedgerAccountNumber
OfficeEquipment(>$500)
15151
ITEquipment(>$500)
15152
OfficeExpense(<$500)
67100
ITExpense(<$500)
67200
Airfare
67300
Lodging
67400
Taxi
67500
Mileage/OtherTransportation
67600
Meals&Entertainment–Outoftown
67700
Meals&Entertainment–Intown
67800
Postage
67900
DuesandSubscription
68000
TelephoneandInternet
68100
CellPhone
68200
GiftsandPromotion
68300
Note:
Tipsarenotaseparatecategory. Incorporatethemintothecostoftheproductorserviceyoureceived.
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SubstantiationRequirements
Allexpensesmustbeaccompaniedbyareceiptorsupportingdocumentation. Failuretoprovidesuchwillresultindenialofreimbursement. Mealsoflessthan$5.00valuedonotrequireareceipt. TheCompanydoesnotofferaperdiemrate.
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FalsificationofExpenses
Submittingfraudulentreceiptsorfalsifyingyourexpensereportwillresultinlossofyourreimbursementprivileges.
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Non-ReimbursableExpenses
Thefollowingarenotreimbursablesincetheyareprimarilyforpersonaluse:
Theexceptiontotheseitemsbeingreimbursableisifitpertainstocliententertainment.
∙alcohol
∙carrepair
∙creditcardinterestcharges
∙day-careforchildrenorpets
∙feesforupgradesofair,hotel,orauto
∙golfingorgreenfees
∙golfingcartrental
∙grooming,nailorhairsalonexpenses
∙headphonesonairlines
∙healthclubfees
∙laundry(unless3outoftown3nightsormore)
∙massage
∙medicines
∙movies(eitherin-roomoratthetheater)
∙personalbarbills
∙personalbooks,magazinesorotherentertainment
∙personaltravelportionduringbusinesstrip
∙pethotelstaysorpettransportation
∙politicalorcharitablecontributions
∙sportingevents
∙spouse'sexpensesifaccompanyingXYZ,Inc.employeeontrip
∙toiletries
∙theater,cinemaoroperatickets
∙trafficcitations(parkingticketsorfines)
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TravelAuthorization
Allemployeeswhosetravelexpensesareexpectedtoexceed$500musthavetheTravelAuthorizationformcompletedandauthorizedbytheirsupervisor. AnemailfromyourSupervisorauthorizingthetravelisacceptableprovidedthattraveldetailsarestatedintheemail.
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ExpenseReportSubmissionDeadline
ExpensereportsaredueeveryweekonTuesdayby5pm. Ifyouareunabletomeetthisdeadline,youareresponsibletocontacttheAccountPayabledepartmentandinformthemofthetimingandapproximateamountofyourexpensereport. BranchofficesaretoovernighttheirexpensereportsonMondaytoensuredeliverybyTuesday. Donotuseprioritymorningdeliverybutstandarddeliveryinstead.Allexpensereportsinexcessof$5,000(thematerialitylevelformonth-endclose)areduethefirstdayofthemonth-endclose.
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TravelAgent
TheCorporateTravelAgencyisABCTravel. AllCompanytravelarrangementsmustbemadethroughABCTravel. AgencyhoursareMondaythroughFriday,9:
00am5:
00pmPST. OurtravelagentcontactisJ.Doe. J.Doe'shoursare7:
30am-5:
00pmPST,MondaythroughFriday,
ABCTravel
Tollfreenumber
800-555-1000
Mainphonenumber
555.555.5555
Faxnumber
555.555.5556
J.Doe’sdirectline
555.555.5557
J.Doe’spager/voicemail
555.555.7777
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TravelAdvances
Incaseoffinancialhardship,anadvancefortravelmaybegranted.CompletetheCheckRequestformandhaveitauthorizedbyyourSupervisor.Whensubmittingyourexpensereport,deducttheadvancefromyourtotalexpensesandsubmitacheckforanyamountremaining(ifany)duetotheCompany.ApermanentadvancemaybegrantedtoSalesAgentsthathaveaterritorytocoverandhavemuchovernighttravel.Thisadvancemustbepaidimmediatelyupontermination.
ReimbursementRequirements
Alltravelrelatedexpensesshouldbepaidbytheemployeeandsubmittedforreimbursementaccordingtothefollowingcategoriesandguidelines:
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Airfare
ABCTravelhasbeendirectedtoobtainthelowestairfareavailableforalldomesticandinternationalflights. Accommodatingemployeeswithfrequentflierprogramswhodesireanalternativeairlinewillbeaccommodated,aslongasthereisnoadditionalcosttoXYZ,Inc. ContactJ.Doeforfurtherinformationonfrequentflierprograms. ABCTraveldoesnotbookreservationsforSouthwestAirlines,whichmustbeorderedthroughtheInternet. Planasfarinadvanceaspossibleinordertotakeadvantageofearlypurchasediscounts. Itinerariesarenotvalidreceipts
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TrainTravel
Traintravelisonlypermittedasanalternativetoairtravelprovidedthetravelisperformedonweekends,unlesstheemployeehasadocumentedcaseoffearofflyingandhasbeenexcusedbyamedicalphysician. Thetraveldistanceislimitedlessthan500miles.
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CarRental
TheCompanyhasacorporateaccountwithABCrentalcarcompany. Trytousethiscompanyunlessavailabilitydictatesotherwise. Guidelinestofollowwhenrentingcars:
1.Compact/economymodelsmustberentedunlessmorethantwopersonsaretravelingtogether. Asingleupgradeisallowediftwopersonsaretraveling. Higherupgradesareallowediftransportingmaterialsandcargospaceisafactor,orifthreeormorepersonsaretravelingtogether.
2.Therefuelingoptionshouldbetakenifextensivedrivingisplanned. Iftherefuelingoptionisdeclinedthecarmustbereturnedwithafulltankofgas.
3.Rentalcarsshouldbereturnedtotheoriginalrentallocationinordertoavoidcostlydrop-offcharges.
4.TheCorporateAmericanExpress(AMEX)cardmustbeusedforallcarrentaltransactionsifavailable. IftheAMEXcardisused,theadditionalinsuranceshouldnotbepurchased. Ifanotherformofpaymentisused,pleasepurchasetheadditionalinsuranceofferedbytherentalcompany. TheCompanyhasinsurancecoverageforcarrentals,sotheinsurancepurchaseoptionshouldnotbetaken.
5.Upgradesnotauthorizedbythispolicyarenotreimbursable.
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Mileage
Thetravelerisentitledtoclaimroundtripmileageat$.xxpermile. Foremployeeswhoseofficeislocatedintheirhome,allbusinessmileageisreimbursable. ForemployeesassignedtotheCorporateoffice,mileagetoandfromhomeisnotreimbursable. DestinationandreasonforallmileageclaimedmustbeincludedontheMileageRecordWorksheetandtotalsontheEmployeeExpenseReport.
ForCorporateemployeesmileagefromyourhometotheofficeisnotreimbursable. Mileageincurredinexcessofthedailycommutingmilesisreimb
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