travel policy templateWord文档格式.docx
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travel policy templateWord文档格式.docx
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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:
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.
Backtotop
QualifiedExpenseCategories
Shownbelowarethequalifiedexpensecategoriesthatappearonyourexpensereports.
Theemployeeisresponsibleforproperclassificationsofexpenses.
Useonlytheavailablecategories.
Description
GeneralLedgerAccountNumber
OfficeEquipment(>
$500)
15151
ITEquipment(>
15152
OfficeExpense(<
67100
ITExpense(<
67200
Airfare
67300
Lodging
67400
Taxi
67500
Mileage/OtherTransportation
67600
Meals&
Entertainment–Outoftown
67700
Entertainment–Intown
67800
Postage
67900
DuesandSubscription
68000
TelephoneandInternet
68100
CellPhone
68200
GiftsandPromotion
68300
Note:
Tipsarenotaseparatecategory.
Incorporatethemintothecostoftheproductorserviceyoureceived.
SubstantiationRequirements
Allexpensesmustbeaccompaniedbyareceiptorsupportingdocumentation.
Failuretoprovidesuchwillresultindenialofreimbursement.
Mealsoflessthan$5.00valuedonotrequireareceipt.
TheCompanydoesnotofferaperdiemrate.
FalsificationofExpenses
Submittingfraudulentreceiptsorfalsifyingyourexpensereportwillresultinlossofyourreimbursementprivileges.
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)
TravelAuthorization
Allemployeeswhosetravelexpensesareexpectedtoexceed$500musthavetheTravelAuthorizationformcompletedandauthorizedbytheirsupervisor.
AnemailfromyourSupervisorauthorizingthetravelisacceptableprovidedthattraveldetailsarestatedintheemail.
ExpenseReportSubmissionDeadline
ExpensereportsaredueeveryweekonTuesdayby5pm.
Ifyouareunabletomeetthisdeadline,youareresponsibletocontacttheAccountPayabledepartmentandinformthemofthetimingandapproximateamountofyourexpensereport.
BranchofficesaretoovernighttheirexpensereportsonMondaytoensuredeliverybyTuesday.
Donotuseprioritymorningdeliverybutstandarddeliveryinstead.Allexpensereportsinexcessof$5,000(thematerialitylevelformonth-endclose)areduethefirstdayofthemonth-endclose.
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
TravelAdvances
Incaseoffinancialhardship,anadvancefortravelmaybegranted.CompletetheCheckRequestformandhaveitauthorizedbyyourSupervisor.Whensubmittingyourexpensereport,deducttheadvancefromyourtotalexpensesandsubmitacheckforanyamountremaining(ifany)duetotheCompany.ApermanentadvancemaybegrantedtoSalesAgentsthathaveaterritorytocoverandhavemuchovernighttravel.Thisadvancemustbepaidimmediatelyupontermination.
ReimbursementRequirements
Alltravelrelatedexpensesshouldbepaidbytheemployeeandsubmittedforreimbursementaccordingtothefollowingcategoriesandguidelines:
ABCTravelhasbeendirectedtoobtainthelowestairfareavailableforalldomesticandinternationalflights.
Accommodatingemployeeswithfrequentflierprogramswhodesireanalternativeairlinewillbeaccommodated,aslongasthereisnoadditionalcosttoXYZ,Inc.
ContactJ.Doeforfurtherinformationonfrequentflierprograms.
ABCTraveldoesnotbookreservationsforSouthwestAirlines,whichmustbeorderedthroughtheInternet.
Planasfarinadvanceaspossibleinordertotakeadvantageofearlypurchasediscounts.
Itinerariesarenotvalidreceipts
TrainTravel
Traintravelisonlypermittedasanalternativetoairtravelprovidedthetravelisperformedonweekends,unlesstheemployeehasadocumentedcaseoffearofflyingandhasbeenexcusedbyamedicalphysician.
Thetraveldistanceislimitedlessthan500miles.
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.
Mileage
Thetravelerisentitledtoclaimroundtripmileageat$.xxpermile.
Foremployeeswhoseofficeislocatedintheirhome,allbusinessmileageisreimbursable.
ForemployeesassignedtotheCorporateoffice,mileagetoandfromhomeisnotreimbursable.
DestinationandreasonforallmileageclaimedmustbeincludedontheMileageRecordWorksheetandtotalsontheEmployeeExpenseReport.
ForCorporateemployeesmileagefromyourhometotheofficeisnotreimbursable.
Mileageincurredinexcessofthedailycommutingmilesisreimb
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