EXPENSE REPORT GUIDELINES & PROCEDURES

Transcription

1 EXPENSE REPORT GUIDELINES & PROCEDURES All reimbursable expenses are reprted n the website ExpensAble.cm. N alternative r supplemental methds fr reimbursement will be accepted. Cmpany paid expenses, such as air fare, htel, car rentals and cmpany credit card purchases shuld be included n the reprt t prvide a mre accurate and cmprehensive reprt. Reimbursement Deadlines Payment. Expense reprts must have all receipts attached in rder t get reimbursement and are t be submitted t the emplyee s manager. Once the manager apprves the emplyee s expense reprt, it will be sent t Accunting fr review and apprval. It will then be prcessed thrugh payrll. The deadline t get n the next payrll is the reprt has t be apprved by the end f the day n the Wednesday prir t the week f payrll, e.g. reprt wuld have t be submitted and apprved by the manager befre the end f the day n August 16, 2017 in rder t be paid n the August 25, 2017 payrll. Reprting. Expense reprts can be submitted as ften as yu desire, hwever yu must submit yur expenses within 30 days frm the date the ccur. S yu can submit nce a week r nce a mnth, this is up t yu. Mnth End Reprting. All reprts must be submitted by the 5 th f the fllwing mnth. Reprt Requirements Receipts are required as prf f expenditure fr all reimbursable expenses and shuld be attached t the expense reprt. A Reprt Name must be prvided n expense reprt header. A Reasn fr the expenditure, such as custmer visit, training, etc. must be prvided n the expense reprt header. A Date Range must be prvided n expense reprt header. Air Fare expenses include air fare and baggage fees incurred (1 bag maximum). These wuld g under the Travel expense type. Emplyee related meal expenses are recrded under the expense type Meals Breakfast/Lunch/Dinner. When dining in grups, emplyees shuld pay fr their wn meals; whenever pssible. External and internal entertainment expenses, including meal csts fr ther Leitz emplyees and nn-leitz persns are gruped and recrded under the expense type ENT. Meals-B, L, r D. Prvide the names f the guest and the purpse. Tips fr meals are t be recrded n riginal receipt. Recrd the number f miles assciated with each visit under the expense type Mileage RSM/TSR r Mileage SSR/Othr. Recrd the distance using the SHOW MAP feature in ExpensAble. NOTE: Mileage rates are based n the ITS and natinal average fuel guidelines and are adjusted quarterly. Miscellaneus expenses include: reimbursement f ffice and vehicle supplies (i.e. wipers, fluids, car wash, etc.), car registratin, membership dues and/r fees, and shuld be recrded using

2 EXPENSE REPORT GUIDELINES & PROCEDURES an expense type prvided in the drpdwn menu. NOTE: Explanatins must be given fr all miscellaneus csts incurred. Cmpany-paid expenses, including shp purchases are t be recrded using the payment methd VISA (CPd). ============================================================================= Guidelines / Ranges Htel/Ldging - Standard rms - The Leitz designated htel chain is Chice Htel - Reward prgram available with Chice Htel chain - $ per night s stay (des nt include tax and fees) Daily Meal - Breakfast at htel when pssible: $10 - $15 - Lunch: $15 - $25 (includes tip) - Dinner: $15 - $30 (includes tip) NOTE: Per cmpany plicy, expenses related t an emplyee s grss negligence, such as, parking tickets, stlen items and lcksmith charges fr lst r stlen keys are nt reimbursable.

3 TRAVEL GUIDELINES & PROCEDURES Leitz Tling Systems has selected American Express as ur nline supplier f business travel services. This nline travel tl allws fr cnslidatin and rganizatin f the travel prgram, thereby decreasing csts and maximizing return n travel spending. Fllwing are guidelines and prcedures fr crdinating travel. ALL air, htel and rental car reservatins must be made using the American Express Business Travel Services nline scheduling tl, Glbal Business Travel Cnnect (GBT Cnnect) [ unless there are extenuating circumstances. If assistance frm an American Express Travel Specialist is required, please cntact yur Prgram Administratr fr apprval, as there are additinal fees incurred fr this service. Leitz standard expense reprting plicy and guidelines shuld be fllwed when submitting expense reprts fr travel. Receipts fr air, htel, rental car and any ther travel-related expenses are required t be included with expense reprts. [Nte: Remember t subtract cmpany-paid expenses frm yur reimbursement amunt n the expense reprt accrding t plicy/guidelines.] Emplyees may retain all benefits frm frequent flyer r rewards club memberships. All dues fr such clubs must be paid by emplyee. GBT Cnnect is t be used fr business purpses nly. Air Travel Reservatins All air travel must be pre-apprved by management and bked by Diane Herzg. All travel shuld be crdinated as early as pssible t take full advantage f reduced rates. Please bear in mind that discunt fares d nt allw changes, s yu must be able t make a cmmitment t the travel dates and change them nly under extrardinary circumstances. All air travel must be cach class. Price shuld be the primary cnsideratin when making airline reservatins. Deviatins frm the lwest fair must have manager apprval. A cmpany credit card will be available via GBT Cnnect as the default methd f payment fr purchase f airline tickets. Htel Reservatins All cmpany-authrized accmmdatins must meet with industry-accepted business travel standards with reference t cmfrt, cnvenience and cst. The Chice Htel grup has been designated as the htel vendr f chice fr Leitz emplyees. If a Chice Htels facility is nt available, a similar htel can be chsen. The standard Leitz reimbursable rate fr htel accmmdatins is apprximately $100/night. A cmpany credit card will be available via GBT Cnnect as the default methd fr guaranteeing htel reservatins. It is, hwever, the respnsibility f the emplyee t pay fr the accmmdatins and be reimbursed thrugh the expense reprting prcess. It is the emplyee's respnsibility t cancel htel reservatins within the htel cancellatin plicy time frame. The cmpany will nt reimburse htel "n-shw" fees, unless apprved by a manager. Revised Octber 15, 2015

4 TRAVEL GUIDELINES & PROCEDURES Rental Car Reservatins Enterprise / Natinal has been designated as the rental car vendr f chice fr Leitz Tling emplyees [Crprate ID #XZ20N89]. Nte: Leitz Crprate ID # can als be used t receive discunts n rental car reservatins fr persnal use. A cmpany credit card will be available via GBT Cnnect as the default methd fr guaranteeing rental car reservatins. It is, hwever, the respnsibility f the emplyee t pay the rental car charges and be reimbursed thrugh the expense reprting prcess. Intermediate cars have been designated as the cmpany standard. Rentals fr ther types f cars are nt permitted withut manager apprval. All insurance cverage shuld be declined, as cverage is prvided by the Leitz plicy. All guidelines utlined in this plicy shuld be used in accrdance with and/r as a supplement t ur standard expense reprting guidelines. Please cntact yur Prgram Administratr, Diane Herzg, with any questins. Revised Octber 15, 2015

5 MOBILE DEVICE GUIDELINES & PROCEDURES All mbile phnes, data cards, tablets, related equipment and assciated phne numbers prvided by the cmpany are the prperty f Leitz Tling Systems LP. All vice minutes and data included in the mnthly crprate plan are the prperty f Leitz Tling Systems LP. Each user is expected t practice careful and cnscientius management f mbile phnes, data cards, tablets and related equipment. Lss f r damage t this equipment shuld be reprted t the Plan Administratr immediately and is the respnsibility f the user. Upn terminatin f emplyment, the emplyee must return all equipment assigned (as shwn n the Equipment Issued Checklist). The cst fr replacing any items nt returned is the respnsibility f the emplyee. Leitz Tling System LP requires safe use f the mbile phnes, data cards, tablets and related equipment at all times and strictly prhibits data usage while driving, r talking n the phne while driving, unless a hands-free unit is emplyed. Any citatins r resulting fines fr talking r using data while driving are the respnsibility f the user. Cmpany-wned phnes have been pre-installed in their cases. It is required that all phnes remain in their cases at all times. Users are nt required t use the hlster clip that cmes with the case but the remainder f the case must remain installed n the phne fr the cntinued prtectin and life f the phne. Only the car chargers assigned t each user are t be used with the mbile device. Offbrand car chargers culd cause damage t the battery/phne. Any damage resulting frm use f a car charger nt prvided by the cmpany is the respnsibility f the user. Cmpany-wned phnes, data cards, tablets, and related equipment are t be used fr business purpses; hwever, the cmpany understands there are situatins where persnal usage cannt be avided. Persnal calls/data usage shuld be kept t a minimum t avid resulting IRS tax repercussins. Nte: Cmpany data cards and/r tablets are nt t be used t replace persnal hme internet service. Cmpany-wned phnes, data cards, tablets, and related equipment are nt t be used fr the purpse f illegal transactins, harassment, r bscene behavir, in accrdance with ther existing emplyee plicies. Verizn t Verizn in-netwrk calls are free-f-charge. When land lines are available [i.e. frm branch lcatins, etc.] thse lines shuld be used befre using mbile lines. Revised May 2014

6 MOBILE DEVICE GUIDELINES & PROCEDURES Internatinal [including Canada] dialing and data usage incurs excessive charges. Please adhere t the fllwing guidelines. Usage frm the US: Internatinal data usage [receiving/sending] frm the US incurs additinal charges. Select users have been set up fr internatinal dialing frm the US. Cntact yur Plan Administratr with questins r t cnfirm yur current set-up. Usage frm Overseas: Data and vice usage verseas incurs additinal charges. All users are required t disable data prir t travel and enable usage when needed. Use landlines and Wi-Fi when pssible. Ntify the Plan Administratr prir t internatinal travel t activate discunted dialing and data usage. This plicy is available in the ADP (payrll) Web site and the Expensable (expense management) Web site under cmpany plicies. Current Plan Administratr is Diane Herzg. Revised May 2014

7 AUTO ALLOWANCE- SALES This prgram is designed t allw the Sales Emplyee the pprtunity t btain their chice f autmbile* with Leitz subsidizing mst f the csts. The guidelines are as fllws: The Sales Emplyee will select an apprpriate 4-dr business vehicle frm a dealer and wrk ut desired terms (i.e. purchase, lease, and/r extended warranty). The Sales Emplyee will be respnsible fr insurance, car washes, and any ther registratin expenses and annual fees. Leitz will pay the Sales Emplyee an agreed upn amunt per mnth as a car allwance. Leitz will reimburse the Sales Emplyee fr nrmal maintenance charges, t be submitted n expense reprts as usual. Fllwing is a list f cvered maintenance: Oil change and lube; cling system check, replace clant; belts and hses; check/replace brake and transmissin fluids; brake repair; tune up; change f headlights; tail lights; fuses; tire replacement; frnt end alignment. Tire replacement requires three (3) estimates and prir apprval frm CFO. Tires are reimbursed at the price f a standard 4-dr business vehicle, such as a Frd Taurus, Chevy Impala r Hnda Accrd and shuld nt exceed a maximum f $ (Shuld yu elect t drive a vehicle f larger dimensin r luxury/ sprt perfrmance, any additinal cst abve the standard vehicle tire reimbursement as utlined abve, will be at the expense f the driver). Any repairs must be dcumented with a cpy f the wrk rder shwing all wrk dne n the vehicle. Any parts purchased separately must have an explanatin as t what the part is. Leitz is nt respnsible fr a laner/ rental car while yur car is being repaired r replaced. Effective 02/01/2016, Leitz will reimburse the Sales Emplyee anywhere frm $0.08 cents up t $0.15 cents per mile fr business use, t cver gasline and ther csts when prperly dcumented n the expense reprt. (As the cst f gas increases r decreases we will adjust the reimbursement quarterly, based n the current natinal average.) Mileage reimbursement des nt cver yur cmmute t and frm the ffice. Accrding t the current IRS Tax regulatins, the entire car allwance must be claimed by the individual as cmpensatin and will be included in the year-end W-2. It is up t the individual t keep dcumented recrds f business and persnal expenses and claim them as a tax deductin n frm Emplyee Business Expenses n their annual 1040 tax return. If yu have any questins abut cverage f a particular item, call the CFO prir t making the repair r purchases. * The prgram is limited t cars up t 7 years ld r with n mre than 170,000 miles whichever ccurs first. **SEAT BELTS MUST BE WORN BY ALL OCCUPANTS AT ALL TIMES** Rev: 08/24/17

8 FUEL REIMBURSEMENT MATRIX Fuel Price per Galln Fuel Cst per Mile $4.00 $0.15 $3.75 $0.14 $3.50 $0.13 $3.25 $0.12 $3.00 $0.11 $2.75 $0.10 $2.50 $0.09 $2.25 r less $0.08 Rev: 02/01/16