CHS Consultant Labor Information Systems Dept. Time & Expense Policy

Transcription

1 CHS Consultant Labor Information Systems Dept. Time & Expense Policy Revised October 2013

2 Overview of process Responsible Party: Contractor Consultants must enter their timesheet and expense report into 3Story for manager review by COB each Monday at the latest. Responsible Party: Hiring Manager & FMS Hiring managers review/approve/reject each timesheet and expense report submitted for their approval. FMS, the final approver, reviews timesheets and expense reports that have manager approval. Timesheets and expense reports approved by FMS will be processed for payment. Responsible Party: Monument Consulting Monument Consulting invoices CHS weekly for the prior week's time and expense that was approved by the hiring managers and FMS. Page 2 of 10

3 Table of Contents Timesheets and Expense Reports, entering (updated 10/24/11)... 4 Holiday weeks, entering time... 4 Travel Time Reimbursement... 5 Booking Travel... 5 Booking through CWT... Error! Bookmark not defined. Expense Reports... 5 Air Travel Requirements... 6 Guidelines/Reimbursable Expenses:... 6 Non reimbursable Expenses:... 6 Using Your Own Transportation Requirements... 7 Guidelines/Reimbursable Expenses:... 7 Non reimbursable Expenses:... 7 Lodging... 8 Guidelines/Reimbursable Expenses:... 8 Non reimbursable Expenses:... 8 Auto Rental Requirements... 8 Guidelines/Reimbursable Expenses:... 8 Non reimbursable Expenses:... 8 Car Insurance / Liability Requirements... 9 Pre Paid Fuel Receipts... 9 Meals & Entertainment Expense Requirements... 9 Guidelines/Reimbursable Expenses:... 9 Non reimbursable Expenses:... 9 Additional Tips Requirements... 9 Tips Excluding Meals... 9 Non Reimbursable Expenses Page 3 of 10

4 Timesheets and Expense Reports, entering (updated 05/22/2013) Time and expenses should be submitted in the vendor management systems (VMS) promptly and no later than 30 days after occurring. Time and/or expenses submitted later than 30 days will not be paid. Consultants (or vendor) must resubmit any rejected T&E within 15 days of the rejection to be eligible for reimbursement. All time and expenses must be submitted and approved in 3Story Software in order to be invoiced. Expenses MUST be submitted the same week as the timesheet to ensure correct and timely repayment. Overtime must be pre approved by a CHS manager via . Contractors are required to add comments on the timesheet referencing the containing the pre approval. Timesheets with >44 hours that do not contain the aforementioned comments will be audited by CHS FMS and may delay payment processing. If a consultant must book travel the week prior to his/her start date, the expenses are to be placed on first week s timesheet. PLEASE, provide a comment in the expense line comment field in the VMS. If a consultant must book travel during a week in which they are not accruing hours (due to vacation, go live break, etc.) and thus do not have hours to post to a timesheet, the expenses are to be placed on the next available timesheet, typically the following week. PLEASE, provide a comment in the expense line comment field. Please contact Monument Consulting (CHS@monumentconsulting.com) to escalate any issues with gaining approvals on time and/or expense items. Holiday weeks, entering time During a holiday week, the maximum hours will depend on the number of actual work days. {example: a 3 day work week should be reflected on the timesheet as a maximum of 24 worked hours plus a maximum of 4 hours for travel} The following holidays are observed by CHS corporate: Holiday Date Off Working more hours than shown below requires pre approval from a CHS Mgr* New Year's Day Wednesday, January 1, Good Friday Friday, April 18, Memorial Day Monday, May 26, Independence Day Friday, July 4, Labor Day Monday, September 1, Thanksgiving Thursday, November 27, 2014 Friday, November 28, Christmas Thursday, December 25, 2014 Friday, December 26, cpo * Comment should be added in timesheet referencing giving authorization Page 4 of 10

5 Travel Time Reimbursement Consultants may be reimbursed for up to 4 hours per week for traveling to / from site. Timesheets containing >4 hours in a given week will be rejected by CHS and may delay payment processing. Booking Travel The policy of CHS is to reimburse reasonable, necessary, and authorized travel and entertainment expenses of board directors, officers, employees and contractors incurred for legitimate CHS business purposes. All travel and entertainment expenses must be sufficiently supported with written documentation to satisfy IRS regulations and require the written authorization of an appropriate official as designated in Part D, of this policy statement. Travel and entertainment expenses of directors, officers, employees and contractors incurred on behalf of CHS or subsidiaries must comply with all applicable federal and state laws, rules and regulations. Expense Reports The company assumes no obligation to reimburse vendors for expenses that are not in compliance with this policy, and in such cases, the vendors will be held liable for expenses that are not in compliance. All commercial airlines, hotel and auto travel must be made through CWT as part of the CHS Travel Program in order to be reimbursed by the Company. To obtain the lowest possible travel cost for the Company, contractors are required to use the online booking tool provided by CWT. Neither CHS Management nor Project Managers have the authority to override CHS Corporate Accounting Policies. Please refer to the Monument Consulting CHS Travel Addendum for guidance on booking travel and creating travel profiles with Carlson Wagonlit (CWT). In order to be eligible for reimbursement, all expenses must be entered and approved in 3Story Software with original, unaltered receipts attached. If original receipts must be retained by vendor, please make a copy and upload into 3Story Software. Expenses must be broken out by day and category (i.e.., lodging, airfare, etc). Exception guidelines: If travel accommodations cannot be made by CWT that comply with the CHS IS T&E Policy, the consultant must ask CWT to communicate this prior to booking on the itinerary as proof of an exception. Car rental exception: consultants must provide CWT screenshots the show pick up and dropoff dates as proof that there was no rental car option from the preferred rental car carriers (National and Enterprise). Page 5 of 10

6 Inclement weather procedure: o If a contractor is stranded in the airport overnight due to weather forcing a flight cancellation, they are subject to per diem and lodging if they do the following: attach an to their expenses explaining the situation with manager approval included. o If the airline cancels a flight, the consultant must request reimbursement for the fare from the airline. The airlines will not offer it without request. o Every effort must be made to use CWT for accommodations during exception periods. Proof of effort may be requested. Air Travel Requirements Guidelines/Reimbursable Expenses: Airline reservations must be arranged through CWT. For airfare receipts, CWT's einvoice is the ONLY acceptable receipt. Instructions to obtain an einvoice are provided in a supplemental document. Airfare receipts must show date of purchase and dates of travel and itinerary. Flight must be expensed on the week it was purchased. Book least expensive, most convenient, logical travel available. Coach class only. If upgrade is granted at a cost, this cost will not be reimbursed. Participation in Frequent Flyer programs must not influence flight selection or fare which would result in incremental costs beyond lowest logical fare. Unused or Refunded tickets must be reflected on an expense report. Credit card receipts or check in stubs that do not have dates listed on them will be denied for reimbursement. Baggage Reimbursement: o One bag per week per person will be reimbursed o Example of correct Baggage Reimbursement: 1 week travel = 1 bag; 2 week travel = 2 bags Non reimbursable Expenses: The Company will not reimburse for personal items lost while traveling on business except for incidentals necessary to conduct the purpose of the business trip. Airfare receipts with no dates listed Upgraded airline seats with increased cost Heavy baggage charges First class tickets are not reimbursable unless there is a business justification from the consultant s CHS manager. For example, hiring manager has to send a contractor to Longview, TX and they have to be there tomorrow. The "only" seat available is in first class so the hiring manager grants the contractor permission to book the seat and approves the first class ticket. FMS will accept the first class charge if a copy of the manager s approval is attached to the expense report. What is not covered is a contractor that has the "opportunity" to upgrade Page 6 of 10

7 for a fee and decides to fly first class. Since there is no way to tell how much the ticket would have been without the upgrade, the expense is not covered. Airline club membership dues Excess baggage charges, unless pre approved by Manager (see Air Travel requirements) In flight telephone charges for personal calls Loss/theft of cash advance money or company paid airline tickets Optional travel or baggage insurance Using Your Own Transportation Requirements As of 7/1/11 the mileage rate reimbursement is currently $0.485 per mile for usage on consultants / contractors personal car. Guidelines/Reimbursable Expenses: CHS will not reimburse travel expenses or per diem for contractors living within the community (defined within a 50 mile radius) of their employment, but they will be reimbursed when traveling outside of their community. Toll booth devices or charges will be reimbursed if the travel report is approved by the CHS Manager. o Toll charges must be supported with receipts o Consultants who use smart tags, EZ passes, etc. may submit a quarterly statement in lieu of receipts as long as the statement shows the date and amount deducted Mileage to and from the airport or worksite: subtract first 20 miles each way and provide copy of the MapQuest directions: o Example: If the consultant drives 50 miles to the airport or worksite one way, only 30 miles may be requested for reimbursement one way. o 50 total miles 20 miles (non reimbursed) = 30 miles (to be reimbursed) Explanation for excessive mileage is required for over 300 miles / week. Please include this statement in the Comments field in 3Story Software, as well as a copy of the MapQuest directions verifying mileage. Non reimbursable Expenses: Car washes Parking tickets, traffic tickets or fines Personal accident insurance Transportation to/from home and normal office (unless otherwise stated in contract) Depreciated value of car / car repairs Gas will only be reimbursed on auto rentals, not personal vehicles. Routine maintenance/tune up Page 7 of 10

8 Lodging Guidelines/Reimbursable Expenses: (Updated 12/7/11) Hotel reservations must be booked through CWT as those rates have been previously negotiated at various hotel properties. Multiple hotel rooms booked for the same night will not be reimbursed. Non reimbursable Expenses: Hotel or motel in room movies Laundry/valet services unless the business trip occurs over a weekend and with 3 nights plus per week, i.e., Tuesday Friday / Weekend / Monday Wednesday Room Service or items taken hotel room mini bar Auto Rental Requirements Rental car reservations are to be booked through CWT. Page 8 of 10 Due to our contract requirements, midsize/intermediate should always be selected (SUVs and Hybrids are not reimbursable). At time of rental, the car should be inspected and any damage found should be noted on the contract before the vehicle is accepted. Guidelines/Reimbursable Expenses: Midsize / Intermediate cars unless: o Three or more company employees or customers are traveling together (must be documented by putting each contractors / employee s name) o Cars in the authorized category are unavailable o Can be upgraded at no extra cost (upgrades given at cost will not be reimbursed) The only approved car rental agencies are National and Enterprise. Receipt must show car class Transporting excess baggage such as booth displays Roadside Assistance is permitted on all rental $4.99 / day rate (CHS discounted rate through CWT) The rental car should be returned to the original rental city. If consultant must return the vehicle to a different city, he/she must return their vehicle to the original location and rent a new vehicle that will be returned to a different city. Returning a one day rental to a different city is much less expensive that returning a multiple day rental to a different city. Non reimbursable Expenses: The fuel recharge option will not be reimbursed. Loss Damage Waiver and insurance should be declined from rental agency as these items are non reimbursable. Add on features such as GPS or satellite radio will not be reimbursed. Extra charge for hybrid green cars (a few rental car firms that have hybrid car rental services on their parking lots charge additional money to rent them; a hybrid car rental average $10 to $15 additional per day than their conventional engine counterparts).

9 Rental car upgrades Valet is not covered for parking. If parking is included in hotel charges, it must be broken out in separate line items on the expense report. Car Insurance / Liability Requirements CHS is not liable for accidents. The consultant s personal insurance or vendor s insurance should provide coverage. CWT includes insurance in the rental car rate. Include CWT documentation as well as itemized receipts for reimbursement. Pre Paid Fuel Receipts (updated, 5/7/12) If fuel is pre paid, and no electronic receipt is available, the contractor must be issued an itemized fuel receipt from the attendant. Itemized fuel receipt should show price per gallon and number of gallons purchased. Meals & Entertainment Expense Requirements Guidelines/Reimbursable Expenses: (updated, 11/30/11) CHS pays $40/day of travel for per diem (one Per Diem for each night charged by the hotel plus one for departure day ex. 3 nights hotel = 4 per diems). Please select the Per Diem category in 3Story Software when entering per diem. This amount includes tips. If the consult works within the community to which they are assigned, there is no per diem. Non reimbursable Expenses: No liquor can be expensed; tip and tax on liquor will not be reimbursed. Consultants cannot pay for meals for CHS employees and submit for reimbursement. Additional Requirements Tips Excluding Meals Sky caps, bell hops, parking lot attendant, and other services of this nature will be reimbursed for up to a maximum of $3 / day. 20% cut off limit on ALL tips (if tips exceeds 20%, you will be responsible for overage) Telephone Usage Requirements Strongly discouraged unless there is an emergency or written pre approval from Manager: o Air phone Usage o Rental Car Cellular Usage Cellular Phone Reimbursement: Consultants that provide pre approval from their manager will be reimbursed for business calls made on cellular phones which are reasonable and necessary for conducting business. Taxi Requirements: Page 9 of 10

10 A printed receipt for taxi rides is required. Please ask your consultants to select a taxi company that offers printed receipts. If a paper receipt is submitted, FMS will research the fare and reimbursement is subject to their approval. Non Reimbursable Expenses Annual fees for personal charge or credit cards Corporate card delinquency fees/finance charges Capital or fixed assets, such as personal computers, fax machines, furniture or any other equipment which would normally be depreciated Barbers and hairdressers Babysitting Expenses related to vacation or personal days while on business trip Golf fees Gum, tobacco products or sundry items such as magazines, books, newspapers ATM fees Health club dues except daily fees for hotel fitness center during business travel Expenses for travel companions, unless prior approval is given by officer Clothing Items requiring a purchase order in accordance with Corporate and Hospital Purchasing Policies (for IS Department) Loss/theft of personal funds or property Lost luggage and briefcases Medical expenses incurred during travel Non compulsory insurance coverage No show charges for hotel or car service Personal entertainment, including sports events Personal property insurance Personal telegrams, faxes or internet usage charges Personal toiletries such as toothpaste, toothbrush, etc Souvenirs/personal gifts Shoeshine Pet care, unless approved by officer Postage costs, postcards Personal internet connection (unless approved by Manager) Page 10 of 10