Policy Title: Expense Reimbursement
Policy Version: 1.0
Effective Date: 11-13-2003
Last Revision Date: 11-13-2003
Purpose: Timely submission, accrual, and payment of company expenses.

Policy


With the move to Accrual based accounting, it is important that Expenses incurred are matched to the time period in which they are incurred. 

Procedure


Project / Customer Billable Expenses

  1. Please make sure that all Customer Billable expenses are recorded in Web Timesheets (WTS); this includes those by company employees and contractors; these should be entered into WTS within five business days of the end of the WTS Time Period. 
     
  2. Employees and Contractors need to submit Original receipts along with the company standard Expense Reimbursement form.  You should make a copy of the receipts for your file.  Project/Customer Billable Expenses are due five business days after the corresponding WTS entry.

Business Expenses

  1. Please submit Business Expenses (office supplies, computer expenses) as they are incurred.  This includes expenses paid for by company credit card.  Any Business Expense over $100 requires advance approval by your Manager.  Any unapproved expense in excess of $100 incurred by employee may not be paid at the discretion of the company.
     

  2. Employees need to submit Original receipts along with the company standard Expense Reimbursement form.  Business Expenses are due at the end of the month following expense being incurred. 

Personal Expenses

  1. Please submit Personal Expenses (cellular phone, other approved expenses) at the end of the month in which they are incurred. Any Personal Expense over $50 requires advance approval by your Manager.  Any unapproved expense in excess of $50 incurred by employee may not be paid at the discretion of the company.
     

  2. Employees need to submit Original receipts along with the company standard Expense Reimbursement form.  Personal Expenses are due at the end of the month following expense being incurred.

Expense Payment

Expenses submitted after the time periods noted above may not be paid at the discretion of the company.