Sample Travel Authorization and Expense Reimbursement Policy
TRAVEL AUTHORIZATION
1.0
All travel on company business requires advance authorization for financial and
budget control and to enable procurement of lowest cost rates and fares. An
expense report submitted for reimbursement for travel expenses is subject to
rejection if not properly authorized.
1.01
Travel authorization must be approved in writing by the employee’s direct
manager and the CFO or designated accounting representative prior to
finalizing paid travel and/or lodging arrangements.
EXPENSE REIMBURSEMENT
1.0
All business travel and entertainment expenditures incurred by employees must be
reimbursed through the following Expense Report procedures. Reimbursement of
non-travel related items over $100 requires an approved purchase order in
accordance with the Purchasing Policy.
2.0
Expense reports should be completed and submitted to Accounting within one (1)
week of
return or incurring expenses.
3.0
An example Expense Report Form is attached. Expense report forms must be fully
completed with numerical columns totaled. Use the appropriate headings and total
on a daily basis.
4.0
3.01
Original receipts must be submitted for all items requiring reimbursement,
and should be properly attached to the report. Any questions regarding
completion of the report should be directed to the employee's supervisor or
the accounting department.
3.02
Upon completion, the expense report along with all attachments should be
turned into the requesting party’s direct supervisor for approval. Receipts
should be organized neatly and taped down to an 8-1/2” X 11” page. All
staples are to be removed.
3.03
Please keep duplicates or copies of all receipts submitted.
3.04
After approval, the expense report must be submitted to the accounting
department for processing and reimbursement. In order to expedite
reimbursement, the employee should ensure that the report is completed
properly, required documentation is attached, proper authorization is
obtained, and any unusual items properly explained and documented.
Authorized expense reports will be reimbursed by a company check, normally within
two or three weeks after receipt by the accounting department.