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Corporate Expense Reimbursement Policy
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Corporate Expense Reimbursement Policy
Dated: December 30, 2007
Revision: 2.91
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Corporate Expense Reimbursement Policy
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1.0 PURPOSE
The purpose of this policy is to establish reimbursement guidelines for employees, consultants and contractors
incurring business travel and entertainment expenses and other business related expenses on behalf of the
company.
2.0 BACKGROUND
In order to meet business objectives, Verisign employees, consultants and contractors will need to travel,
entertain, and/or incur expenses on behalf of the company. The company agrees to reimburse them for costs
incurred while engaged on such activities. The main objectives of this policy are:
•
•
•
Ensure employees, consultants and contractors have a clear and consistent understanding of the
processes and requirements established for reimbursement of travel, entertainment and other business
related expenses.
Provide business travelers with an acceptable level of services and comfort within reasonable cost.
Ensure that all authorized expenditures meet and comply with all requirements for the most favorable tax
and expense treatments for VeriSign.
3.0 SCOPE
This policy applies to all GLOBAL expense reimbursements.
This policy is to be used in conjunction with the Global Travel Policy located at the following website:
https://intranet.verisign.com/Intranet/Travel/TravelPolicy/000212
4.0 RESPONSIBILITY
The Chief Financial Officer is responsible for the creation, establishment, maintenance, revision and publication of
this Policy.
All Managers, Directors, Vice Presidents and GLT members (Global Leadership Team) are accountable for
ensuring compliance with this policy when approving business travel and expenses.
All employees are responsible for reading, understanding and complying with this policy and their applicable
Country Addenda.
Accounts Payable may audit expense reports for compliance to company policies. Non compliant transactions are
subject to short pay, additional review, and may require additional management approval.
VeriSign retains the right to modify, alter and delete this policy and its appendices in its sole discretion. VeriSign
shall communicate any changes to VeriSign employees as appropriate.
GLT members may impose stricter guidelines than in this policy to their functional groups.
Consequence
Violation of this Policy or its appendices may result in loss of travel privileges, disciplinary action, up to and
including termination of employment and/or non-reimbursement of expenses, to the extent permitted by law.
Activities which are fraudulent, or not in compliance with VeriSign policies are subject to individual liability and
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Corporate Expense Reimbursement Policy
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local and civil laws. Consequences apply to direct offenders as well as those who collude or through negligence
fail to detect information they knew or should have known.
5.0 POLICY
All Expense reimbursements require that Original Receipts are attached for expenditures of $50.00 USD
(excludes Gifts in Kind which require receipts) or greater unless local country statutes requires receipt submission
for “all” expenses incurred regardless of the amount. Tear tabs should not be submitted as receipts. In the US,
employees must scan legible receipts into iExpense using the bar code cover sheet from Oracle after the receipt
is entered in iExpense. Original Receipts should be maintained by the employee for one calendar year after
submission. Where iExpense is not used, receipts must be taped to an 8.5”x11” piece of paper (US
employees) or A4 size (non-US employees), in chronological order.
Expense Reimbursement Reports need to be submitted within 30 days of completion of any business
reimbursable activity. Expense reimbursement claims should always contain a description outlining purpose of
trip or purpose of the expense incurred.
Expense Reimbursement Reports older than 180 days of completion of any business reimbursable activity
requires functional group GLT approval.
Expense reports must be submitted in local currency. For international travel, the exchange rate should be clearly
stated either on the receipt or in the iExpense exchange rate field. The OANDA Web site, www.oanda.com, can
be used to find the appropriate exchange rate. Receipts should be annotated with the equivalent.
Reimbursable business expenses should be paid for using the VeriSign Corporate Travel Card, whenever and
wherever possible. Note that contractors are not eligible to receive VeriSign Employee Corporate Cards.
Contractors should obtain written approval from VeriSign for all expenses billable to VeriSign and should invoice
VeriSign for reimbursement of all billable expenses. Invoices for billable expenses should be accompanied by
documentation substantiating the expense.
Expense Reimbursement claims should NOT be used for the acquisition of capital equipment.
Purchases of goods and services over $2,500 should generally be placed on a Purchase Order.
Expense reimbursement claims should NOT be used to procure expenses for events or one time large purchases
that should be procured through a Purchase Order process where applicable.
Please refer to the Signature Authorization Policy located at the following website:
https://intranet.verisign.com/Intranet/PurchasingFinance/Payment/PaymenttoSuppliers/001255
GLT members have the discretion to allow expenses under special circumstances that are not specified within the
policy or that are not in line with the policy with respect to their personal expenses; however such exceptions shall
require an additional third party approval by either the CFO or CEO.
The matrix below outlines the key components of the Expense Reimbursement Policy.
Reimbursable Expenses and Guidelines:
Nature of Expense
Air Travel
Description
Tickets and change fees
Policy Guidance
Reimbursable only when purchased via
Designated Travel Agency or corporate
online travel tool. Changed tickets
require proof of change and receipt.
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Airline Lounge
Airline lounge access for
one airline only
Car Rental
Follow car rental
guidelines per travel
policy.
Hotel and Lodging
Follow room class and
spending guideline per
travel policy.
Hotel Cancellations
Fees
Non-Hotel Lodging
Per Diem
Personal Meals
Business Meals and
Customer Entertainment
Reservations are
expected to be cancelled
by employee through
their travel
representative
Lodging with family
and/or friends
For inCode Consulting
employees only
Follow daily spending
guidelines per travel and
entertainment policy
Taken
with
clients,
prospects or business
associates
Employees MUST have functional VP
approval in writing included with receipt
and should travel at MINIMUM 6 trips per
calendar year.
Employees MUST submit car rental
agreement/receipt and/or credit card
record of charge (ROC). For
international employees, for Value Added
Tax (VAT) purposes, employees need to
ensure that the VeriSign company name
and address and supplier’s VAT number
is listed on the receipts / invoices.
Employees MUST submit itemized hotel
folio in order to receive reimbursement.
Hotel Folio must have $0 balance due as
proof of payment.
For international employees, Invoice
folio should be addressed to VeriSign. (or
specific corporate structure, i.e. Ltd.
GmbH, etc) and should also include
employee name and hotel VAT number.
Reimbursable- employees should
cancel reservations through travel
representative
Reimbursable, only for a ‘gift in kind’ (i.e.
present, meal, no cash gifts allowed) with
prior management approval and itemized
receipt and all receipts for the gift in kind
must be provided regardless of the
amount.
The allowance limit is $50 for each night
lodging with relatives or friends up to a
total of $600 per year per individual
friend or relative and may include
weekend nights to take advantage of
lower airfares or it is not practical for the
employee to return home.
Only allowed for consulting Employees
Reimbursable (See Table in Travel
Policy )
Reimbursable for reasonable and actual
costs.
The following information is required for
reimbursement:
a. Names of individuals present
b. Name and location where meal
took place.
c. Exact amount and date of
expense.
d. Specific business topic discussed
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Telecommunication
Expenses
(such
as
cellular,
PDA,
high
speed internet services)
Monthly combined
expenses incurred in
conjunction with
business usage for high
speed internet only
Business Mileage
Per mile cost incurred
when traveling for
business only if no car
allowance or company
car
Gratuities
Reimbursable for
reasonable costs, in
general should not
exceed 20%
Tolls & Parking
Laundry/Dry Cleaning
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Corporate Expense Reimbursement Policy
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Allowed for trips in
excess of 3 days
excluding personal meals.
e. Highest-level employee present
should pay the bill and submit the
expense
f. Itemized receipt should be
included (tear-off tabs are not
generally acceptable).
• High speed internet services
are Reimbursable.
• Cell phone and PDA are not
reimbursable as VeriSign
has corporate programs for
these.
Mileage for business trips will be
reimbursed per local statutory
requirements (Please refer to matrix in
Appendix section by region or country).
Employees who work at a VeriSign Office
for 5 hours on a non work day may
expense mileage.
Reimbursable
Reimbursable
Reimbursable
Excess Baggage
Reimbursable as a result of job
requirement (mktg. materials, etc.)
Spousal/Companion
Travel
Expenses are reimbursable if incurred as
part of a company sponsored event
which specifically includes spouse/
partner. Note that there may be income
tax implications to the reimbursed
employee for spousal travel.
License fees, passport,
visa fees and
professional association
memberships
Reimbursable if related to job function
Customer Gifts for non
government officials
Gifts up to $100 not to
exceed $600 per year
are allowable. Gifts over
$100 require approval of
SVP of Sales. Gift cards
are not allowable. Note:
IRS considers gift cards
taxable and gifts over
$600 per year as
taxable.
Non reimbursable via iExpense. Should
be processed via the Purchase Order
Process
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Customer
Gifts
for
Government Officials
Employee Gifts/flowers
Revision: Final 2.9
All Customer Gifts for
Government officials
require approval from
SVP of Legal. If
approved, such gifts
should not exceed the
guidelines of other
Customer Gifts.
Up to $100 for special
occasions or illness as
approved by manager.
Gift Cards are not
allowable.
Employee
recognition is intended
to be managed via the
Thrive program. Note:
Employee gifts over the
limit may be taxable
income to the employee.
Department
Recognition/Thank you
Lunches
Corporate Travel Card
Awards Program
Non reimbursable via iExpense. Should
be processed via the Purchase Order
Process.
Non reimbursable. Should be processed
via PCard.
Reimbursable
To be eligible for reimbursement,
employee should travel a minimum of 6
trips in the annual period and have VP
approval submitted with the expense
reimbursement request
Reimbursable
Foreign Exchange
Charges on Corporate
card and ATMs for
international
transactions while on
approved international
travel
IT Equipment and
accessories
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Corporate Expense Reimbursement Policy
Small peripherals for
travelers only
Small peripherals (such as laptop
batteries or internet cables) may be
reimbursed for travelers only, for
emergency purchases. Other IT
equipment requests should be requested
via GSD
Non-Reimbursable Expenses and Guidelines:
Nature of Expense
Airline Tickets
Description
Tickets booked outside
designated agency or
websites other than
booking tool unless
country is not supported
by Agency.
Policy Guidance
Not reimbursable.
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Airline Upgrades; Hotel
Membership
Personal Air Travel
Personal Meals
Vehicle code violations,
citations and fines
Personal Car
Housing and rental
allowances
Cellular Phones, and cell
phone bills
Revision: Final 2.9
Upgrade coupons;
status and hotel
memberships
If incurred in conjunction
with business
Flat amounts for daily
meals (per diem)
While conducting
business travel, whether
on personal, company or
rented vehicle
Personal car insurance
or other personal car
expenses.
Costs of housing when
sponsored by VeriSign
Employees should use
Corporate program
which is centrally billed
Capital Equipment
Contractor/Consultant
Expenses
Travel and other
allowable expenses
IT Equipment and
accessories
Includes all computer
equipment and
accessories under the
capitalization threshold
amount
Charitable Contributions
Donations made on
behalf of VeriSign must
be approved in advance
by CFO
Sponsorships
Employee Recognition
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Babysitting/Pet Sitting
Service,
Barber/Hairstylist,
Not reimbursable.
Incremental costs associated with
personal air travel are not reimbursable
Not reimbursable when flat amounts are
reported every day for each meal without
receipts except for inCode consulting
employees
Not reimbursable
Not reimbursable.
Not reimbursable through Expense
Reimbursement process. Should be
managed via HR for relocations or
inpat/expat stays or via Purchase order
for all other requests. Corporate Housing
requests require CFO approval.
Not reimbursable
Not reimbursable. Should be managed
via Purchase order
Not reimbursable.
Contractor/Consultants should be
managed via Purchase Order or
Contingent workforce online systems, as
applicable.
Generally, not reimbursable through
Expense Reimbursement process and
should be requested through the
Corporate IT/ Engineering support IT
departments. Small peripherals (such as
laptop batteries or internet cables) may
be reimbursed for travelers only, for
emergency purchases.
Not reimbursable. All Charitable
contributions, regardless of value require
CFO approval and should be processed
via Purchase Order under the category
CRP.CHARTY.FEES .
.
Not reimbursable. All Sponsorships,
regardless of value, should be processed
via Oracle Purchase Order and require
CFO approval.
Not Reimbursable. Should be managed
via corporate Thrive Program
Not reimbursable.
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Clothing, Personal Items
and services purchased
while traveling are not
reimbursable (i.e.
toiletries, clothing,
cosmetics, shoe shine,
etc.); manicure/pedicure;
massages; spa
treatments
Other NonReimbursable
Expenses considered of
a personal nature as
follows:
1. In-flight
headsets
2. Airline and trip
insurance.
3. Use of personal
frequent flyer
miles to pay for
business travel
4. Shopping club
memberships
5. High value
personal items
lost or stolen.
6. Post travel
laundry and
cleaning
services.
7. Late payment
fees and interest
on credit cards,
8. Lost luggage by
airline (should
be claimed
through airline).
9. In Room
Alcohol, &
movies
Not reimbursable
6.0 Corporate Travel Card
This section details general and global policies on use of the Employee Corporate Travel Card, cash advance
policy and expense reimbursement guidelines and is applicable in those countries in which a Corporate Travel
Card solution is available.
A. Use of Corporate Travel Card
The Corporate Travel Card is intended to be used for reimbursable expenses. Personal or non-reimbursable
expenses should not be paid via the corporate card. In the event that non-reimbursable charges are made on the
card, it is the responsibility of the employee to pay for those expenses.
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B. Reconciliation of Corporate Travel Card Account
Employee Corporate Travel Card accounts must be kept current at all times. Expense reports must be submitted
on a timely basis (within 30 days of date of expense) and balanced to your monthly statement to prevent the
account from aging past its due date. Any charge amount in dispute should not be expensed. These
charges should only be expensed once the dispute has been resolved and indicates the disputed amount is valid
and will not be credited by the vendor. Please call the 800# on the back of your card to set up a dispute.
VeriSign reserves the right to notify managers of any overdue balances related to VeriSign business travel
expenses.
Terminated Employee with an Outstanding Balance:
If there is an outstanding balance on a terminated employee’s Corporate Travel Card account reconciliation must
be completed to determine what the balance consists of. If it is business charges an expense voucher must be
created to clear the outstanding balance. Personal balances on an employee’s account are the responsibility of
the employee. Personal balances not reimbursed by the employee may be subject to delinquency fees and could
result in their account being reported to a credit bureau.
C. Delinquency Charges
Accounts past due will incur delinquency charges for which employees are personally responsible. If accounts
become excessively overdue charging privileges are suspended and eventually cancelled. Delinquency charges
must be paid by the employee. If an extreme circumstance exists, a delinquency fee may be charged to the cost
center, if a written letter of explanation and approval accompanies the expense voucher from the cost center vice
president. Any delinquency charge over $250.00 must have approval of employee’s vice president or above.
Corporate Travel Card accounts must be reconciled by employees monthly to prevent account delinquencies.
Account balances outstanding for 60 days will be charged a delinquency fee. Charging privileges will be
suspended for those account balances outstanding for 75 days. Accounts aged to 90 days will be charged a
$25.00 suspension fee in addition to all applicable delinquency fees. Employees are personally responsible to
pay the 90 Day Suspense fee. Accounts aged to 120 days will automatically be cancelled. At 180 days, the
delinquency will be reported to a credit bureau and can appear on the employee's personal credit report.
Delinquency charges must be paid by the employee since they are responsible for reconciling their accounts on a
timely basis. If an extreme circumstance exists, a delinquency fee may be charged to the cost center, if a written
letter of explanation and approval accompanies the expense voucher from the cost center VP or above. Any
delinquency charge over $250.00 must have approval of the unit SVP/GLT or above. Delinquency charges
should be expensed on a separate voucher to prevent a delay in payment of normal T&E expenses.
D. Cash Advances
Cash advances are generally not allowed and require GLT approval on an exception basis. All cash advances
require receipts to match the amount of the advance. Employees should use the Employee Corporate Travel
Card, whenever possible, to pay for expenses incurred on a business trip; however minimal cash advance to
cover incidental expenses may be taken and charged to the Corporate Travel Card.
APPENDIX:
Mileage Reimbursement by country:
Country/Region
Reimbursement amount
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United States
Austria
Denmark
Germany
Israel
Italy
Spain
Sweden
Switzerland
UK
Australia
China
India
Korea
Singapore
Taiwan
Latin America
0.505 USD
per mile
0.4625 USD
per km
0.7395 USD
per km
0.7621
per km
0.6685
per km
0.7657
Per km
0.5954
Per km
1.70 SEK, Own car
0.90 SEK, Company car
until 10.000 km/year 0.70 CHF /km
more than 10.000km/year 0.60
CHF/km
Reimbursable amount for noncompany
car drivers without car allowance:
car allowance
First 10,000 miles
40p
Over 10,000 miles
25p
(All reimbursable amounts are per
mile)
AUD 0.535/km
Petrol Receipt- business activity only
INR 8/km
Petrol Receipt
SGD 0.50/km
Petrol Receipt
Guidelines under development
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ADDENDUM: CONSULTING EMPLOYEES
Per Diem for Project Related Employee Transactions
Daily or Monthly allowances (Per Diems) are available to employees that travel overnight outside of their normal
base of operation (home office or office location) to cover expenses for subsistence and incidentals. The type of
Per Diem available to the employee depends upon the project and situation. The employee will be told explicitly
by their supervisor or project manager whether daily or monthly Per Diem applies.
In all cases, the rate for the Per Diem is established according to the local laws and regulations of the employing
company. For example, the daily Per Diem amount for US based employees that are traveling domestically is
based upon the IRS Daily Per Diem amount under the High-Low Substantiation Method and is dependent upon
geography. International Per Diem rates for US employees were established according to U.S. State Department
guidelines.
Revised US Daily Per Diem and Mileage Rates (Effective January 1, 2008)
Daily Per Diem Rates for 2008
Total
High Expense US
Cities:
Low Expense US
Cities:
Breakfast
Lunch
Dinner
$58/day
(US Dollars)
$ 9.00
$ 15.00
$ 34.00
$45/day
(US Dollars)
$ 7.00
$ 12.00
$ 26.00
Cities Qualifying for High Per Diem of $58/day (US)
Effective Date of $58
Rate
State
Key City
County/Location
ARIZONA
CALIFORNIA
Phoenix/Scottsdale
Napa
Maricopa
Napa
1/1 - 3/31
San Diego
San Diego
All Year
San Francisco
San Francisco
All Year
Santa Monica
Santa Monica City Limits
All Year
Aspen
Pitkin
12/1-3/31
Telluride
San Miguel
10/1-4/30
Vail
Eagle
DISTRICT OF
COLUMBIA
Washington DC/MD/VA
Includes the cities of
Alexandria, Fairfax, and
Falls Church, and the
counties of Arlington,
Fairfax, and Loudoun in
Virginia as well as the
counties of Montgomery
and Prince George's in
Maryland
12/1-3/31
All Year
FLORIDA
Key West
Monroe
All Year
Miami
Miami-Dade
1/1-4/30
Naples
Collier
2/1-3/31
Palm Beach
Boca Raton, Delray Beach
2/1-3/31
ILLINOIS
Chicago
Cook/Lake
10/1-6/30; 9/1-9/30
LOUISIANA
New Orleans/St. Bernard
Orleans/St. Bernard/
Plaquemine/Jefferson
MASSACHUSETTS
Boston
Suffolk
All Year
Cambridge
Middlesex (except Lowell)
All Year
COLORADO
All Year
10/1-10/31
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Martha's Vineyard
Dukes
7/1-8/31
Nantucket
Nantucket
6/1-8/31
Baltimore
Baltimore
All Year
Ocean City
Worcester
All Year
Floral Park/Garden City
Nassau
All Year
Glen Cove/Great Neck
Nassau
All Year
Roslyn
Nassau
All Year
Manhattan/Staten Island
Brooklyn/Queens/Bronx
71/-8/31
Riverhead/Ronkonkoma
Suffolk
All Year
Melville/Smithtown
Huntington Station
Suffolk
All Year
Suffolk
All Year
Amagansett/East Hampton
Suffolk
All Year
Montauk/Southhampton
Suffolk
All Year
Islandia/Commack/Medford
Suffolk
All Year
Stony Brook/Hauppauge
Suffolk
All Year
Centereach
Suffolk
All Year
Tarrytown/White Plains
Westchester
All Year
New Rochelle/Yonkers
Westchester
All Year
PENNSYLVANIA
Philadelphia
Philadelphia
All Year
RHODE ISLAND
Jamestown/Middletown
Newport
All Year
Newport
Newport
10/1-10/31 and 5/1-9/30
UTAH
Park City
Summit
12/1-3/31
VIRGINIA
Cities of Alexandria,
Fairfax,
and Falls Church, and the
counties of Arlington,
Fairfax, and Loudoun
WASHINGTON
Seattle
MARYLAND
NEW YORK
All Year
King
All Year
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The Chart below should be used as guideline to daily meal spending guidelines (amount per day/not per meal.)Generally,
employees should allocate 20% for breakfast, 30% for lunch, and 50% for dinner of the daily spending guideline.
AVERAGE DAILY MEAL SPENDING GUIDELINES
UP TO US$ 50 UP TO US$ 75
Bangladesh
Nigeria
Pakistan
Argentina
Brazil
Canada
Central America
Chile
Caribbean
India
Sri Lanka
Venezuela
Jordan
Malaysia
Philippines
South Africa
United States
New Zealand
Boston
Chicago
Miami
Phoenix
Australia
Czech Republic
Denmark
Egypt
Greece
Hungary
Iceland
Iceland
Indonesia
Mexico
Nepal
Oman
Poland
Portugal
Thailand
Turkey
Uruguay
Viet Nam
UP TO US$ 100
Honolulu
Los Angeles
New York
San Francisco
San Juan
Austria
Bahrain
Belgium
Finland
France
Germany
Ireland
Israel
Italy
Kazakhstan
Korea
Kuwait
Lebanon
Luxembourg
Mali Morocco
Netherlands
Norway
Peoples Republic of China
Qatar
Russia
Saudi Arabia
Senegal
Singapore
Spain
Sweden
Taiwan
Tunisia
United Arab Emirates
United Kingdom
UP TO US$ 125
Barcelona
Birmingham
Frankfurt
Hong Kong
London*
Madrid
Mexico City
Milan
Monaco
Moscow
Oslo
Paris
Rome
Seoul
St. Petersburg
Japan
Switzerland