Travel & Expense Policy - Input for policy revision

[slindahl]

Lots of questions ahead! We are in the process of revising travel and expense policy and looking for input on other company standards.

Does your policy allow alcohol with meals?  If so is there a limit? 

Are itemized receipts required for meals?

How many reports per month are employees allowed to submit?

How many preferred airline carriers do you use?

Do you reimburse for home internet expense?  If so, what amount and under what circumstances - home office employees, employees that support network?

How is mileage reimbursement calculated?  Do you deduct commute to/from office regardless if employee goes from home to client for first stop? 

How is mileage handled for home office employees?  Is the first appointment considered commute?

Does your policy reimburse mileage at IRS rate?

Cell phones - Company billed or personally billed? How much allowed on personal billed?

[msecody]

Hi --sharing some input

• Does your policy allow alcohol with meals?  If so is there a limit?     
  • Nope, its personal expense unless it's an event and our COO pre-approves it
• Are itemized receipts required for meals? 
  • Yep and attendees for any business meals 
• How many reports per month are employees allowed to submit? 
  •  1 
• How many preferred airline carriers do you use?   
  • 2 - Southwest and Alaska
• Do you reimburse for home internet expense?  If so, what amount and under what circumstances - home office employees, employees that support network?
  • Yes for all remote workers   $75
• How is mileage reimbursement calculated?  Do you deduct commute to/from office regardless if employee goes from home to client for first stop? 
  • we have 4 categories, does depend on stops and commute 
  • the only time there is no deduction is if they start/end at the office
• How is mileage handled for home office employees?  Is the first appointment considered commute?
  • We allow them to sumbit all mileage
• Does your policy reimburse mileage at IRS rate?
  • Yes
• Cell phones - Company billed or personally billed? How much allowed on personal billed?
  • we have both   
  • Personal reimbursement varies by position and duties - range $25 to $100,  we just reimburse thru payroll

[MMEAGHER]

If I understand correctly, under the current guidelines, home office employees are allowed to submit all mileage for business related trips; however, I am unable to submit a personal vehicle mileage expense unless I select the Deduct Commute Mileage feature.

[TriciaNeal]

Replying to your questions:

Does your policy allow alcohol with meals?  If so is there a limit?   Yes with no limit  😞

Are itemized receipts required for meals?  No - but check with your tax department.  entertainment and individual meals for travel could need to be broken out.

How many reports per month are employees allowed to submit?  1 to save cost of report per month

How many preferred airline carriers do you use?  We don't have one unless we have a contract with a particular airline.  You could show all unless there is one or two you would like to exclude employees from using.

Do you reimburse for home internet expense?  If so, what amount and under what circumstances - home office employees, employees that support network?  Yes for home office employees and top management.

How is mileage reimbursement calculated?  Do you deduct commute to/from office regardless if employee goes from home to client for first stop?   We subtract the mileage from home to work location if they work outside their home.

How is mileage handled for home office employees?  Is the first appointment considered commute?   Yes

Does your policy reimburse mileage at IRS rate?  No  😞

Cell phones - Company billed or personally billed? How much allowed on personal billed?  We give them a comany mobile if they need it for work.  And it is to be only used for work.

I hope this was helpful.  Tricia