Reimbursement (en) v2 (1)

The Accounting Department is responsible for processing expenses and ensuring compliance. Receipts are required for all business expenses, and they must be turned in within specified timeframes. Without a receipt, the expense will not be allowed, and the employee will be responsible for the cost. Petty cash and cash advances may be available on a case-by-case basis. Direct billing and reimbursement for out-of-pocket expenses are also options. Reimbursement is done via direct deposit, and payments are processed monthly. Remote workers may receive a monthly stipend to cover expenses associated with remote work. Reimbursement for internet and cellular service and office equipment is available under certain conditions. 7 Reimbursement, 7.1 Accounting Department. The Accounting Department is responsible for processing all approved expenses and for ensuring compliance with this policy. Accounting will perform a complete audit on all expenses submitted. Any findings of a questionable nature or abuse of policies will be further investigated and communicated to the employee and their manager. If necessary, the abuse will be communicated to the CFO and could result in disciplinary action up to and including termination. Accounting will ensure an expense record has been received for all expenses processed on a company credit card, 7.2 credit card. Each employee may be provided a company credit card to charge hotel, airfare, car rental, equipment rental, company vehicle, and other business-related expenses only. Personal expenses to be reimbursed by the employee to the company are not allowed. 7.1 Receipt Documentation. Itemized receipts are required for all business expenses except those explicitly mentioned in this policy. All receipts must include one or more of the following. The APS job number or customer name. The names of all individuals note self on receipt if no other attendees for meal receipts. Stock materials and tools may use shop in lieu of a job number. Office supplies and other G&A related expenses may use office in lieu of a job number. If a business expense is submitted without the required receipt, the company will not allow the expense and the employee will be responsible for the cost. There is no dollar amount exclusion allowed. All expenses must have a receipt. Exceptions may be made on a case-by-case basis if the employee can provide alternate supporting information, i.e. a gas pump photograph showing the dollar amount for a pump that did not provide a receipt and no station attendant was available to print a receipt. 7.2 Receipt Submittal. All receipts for company credit card expenses must be turned in within 5-5 days of occurrence. All receipts must be turned in. All receipts for expenses accrued personally to an employee must be turned in within 45-45 days of the expense. All receipts must be turned in. If a business expense is submitted without the required receipt, the company will not allow the expense and the employee will be responsible for the cost. 3. Petty Cash. Petty cash may be made available in advance of purchase on a case-by-case basis. Not every office location maintains petty cash. Cash Advance. Cash advances may be available on a case-by-case basis. All requests for a cash advance shall be submitted via manager and must be approved by the CFO prior to disbursement of funds. 7. Direct Bill. The direct billing of an expense by a vendor to the company is available on a case-by-case basis. All requests for direct billing shall be submitted via a manager and must be approved by the CFO prior to billing. 7.6 Out-of-Pocket Expenses. All reimbursable items not charged to a company credit card are considered out-of-pocket expenses. Employees who accrue out-of-pocket expenses must submit an expense report for reimbursement. 7.1 Receipt Documentation. If a business reimbursement request is submitted without the required receipt, the company will not allow the expense and the employee will be responsible for the cost. 7.6.2 Expense Report Submittal. Expense reports may be submitted at any time to the accounting department. Expenses shall be submitted within 45-45 of occurrence. Expenses incurred more than 60-60 days in the past will not be accepted and may not be reimbursed. 7.6.3 Reimbursement to Employee. The company reimburses employees via ACH direct deposit to the bank account of record for the employee. Reimbursement payments are regularly processed during the first first week of each month. A reimbursement request expense report must be submitted by the 20th 20th of the month to be considered for reimbursement on the next regularly scheduled cycle. Reimbursements may be delayed if there are any questionable charges, if there are missing receipts, if there are any unsubstantiated items, or if the information is not submitted in a legible orderly manner. 7.7. Remote Working and Remote Workers. Remote Working and Remote Workers, if eligible per the employee manual, document 297-11010-13 approved for RW by the company and are RW for the convenience of the employer, not employee, shall be provided a monthly stipend of $40 $40 to cover all expenses associated with RW such as a portion of internet usage, a portion of utilities, and all other costs as may be identified by the company or applicable law. This is a maximum dollar amount per month regardless of the actual cost of services to an approved RW. To receive the monthly stipend, it is up to the RW to submit documentation monthly evidencing the expense such as an invoice for internet services, utilities, or other documentation if approved by the company. Employees who are approved for RW who do not submit timely documentation via an expense report per section 7.62 of this policy may not be eligible for reimbursement. 7.1. Internet and Cellular Service. RW who will such services required to perform work for the company is approved by the company after review and the employee does not already have internet or cellular service available at their remote work location. 7.72 Office Equipment. Only business-related equipment that can be returned to the company at the end of the remote work arrangement will be considered for reimbursement including desks, chairs, printers, phones, and other general office equipment. The company is responsible for determining and pre-approving such reimbursements taking into consideration the length of the RW If RW is the only option and the needs of an individual employee a new purchase or reimbursement will only be approved if the company issued office equipment cannot be taken remote or the employee does not already have personal equipment at the remote work location to enable them to perform their work duties. In all cases, RW employees and the company are responsible for ensuring company equipment in the RW's remote work environment is used only for company purposes.