Stormtech Canada Associate Handbook

TRAVEL AND ENTERTAINMENT

1. PURPOSE Stormtech will reimburse associates for their reasonable expenses incurred in connection with necessary and authorized company business. The purpose of this policy is to establish consistent, reasonable, and accountable standards to record and control the cost of business travel and entertainment. Controlling travel and entertainment as well as business meal costs is the responsibility of each associate. It is expected that good judgment will be exercised when authorizing the use of and/or when utilizing Company funds. As travel is an inherent part of doing business, associates are hired with the expectation that they are willing to travel in accordance with this policy and provide supporting documentation. Non-compliance with this policy may result in delayed or non-reimbursement of expense. 2. SCOPE This policy applies to all Stormtech Associates working in Canadian locations. 3. POLICY Travel Authorization • Associates who are not in sales function are required to complete a Travel Request Form prior to making any travel arrangements. Sales associates travel can be approved by their manager without completing a Travel Request Form. • The Travel Request Form is to be approved by the associates’ Manager and the CFO. • The approved Travel Request Form should then be submitted to the Manager – Accounting. Expense reporting requirements • Associates must use the T&E Expense Form to submit all travel related claims. • Associates should contact the Manager - Accounting if they need guidance on how to complete the T&E Expense Form. • It’s the Associate’s responsibility to make a detailed entry for each expenditure that includes all the required information listed below. Expense descriptions must contain: − Vendor name in the vendor field − A completed description field that includes information on the Venue, Client, and purpose − Attendees, including clients and other Stormtech Associates. • Associates must attach original receipts to the Form, credit card statements are not acceptable. − Itemized receipts must be included in expense report. • T&E Expense Forms are to be submitted within two weeks of a business trip and at least once month for expenses not associated with travel. • If the travel and entertainment expense is in a foreign currency, use the Bank of Canada exchange rate for that day or if a credit card was used, the actual rate per the credit card statement.

Expense Submission Process

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