Expense Reimbursement Policy **************************** The Expense Reimbursement Policy defines how Maryland Productions (MP) and Event Revolution (RV) handle business-related expenses incurred by employees, freelancers, and contractors. Clear guidelines ensure expenses are reasonable, documented, approved, and reimbursed consistently. Only approved, business-related expenses will be reimbursed. Purpose ======= - Ensure fair and consistent reimbursement of business expenses. - Define eligible and ineligible expenses clearly. - Establish approval and documentation requirements. - Maintain accurate financial records and compliance. - Control costs while supporting operational needs. Who This Policy Applies To ========================== This policy applies to: - Employees (full-time and part-time) - Freelancers and independent contractors (when contractually permitted) - Project Managers and Crew Leads approving expenses - Administrative and accounting staff processing reimbursements Compliance with this policy is a condition of reimbursement. General Principles ================== - Expenses must be **necessary**, **reasonable**, and **business-related**. - Pre-approval is required when specified. - Original receipts are required for reimbursement. - Expenses must be submitted within required timeframes. - Falsified or misleading expense reports are prohibited. Eligible Expenses ================= Eligible expenses may include, but are not limited to: Travel & Transportation ----------------------- - Mileage for approved use of personal vehicles (at the approved rate) - Fuel for company or rental vehicles - Tolls and parking - Rental vehicles (with prior approval) - Public transportation related to work Meals & Per Diem ---------------- - Meals during approved travel or long shifts, when authorized - Per diem where specified by job or contract - Client meals when pre-approved and business-related Lodging ------- - Hotel accommodations for approved travel - Lodging must be reasonably priced and approved in advance Supplies & Consumables ---------------------- - Job-related supplies purchased with approval - Emergency consumables when approved by a PM or Crew Lead Other Business Expenses ----------------------- - Shipping costs for approved materials - Internet or phone expenses when approved and documented - Training or certification costs when pre-approved Ineligible Expenses =================== The following are not reimbursable unless explicitly approved: - Alcohol (unless client-approved and documented) - Personal entertainment or leisure expenses - Fines, tickets, or penalties - Personal clothing not required for work - Upgrades beyond standard travel accommodations - Expenses incurred without required approval - Expenses lacking proper documentation Approval Requirements ===================== - Pre-approval is required for: - Travel and lodging - Large purchases - Client entertainment - Training or certifications - Approval must be obtained from: - Project Manager - Department Manager - Authorized administrator Unapproved expenses may be denied. Receipts & Documentation ======================== - Original, itemized receipts are required. - Digital receipts are acceptable if legible. - Receipts must include: - Date - Vendor - Amount - Description of expense - Credit card statements alone are not sufficient. Incomplete documentation may delay or deny reimbursement. Submission Process ================== - Submit expenses using the approved method (expense report form or system). - Include all required receipts and descriptions. - Submit expenses within the required timeframe (typically within 30 days). - Clearly identify the associated job or project. Late submissions may be denied. Mileage Reimbursement ===================== - Mileage reimbursement is provided at the approved rate. - Mileage must be documented with: - Date - Origin and destination - Purpose of trip - Personal vehicle use must be approved. Mileage claims must be accurate and honest. Payment & Processing ==================== - Approved expenses are reimbursed through: - Payroll - Accounts payable - Processing times may vary. - Questions or disputes should be directed to administration. Reimbursement is subject to verification. Fraud & Misuse ============== - Submitting false or inflated expenses is prohibited. - Misuse of company funds may result in: - Denial of reimbursement - Disciplinary action - Termination of employment or contract - Legal action where appropriate Integrity is mandatory. Responsibilities ================ Individuals ----------- - Understand eligible expenses. - Obtain required approvals. - Submit accurate and timely reports. Project Managers & Crew Leads ----------------------------- - Approve expenses appropriately. - Ensure expenses are job-related and reasonable. Administration -------------- - Review and process reimbursements. - Maintain records and compliance. Acknowledgement =============== All personnel may be required to acknowledge this policy in writing. Failure to read or acknowledge this policy does not exempt individuals from compliance. Related Policies ================ - :doc:`purchasing_authority` - :doc:`conflict_of_interest` - :doc:`attendance_punctuality`