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.