EXPENSES, COMPANY CARS AND TRAVEL

Transcription

1 chapter _v5 18/10/2004 2:26 pm Page 107 EXPENSES, COMPANY CARS AND TRAVEL. EXPENSES, COMPANY CARS AND TRAVEL Expenses.1 Definition.2 Authorisation.3 General Procedures Parking Taxis Sharing Entertainment Meals Private Accommodation Damaged Clothes Advances Re-imbursement of Expenses Company Cars.4 Company Pool Cars.5 Car Mileage Allowance Travel.6 Air Travel.7 Hotel Accommodation.8 Rail Travel.9 Road Travel.10 Overseas Visits 107

2 chapter _v5 18/10/2004 2:26 pm Page 108 EXPENSES Renishaw recognises that some employees, in the course of their work, incur expenses from travel, entertainment, etc. The company has a policy and procedure which allows for reimbursement claims to be made. Please refer to the Group Internal Control Manual on the company s intranet (Insite) for more information regarding making a claim..1 Definition Travel and entertainment expenses include all travel, subsistence, hotel and sundry expenses necessarily incurred by employees in the performance of their duties..2 Authorisation You must, in all cases, obtain formal authorisation on the expense claim before presenting it for payment. Under no circumstances can you authorise your own expense claim. The persons allowed to authorise expense claims are specified in the Group Internal Control Manual. Authorised persons are responsible for ensuring: compliance with the company policy by all employees reporting to them; that prudence and economy is exercised at all times to avoid wasteful or unnecessary expenditure; that adequate documentary evidence is provided to support expense claims e.g. hotel bill, receipts for meals, petrol/diesel, etc; that the business reason for expense claims is adequately explained..3 General Procedures All expense claims must be fully supported by receipts for hotel bills, meals etc. Employees should settle bills directly. Bills should not be sent directly to the company. Full details of what expenses can be claimed are defined in the Travel and Entertainment Policy included in the Group Internal Control Manual. A brief summary is as follows: 108

3 chapter _v5 18/10/2004 2:26 pm Page 109 Parking The company will reimburse the cost of parking fees incurred whilst on company business. When parking at airports, employees must use long-term parking facilities. Business parking should only be used when approved in advance by a Director and General Manager or plc Director. Taxis In London, the Underground network should be used. However, the company will reimburse taxi fares in appropriate circumstances. Sharing When two or more employees are travelling on business together, expenses should be paid for by the most senior person. Entertainment If your work involves entertaining company guests in bars, restaurants etc, expenses can be reimbursed to a reasonable level. Entertaining expenses must be shown separately on the Expense Claim Form and guests' names should be itemised. Entertainment, at the company s expense, of fellow Renishaw employees should be avoided unless they are from an overseas subsidiary company. Meals The company will reimburse, to a limit, for breakfast, lunch and dinner. Private Accommodation On occasions, employees may choose to stay with relatives or friends rather than a hotel when travelling on business. Therefore, in these situations, a defined allowance may be claimed for the provision of Bed and Breakfast. 109

4 chapter _v5 18/10/2004 2:26 pm Page 110 Damaged Clothes Major damage to items of clothing through no fault of your own, during the course of your job, may be redeemable from the company on an actual value basis (either in part or full, depending on the circumstances). Any claims submitted will be reviewed on a case by case basis. Personal items such as jewellery, watches and glasses are expressly excluded. Advances Arequest for an advance can be made in respect of expected expenses. It must be cleared against the appropriate expense claim within two months of the date of the advance. The Accounts Department should be given a minimum of one week's notice. If a trip is cancelled, the advance should be returned to the Accounts Department as soon as possible. Reimbursement of Expenses Once authorised, a completed and signed claim form should be submitted to the Accounts Department. Reimbursement of expenses are processed through the payroll (i.e. payment will be made into your bank account at the same time as your pay). Please remember - expenditure incurred on business trips by employees is often a difficult and contentious area to administer. It is impossible to set hard-and-fast rules to cover all eventualities. However, you are expected to behave reasonably, in the best interest of the company, while enjoying a standard of food and accommodation similar to that which you have at home. The above procedures are only a brief summary and expense levels may change from time to time. For more information please refer to the Travel and Entertainment Policy or contact the Accounts Department for assistance. 110

5 chapter _v5 18/10/2004 2:26 pm Page 111 COMPANY CARS Company cars are available to employees holding certain positions/job grades. Therefore they are allocated to the position/job, not to the person. Allocation depends on seniority and business needs. In the event of an individual, currently in a position with a company car, transferring to a position where there is no allocation for a company car, retention of the benefit cannot be guaranteed. Please consult the current Company Car Policy, available from the Personnel Department, for further details..4 Company Pool Cars Anyone wishing to use a company car must be in possession of a valid driving licence which must be produced on request. Booking of pool cars may be made through Receptions in the first instance, or the Personnel Department, depending on availability. If there are no pool cars available you may ask a relevant manager to borrow his/her company car providing it is for business purposes only. In the event of an accident, however minor, you must inform the Personnel Department and the Group Financial Accountant who is responsible for all company insurance matters. On receipt of the car keys, a form will be issued and a record of mileage on each journey should be made along with any defects encountered (please be aware of the requirements detailed on the company car form regarding maintenance of the vehicle). On your return the completed form should be returned to the Receptionist. 111

6 chapter _v5 18/10/2004 2:26 pm Page 1 Employees are reminded that they are responsible for the vehicle (including basic maintenance eg tyres, washers etc) and its use whilst driving it. Therefore, the employee will be responsible for any payment of fines regarding road traffic offences committed. All pool cars will be serviced and maintained as directed by the company. Note: All company vehicles are purchased/sold via the Personnel Department..5 Car Mileage Allowance The company will pay a mileage allowance for the use of private cars where the company pool cars are not available. Payment for this allowance is made as a contribution towards car expenses, e.g. tax, insurance, petrol, tyres, repairs etc., and will be revised and circulated as necessary. Due to certain legal obligations (i.e. insurance cover, roadworthiness of car etc) any employee needing to use their own private car for use on company business must obtain express permission from the Personnel Department before doing so. TRAVEL.6 Air Travel Other than in exceptional circumstances (agreed by a Director and General Manager, or a Main Board Director) air travel will only be booked through Wotton Travel Ltd which is part of the Renishaw Group..7 Hotel Accommodation Where possible hotel accommodation should always be booked via Wotton Travel Ltd..8 Rail Travel This should be second class and arranged through Wotton Travel Ltd..9 Road Travel Should be by pool car if available. If not, please refer to section on Car Mileage Allowance. 1

7 chapter _v5 18/10/2004 2:26 pm Page Overseas Visits All overseas travel must be authorised in advance by your Manager and by a Main Board Director on a "Foreign Travel Authorisation Form", a copy of which can be obtained from your Departmental Secretary. Overseas travel expense claims should be issued promptly on return and should show both local currency and sterling equivalents (with documentary evidence of the exchange rates used) and be supported by clear analysis and receipts for the amount being claimed. With the current extended check-in times for passengers, employees travelling from UK airports around the world should follow the guidelines below: Any employee with a journey time from home to their destination, which is projected to take hours or more, will have two options available to travel to the UK point of departure: One-way self drive hire (equivalent to the size of a family hatchback) Company Driver/Taxi On returning to the UK with a journey time of hours or more the company Driver/Taxi is the only permitted option. Those employees with a projected journey time of less than hours will utilise one-way self drive hire as the preferred method of travel. 113

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