# Whirl the World - Expenses

Expenses incurred while undertaking normal duties can be reclaimed at the end of each calendar month. An advance payment can be made to assist employees meeting significant expenses.

To minimise the amount that employees have to incur before receiving reimbursement, company credit cards will be issued to employees who regularly incur expenses exceeding US$400 per month.

User defined variables have been used for the expense limits. This simplifies updating when the rates change. By using Variable Sets, different amounts can be simply entered for each country so that if exchange rates fluctuate, the rate for just one country can be changed.

## Limits

The limits below apply in most circumstances but can be exceeded where prior sanction has been obtained from the authority shown.

Expense | Amount | Comment | Excesses
Breakfast - Staff | US$15 per day | When staying at a hotel or leaving home before 7am. | Line Manager.
Lunch - Staff | US$0 | Lunch expenses are only payable in exceptional circumstances. | Line Manager.
Dinner - Staff | US$45 per day | When staying at a hotel or would arrive home after 8pm. | Line Manager.
Lunch or dinner with customers / suppliers | US$75 per person | A customer / supplier should not be entertained more than once per quarter without prior sanction. | Line Manager.
Car Mileage | 60 cents per mile | Mileage over 1,500 miles per month must be pre-sanctioned. | Line Manager.
Train / Bus / Coach Travel | US$750 return | First class travel only authorized for directors. | Finance Director.
Air Travel | US$1500 return | Economy Class unless flight exceeds four hours, then Business Class. | Finance Director.
Entertaining | US$0 per occasion | All entertaining other than lunches or dinner must be pre-sanctioned. | Line Manager up to US$300. Finance Director above.

## Claims

In normal circumstances expenses must be claimed via the Finance Secure Server. Where this is not possible, a postal submission should be made.

Please keep copies of any receipts sent in case the original is not received.