Travel & Expense Reimbursement Policy ORAFOL Australia Pty Ltd

Travel & Expense Reimbursement Policy ORAFOL Australia Pty Ltd

 

 

Version Author Issue Date
1.0 Christine Plant 01.01.2018
2.0 Kirsty Davies 18.06.2019
3.0 Kirsty Davies 12.08.2020

1.   Purpose

The purpose of this Policy is to:

2.    Scope

This Policy applies to all employees of ORAFOL Australia Pty Ltd (‘ORAFOL Australia’) and subsidiaries.

3.   Core Policy Principles

All Employees and Line Managers bear responsibility for cost effective business travel and expenditure.

ORAFOL Australia recognises that an employee should not be unduly out of pocket for business related expenditure.

ORAFOL Australia has a duty of care to each employee to ensure that the expenditure reimbursement process is efficient and robust.

While these guidelines are intended to be comprehensive, it is impossible to anticipate every situation encountered by an employee. The employee is expected to apply these guidelines on a conservative basis, consistent with normal living standards and, where the Policy is silent, to exercise good commercial judgement.

 

As an Employee, we expect you to:

As a Line Manager, we expect you to:

4.   Compliance

If employees do not comply with this Policy, ORAFOL Australia may delay reimbursement or reject claims.

Persistent or deliberate non-compliance may result in disciplinary action

5.   Reimbursement

All approved claims will be paid to the employee in the calendar month following the claim submission, and in accordance to the Accounts Payable monthly payrun schedule.

6.   Corporate Traveller

All end travel bookings must be made via ’Corporate Traveller’ via either of the following channels:

Website:

https://yourct.com.au/

Designated Corporate Travel Agents:

Name: Samantha Young / Annette De Simoni
Contact: 07 3083 4010

samantha.young@corporatetraveller.com.au
annette.desimoni@corporatetraveller.com.au

  1. To set up a Corporate Traveller account for the first time, contact:
    accountspayable.au@orafol.com
  2. No travel bookings should be made outside of this booking platform.
  3. ORAFOL Australia should be charged one booking fee per trip so please make sure that all elements of the trip are connected to the same booking (i.e. accommodation, flight, car rental).
  4. If a cheaper offer / rate is sourced, ‘Corporate Traveller’ can add this to our Corporate profile. Please contact the designated Corporate Travel Agents to assist with this.

7.   International Travel

  1. All international business travel undertaken by an Employee requires:
    1.  Pre-approval by the FC/MD and
    2.  Final approval by ORAFOL Europe via completion of the ‘International Business Trip Request Form
  2.  All international travel is to be planned and budgeted.
  3. Any international business travel not included in the annual budget requires the approval of ORAFOL Europe.
  4. All international travel and accommodation is to be booked through ‘Corporate Traveller’ via the ORAFOL Australia account, after final approval has been granted as per (i).
  5. Booking lead time should be a minimum of three months prior to departure date.
  6. Rates selected should be most cost effective at the time of booking.
  7. If there is a significant change (>10%) in the total cost associated with the approved travel, reapproval is required for the amended cost.
  8. For flights > 8 hours, premium economy class flights may be booked.
  9. Flights < 8 hours are to be economy class unless there has been a free upgrade or there is a verified, certificated medical reason to travel premium economy or business class.
  10. From time to time, the class of travel may be determined by the Managing Director at their discretion.
  11. A travel diary is required to be kept for any journeys longer than six nights, along with all relevant receipts and invoices.

Allowable International Travel Expenses:

8.   Domestic Travel

  1. All domestic travel and accommodation is to be booked through ‘Corporate Traveller’ via the ORAFOL Australia account and will be reviewed and approved by the respective Line Manager.
  2. Booking lead time should be a minimum of one month where possible.
  3. Rates selected should be most cost effective at the time of booking.
  4. If there is a significant change (>10%) in the total cost associated with the approved travel, reapproval is required for the amended cost.
  5. All flights within Australia are to be economy class, unless there is a free upgrade or there is a verified medical reason to travel premium economy or business class

9.  Accommodation

  1. All accommodation is to be booked through ‘Corporate Traveller’ via the ORAFOL Australia account and will be reviewed and approved by the respective Line Manager.
  2.  Accommodation costs must be reasonable and selected according to the most convenient business location.
  3.  Accommodation should be selected so as to eliminate or minimise the need to use taxis or other local transportation.
  4.  Costs are capped in the ‘Corporate Traveller’ portal at a ‘per room per night’ rate according to ATO Accommodation and Meal Rates and salary bandings.
  5.  Any accommodation costs in excess of the underlying pre-loaded ‘per room per night’ rates require a reason to be stated at booking and will be reviewed prior to approval.
  6. Any other hotel expenses, other than accommodation, are generally not reimbursable. The only accommodation related expenses allowable are as follows:
    • Room rate
    • Breakfast & Dinner
    •  WiFi (as per item (vii) below)
    • Standard Parking (non-valet)
  7.  Phone Usage:
    • Employees with 4G mobile phones should use their data plans for internet connectivity whilst in a hotel room.
    •  For employees without a 4G mobile phone, the ‘Corporate Traveller’ room rates should typically include WiFi as standard. Please confirm at time of booking

10.  Meals

  1. Meals can be claimed while staying overnight, or if the employee is travelling for business as follows:
    Weekdays:

    • Before 7:30am or after 7:30pm and are away from the office for more than half a day.

    Weekends:

    • No time restrictions when on business required travel i.e. weekend events or international flight departures / arrivals.
    • If business travel over a weekend is deemed as personal leisure time, meals are not reimbursable.
  2. The costs of meals must be reasonable and in line with Australian Taxation Office guidelines for the lowest salary band according to the destination (ATO Accommodation and Meal Rates).
  3. Alcoholic drinks will only be reimbursed if consumed with an evening meal and are restricted to two per evening per person.
  4. Alcoholic beverages are included in the ATO Accommodation and Meal Rates daily meal limits.
  5. Any expenses claimed and found to be in excess of these limits will be capped at the maximum daily total (meal + incidental) amount for the salary banding and the difference will not be reimbursed.
  6. Tips may be given at the employee’s discretion within reason and as reasonable in accordance with local customs. These expenses must be included in the meal category..

11.   Entertainment Expenses

  1. Expenses incurred for a client’s meal must be identified separately when submitting expenses.
  2.  Client meal expense limits should comply with the same limits as per the ATO guidance within 10. Meals.
  3.  Employees are required to document in detail all entertainment expenses incurred.This includes:
    • Who was entertained -> name of each attendee and Company name,
    • The attendee’s business relationship to ORAFOL Australia,
    • Where the entertainment took place,
    • The purpose of the event, and
    • The date of the event.
  4. Business meals with other ORAFOL Australia / Group employees are considered to be ‘Employee Entertainment’ and the names of attending employees must be included on the
    expense report.
  5. Evening meals at friends or relatives’ homes are not reimbursable.
  6. Tips may be given at the employee’s discretion within reason and as reasonable in accordance with local customs. These expenses must be included in the meal category.

12.   Car Rental

  1. Car rental is generally the most expensive mode of transportation and should only be used when the nature of the trip or the location of the customer being visited is such that the use of local transportation (i.e. taxis) is not practical or would be more expensive.
  2. Rental car reservations must be made through ‘Corporate Traveller’*.
  3. Rental cars must be no larger than standard size.
  4. Rental cars must be returned with a full tank of fuel.
  5. Insurance must not be purchased from the rental agency and will not be reimbursed.
  6. All drivers must hold a valid driver’s licence.

*Exception: If employee holds an Avis Preferred Membership, they may book directly via Avis with pre-approval from their Line Manager.

13.  Airport Parking

  1. Standard airport parking can be used where the domestic journey is three nights or less.

14.  General Car Parking

  1. Incidental car parking in relation to business activity is reimbursable.
  2. The original ticket must be submitted with your claim reimbursement.

15.  Taxis

  1. Taxis should be used when other reasonable and less expensive forms of transportation are not readily available.
  2. When taxis are used, they should be shared to the maximum extent possible by employees traveling together on Company business.
  3. A receipt for the fare charged must be obtained by the taxi driver.
  4. The origin and destination of the taxi trip must be identified, along with the purpose and date of the trip.

16. Fuel Cards

  1. A fuel card is issued to relevant employees only. The fuel card will state the employee’s name and the registration number of the nominated vehicle.
  2. A fuel card is issued to each company owned vehicle, and the card will state the vehicle’s registration number, make and model.
  3. The fuel card is only to be used for the employee’s nominated vehicle or vehicles owned by ORAFOL Australia.
  4. Purchasing fuel for any other vehicle is strictly forbidden

17. Tolls

  1. Only vehicles owned by ORAFOL Australia will be registered on ORAFOL Australia’s state specific toll account.
  2. Privately owned vehicles must be registered to the employee’s toll account and the toll statement shall be submitted as part of their reimbursement claim.
  3. Toll expenses between an employee’s home and workplace is not allowable and will not be reimbursed.

18.  Logbooks

  1. As required by the Australian Taxation Office, a logbook is to be maintained for the purpose of determining Fringe Benefit Tax liabilities. The logbook will remain valid for five years.
  2. The logbook must have written evidence of journeys, dates, purposes of trips undertaken, odometer readings and distances travelled.
  3. Failure to provide a logbook will result in the cancellation of the fuel card, and no fuel reimbursement or toll reimbursement will be allowed

19. Mileage

  1. Mileage expenses for business travel in a personal vehicle, and where no car allowance or fuel card is provided, can be claimed.
  2. The current effective mileage rate, as determined by the Australian Tax Office, is $0.72 / km travelled.
  3. The mileage claim submitted must exclude the normal mileage incurred from your home to your normal place of work.
  4. A mileage map of the distance travelled should be included with each claimed submitted, adjusting for the normal mileage incurred from home to your normal place of work.

20. Corporate Gifts

    1. Corporate gifts and entertainment may be appropriate in certain circumstances.
    2.  If Corporate gifts and entertainment are frequent or of substantial value, they may createthe appearance of being inappropriate. Therefore, Corporate gifts are to be modest in
      nature.
    3. All Corporate gifts must be approved by the Managing Director prior to incurring the
      expense.
    4.  Alcohol is not considered an appropriate gift.
    5.  Government officials or employees are not to receive gifts of any kind.
    6.  When submitting a claim relating to Corporate gifts, please record the following:
      1. Name of recipient
      2. Business purpose
    7. A ‘Corporate Gift Register’ will be maintained by the Accounts Payable Officer.

21. Home based employees – Office and incidental expenses

22.   Non-reimbursable items:

The following list covers non-reimbursable items. This is a guide and should not be considered a complete list:

Please note: If an employee is unsure about whether an item is deemed as reimbursable or not, please seek guidance from the Financial Controller prior to submitting the reimbursement claim.

23. Special Considerations

Management do recognise that there may be occasions where there are requirements for business related expenditure to be incurred which are not explicitly listed in this Policy.

These occasions require written pre-approval / consent by the ORAFOL Australia Managing Director

24. Delegations of Authority

Approval Category Approver Item
Travel Managing Director,
ORAFOL Australia &
ORAFOL Europe GmbH
All International Travel
Travel Managing Director,
ORAFOL Australia &
ORAFOL Europe GmbH
All Non-budgeted International Travel
Travel Line Manager All Domestic Travel
Travel Managing Director,
ORAFOL Australia
All Non-budgeted Domestic Travel
Reimbursements Line Manager Expense Reimbursements
Gifts Managing Director /
Financial Controller
ORAFOL Australia Pty Ltd
Corporate Gifts

25. Reporting Requirements

The following reports are to be compiled for submission as follows:

 

Item Due Date Report to:
Planned international travel With Annual budget Financial Controller, ORAFOL Australia
Interim planned international
trave
As required Financial Controller, ORAFOL Australia
Managing Director Travel expenses 20th calendar day after the
end of each quarter
Financial Controller, ORAFOL Australia
Customer visits by sales representatives 20th calendar day after the
end of each quarter
Financial Controller, ORAFOL Australia
Business Gifts and
entertainment
20th calendar day after the
end of each quarter
Financial Controller, ORAFOL Australia