Title: Reimbursement
of Business Expenses
Date Approved
by Diocesan Council: March
14, 2003
Policy:
It
is the policy of the Diocese of South Dakota to reimburse for business-related
travel, meals, entertainment, and gifts which are incurred by employees and
which are considered ordinary and necessary.
Procedure:
1.
When applicable, business-related travel, meal, entertainment and gift
expenses shall be charged directly to The Diocese of South Dakota. Employees
shall provide written proof of the amount, time, place, and business purpose
of all charged expenses. Written proof is accomplished through completion and
submission of appropriate Travel and Expense Voucher(s).
2.
Business-related expenses which are not charged directly to The Diocese of
South Dakota shall be reimbursed in accordance with one of the following
procedures:
- Lodging
and Meals:
1)
If the meal
expense exceeds the diocesan allowance employees may be reimbursed for the
additional amounts provided the employee furnishes written proof of the
amount, time, place, and business purpose and the employee's supervisor
authorizes the request.
2)
Employees shall
complete the Travel & Expense Voucher(s) and forward to the Diocesan
Administrator for processing. Reimbursement requests shall be submitted within
7 calendar days following incurrence.
- Mileage:
1)
Employee use of
personal vehicles for business related travel shall be reimbursed at the
established mileage rate of .24 per mile.
2)
Employees shall
complete the Travel and Expense Voucher(s) providing written proof of the
time, place and business purpose of the vehicle mileage and forward the
voucher to the Diocesan Administrator for processing. Reimbursement requests
shall be submitted within 7 calendar days following incurrence.
3)
In addition to
the mileage rate, employees may be reimbursed for parking fees and tolls
incurred for business purposes based on a written statement provided.
- Other
Reimbursements:
1)
Other business
related travel reimbursements incurred by employees shall be reimbursed on an
ad hoc basis provided proper accounting is made for the expense and the nature
of the expense is considered both ordinary and necessary.
2)
Employees shall
complete the Travel and Expense Voucher(s) and forward to the Diocesan
Administrator for processing. Reimbursement requests shall be submitted within
7 calendar days following incurrence.
- Travel
and Other Advances:
1)
Advances for
business related travel and other expenses shall be made provided proper
authorization and adequate notice is received.
2)
Employees shall
complete the Travel and Expense Voucher(s) indicating the nature and amount of
the advance and forward to the Diocesan Administrator for processing.
3)
Employees shall
be required to provide an adequate accounting for the advance within 7
calendar days after the advance was made. Employees
shall complete the Travel and Expense Voucher(s) and forward to the
Diocesan Administrator for processing.
4)
Any excess
advance amounts, which are not adequately accounted for, shall be returned to
Accounting with the confirmation voucher.