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									                                          Alvord Taylor, Inc
                                        Policy and Procedures
                                  Employee Expense Reimbursement
                                       Effective date:          August 3, 2010


Company expenses paid from an employee's personal funds will be reimbursed by the company.

Employees, both corporate and at the Houses for their convenience, may make small purchases or incur other
small expenses and/or travel expenses that are directly related to their employment and for the benefit of the
company. Such expenses will be reimbursed by the company after review and approval by the employee's
supervisor using the “Expense Reimbursement” form.

Small purchases for use at the House should be made with the House Household Fund or the House checking
account.


When an employee uses their personal auto for business travel purposes they will be reimbursed on a "per mile"
basis at the IRS approved rate. For details on this reimbursement, see the “Auto Used for Business” Policy.

Expense Reimbursement form instructions

All receipts to be reimbursed should be entered into the form. The business purpose of the expense should be
entered into the form so it can be correctly reported on the records of the company (and also to meet IRS
requirements). If expenses include any people other than the employee, that person should also be identified
(named) and their relation to the business purpose of the expense explained.

Example :     $26.50 expense at a restaurant. Purpose = lunch with Bob Smith, interview potential new
              employee.

Example :     $25.00 expense for balloons. Purpose = decorations for employee summer BBQ party.

Original receipts must be attached to the form. Receipts may be stapled to the form or may be taped to a
sheet(s) of 8 ½ X 11” paper and then attached to the form. Receipts may also be placed in an envelope attached
to the expense report. Please attach the receipts in the order recorded on the form when practical. For example,
if the there are 8 items reported on the form, please put the first 1st or 2nd or 3rd or however many will fit on
the first page and then the 4th or 5th, etc. on the following page with the last expense on the last page.

The employee submitting the reimbursement request should sign and date the form and get their supervisor’s
approving signature before submission for payment.

Expense reimbursements are paid through the Accounts Payable process with other company checks. Company
checks (including approved expense reimbursements) may take up to 2 weeks to process once received in the
Accounting office. Employees may request faster processing if the employee needs to be reimbursed earlier than
the normal check processing date.

Our records show that the above named resident's account is past due and has incurred a late fee.
                                                                                                                                                                                                 Alvord Taylor, Inc
                                                                                                                                                                                              Expense Report or Credit Card Use




Employee Name :                                                                                                         >>Select    Employee Reimbursement
Statement Date :                                        enter as a number xx/xx/xxxx

Use this form to report and be reimbursed for company expenses paid from employee personal funds
Use this form to report company credit card activity
  Last Four Digits of Credit Card #:                     Choose from Drop      Automatic                                Automatic   Choose from Drop
                                                            Down List            fill-in                                  fill-in    Down List ONLY
                                                            Choose                         Or name department(s) for                 Expense Type /
   Date       Paid To:                                  department from         Dept No.     split (if more than one)     G/L #      Account Name      Purpose:                                                 Amount:




                                                                                                                                                               Total requested or reported                            $0.00

                                                       Employee signature and date                                                                            Attach all receipts in same order as reported above

                                                                                                                                                             Copy for your records and deliver originals to the Fiscal office
                                                       Authorizing signature and date



                                                                                                                                                                                                                                       USE DROP DOWN MENU
                                                                                                                                                                                                                                       PLEASE DO NOT ADD TO OR DELETE
                                                                                                                                                                                                                                       GL Name                           GL Acct

                                                                                                                                                                                                                                       Advertising                       5560
                                                                                                                                                                                                                                       Business Meals                    5775
                                                                                                                                                                                                                                       Car Fuel                          5450
                                                                                                                                                                                                                                       Car Repair/Maint.                 5480
                                                                                                                                                                                                                                       Client but reimb'd to AT          5740
                                                                                                                                                                                                                                       Furn/Equip                        5760
                                                                                                                                                                                                                                       Household                         5360
                                                                                                                                                                                                                                       Licenses/Fees/Memb.               5660
                                                                                                                                                                                                                                       Medical Supplies                  5045
                                                                                                                                                                                                                                       IT Hardware/Software              5765
                                                                                                                                                                                                                                       Office Supplies                   5520
                                                                                                                                                                                                                                       Prof. Fees Other                  5140
                                                                                                                                                                                                                                       Prof. Fees Accounting             5142
                                                                                                                                                                                                                                       Prof. Fees Attorney               5141
                                                                                                                                                                                                                                       Prof. Fees IT/Network             5143
                                                                                                                                                                                                                                       Program Supplies                  5680
                                                                                                                                                                                                                                       Public Relations                  5580
                                                                                                                                                                                                                                       Recreation                        5700
                                                                                                                                                                                                                                       Repairs & Maintenance             5320
                                                                                                                                                                                                                                                                         5321
                                                                                                                                                                                                                                       Repairs & Maintenance Client Damage
                                                                                                                                                                                                                                       Staff Training                    5120
                                                                                                                                                                                                                                       Travel Expense                    5770




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                                                                                                                                                                                                                                       Credit Card Use Report
                                                                                                                                                                                                                                       Employee Reimbursement




D:\Docstoc\Working\pdf\93f79bcf-466f-4ac4-ac38-49f73e0b5456.xlsx BlankForm                                                                                                                                                                                                         12/21/2012
                                                                                                                                                                                               Alvord Taylor, Inc
                                                                                                                                                                                              Expense Reimbursement Request




Employee Name :                        Best Employee
Report Date :                          01/01/08         enter as a number xx/xx/xxxx
Use this form to report and be reimbursed for company expenses paid from employee personal funds
This form should be completed at the end of each month and submitted no later than the 5th of the month
Expenses Paid :                                          Choose from Drop                                                  Automatic   Choose from Drop
                                                            Down List                                                        fill-in    Down List ONLY
                                                        Choose department                Or name department(s) for split                Expense Type /
       Date           Paid To:                              from List                           (one or more)               G/L #       Account Name       Purpose:                                                 Amount:

     01/16/09        Pizza Hut                           Multi-House split         0         M St, Mohawk, Admin             5740      Miscellaneous Exp    lunch with Bob Smith, potential new nurse and HR           37.55
     01/16/09        Taco Time                              McKenzie              130                                        5770       Travel Expense                 food during trip to florence                    82.29
     01/16/09        Barnes & Noble                         McKenzie              130                                        5520       Office Supplies            book on nutrition for elderly people                69.5
     01/16/09        CostCo                               Administration          440                                        5520       Office Supplies                    2 cases copier paper                        48.5
     01/20/09        Office Max                             McKenzie              130                                        5520       Office Supplies    colored poster board for weekend open house signs           11.95
     01/25/09        Pizza Hut                              M Street               90                                        5580       Public Relations                lunch with ARC employee                        89.95




                                                                                                                                                                            Total net reimbursement requested          339.74

                                                        Employee signature and date                                                                                Attach all receipts in same order as reported above
                                                                                                                                                             Copy for your records and deliver originals to the Accounting office
                                                        Authorizing signature and date


                                                                                                                                                                                                                                    USE DROP DOWN MENU
                                                                                                                                                                                                                                    PLEASE DO NOT ADD TO OR DELETE
                                                                                                                                                                                                                                    GL Name                             GL Acct
                                                                                                                                                                                                                                    Advertising                    5560
                                                                                                                                                                                                                                    Car Repair/Maint.              5480
                                                                                                                                                                                                                                    Food                           5340
                                                                                                                                                                                                                                    Furn/Equip                     5760
                                                                                                                                                                                                                                    Household                      5360
                                                                                                                                                                                                                                    Licenses/Fees/Memb.            5660
                                                                                                                                                                                                                                    Medical Supplies               5045
                                                                                                                                                                                                                                    Mileage Reimburse              5470
                                                                                                                                                                                                                                    Miscellaneous Exp              5740
                                                                                                                                                                                                                                    Office Supplies                5520
                                                                                                                                                                                                                                    Professional Fees              5140
                                                                                                                                                                                                                                    Professional Fees Account      5142
                                                                                                                                                                                                                                    Professional Fees Attorney     5141
                                                                                                                                                                                                                                    Program Supplies               5680
                                                                                                                                                                                                                                    Public Relations               5580
                                                                                                                                                                                                                                    Recreation                     5700
                                                                                                                                                                                                                                    Repairs & Maintenance          5320
                                                                                                                                                                                                                                                                   5321
                                                                                                                                                                                                                                    Repairs & Maintenance Client Damage
                                                                                                                                                                                                                                    RideSource/LTD Tokens          5485
                                                                                                                                                                                                                                    Temporary Services             5070
                                                                                                                                                                                                                                    Travel Expense                 5770
                                                                                                                                                                                                                                    Vehicle Operation Exp.         5450
                                                                                                                                                                                                                                    OTHER (explain)




                                                                                                                                                                                                                                    Choose House from List               Column1   Column2



                                                                                                                                                                                                                                    Multi-House split
                                                                                                                                                                                                                                    G Street                               20
                                                                                                                                                                                                                                    Linden                                 30
                                                                                                                                                                                                                                    M Street                               90
                                                                                                                                                                                                                                    Pleasant                              110
                                                                                                                                                                                                                                    Emerald                               120
                                                                                                                                                                                                                                    McKenzie                              130
                                                                                                                                                                                                                                    E Street                              140
                                                                                                                                                                                                                                    Mohawk                                150
                                                                                                                                                                                                                                    Program Support                       190
                                                                                                                                                                                                                                    ATE                                   200
                                                                                                                                                                                                                                    SLP                                   220
                                                                                                                                                                                                                                    Administration                        440
                                                                                                                                                                                                                                    Donation/Fundraising                  550


                                                                                                                                                                                                                                                                     0
                                                                                                                                                                                                                                    Total                                             0




D:\Docstoc\Working\pdf\93f79bcf-466f-4ac4-ac38-49f73e0b5456.xlsx Sample                                                                                                                                                                                                                      12/21/2012

								
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