Submitting Expense Reports
- This form is used for all client related expense. (Including - Car Rental, Flights, Hotels, Meals, Mileage…etc.) - The electronic expense reports are now done in a weekly format, (which also corresponds to Account4 timecard data). - Expense reports should be submitted Monday for the previous week’s expenses. Example: Joe Sark is submitting an expense report for a business expense incurred on Wednesday 6/15. The timesheet week ends on Saturday 6/18, so the date of the expense form should be 6/18/05. SATURDAY DATES ONLY! - Each completed report will need a unique control number, which will be the week ending date. - Put the receipts in an envelope and mark the control number (weekend number) on the back of the envelope. If you are submitting more than 1 report, please use separate envelopes for each report. - Please print a copy of the expense report to attach to your receipts while also keeping copies of the receipts for your records -Columbus, Gov Services employees not in Tallahassee should then: *Email the completed expense report to your resource manager. Completed envelopes should be delivered to the local office admin. (The envelope can either be mailed directly to the admin or routed through the resource manager.) *If approved, the resource manager will forward the electronic expense report to the local office admin (Cassy Newell). *The office Admin will forward the approved & coded expense reports with receipts to SarkAP for processing. -Tampa, Fort Lauderdals or Tallahassee employees should then: *Email completed expense reports should be emailed to the resource manager and to Sarkap@sark.com. *Send receipts directly to corporate (Attn:Sark AP). *Resource manager will “Reply All” with report approval *SarkAP matches up the approval email with the mailed receipts (& expense report) and will processes the expense report for payment. Expense Checks are typically generated every Friday for any completed & approved reports that arrive by Wednesday of that week.
Company expense policy Employees must submit the following documentation along with their expense report form: Air–invoice/itinerary. Train – ticket with amount or receipt Hotel – hotel folio (if using express checkout, please call for a copy of statement)
All food/drink expenses MUST be entered as a separate line item (expense) even if included in Hotel Cost.
Car Rental – car rental agreement Meals/Entertainment – charge/credit card receipt or cash register receipt (no restaurant tear tabs). Miscellaneous Expenses – receipts for miscellaneous expenses. Mileage – complete calculations should be shown. Mileage & tolls to/from home & Sark office are not reimbursable. Time sheets should be attached as supporting documentation. Ex: 30 reimbursable miles x rate per mile x no of days (# of days should agree with attached time sheets). Parking – Receipts should be attached. When applicable, time sheets should be attached as supporting documentation. Taxi Cab Fares – Receipt from the driver Cell Phone Bills – Personal calls are to be excluded
Actual bills/receipts must be submitted in order to be reimbursed; photocopies will be acceptable only with a detailed explanation as to why the original is unavailable. Receipts must include the name of the vendor, location, date and amount. Acceptable Receipts The following receipts are acceptable: original receipt completed by the vendor printout receipts from internet purchases original phone bill including detailed pages copies of tickets (not ticket stubs) to sporting / entertainment events Unacceptable Receipts The following receipts are NOT acceptable:
restaurant tear tabs photocopies, unless accompanied by explanation of why original is not available credit card statements unless accompanied by explanation of why original is not available altered or scratched out receipts grade reports
What If You Don’t Have The Receipt? If an employee is unable to provide a receipt for a business expense, a second approval by the RVP is required. An additional approval by the Director of Finance is also required if the expense is over the IRS limit ($75 in 2005). Receipts are not required for miscellaneous tips (luggage carrier, bellman and housekeeping etc.) as well as food and beverages purchased at sporting events. These are situations where receipts are unobtainable. Incomplete expense reports or reports not in compliance with this policy will be returned.
eimbursable.
e sheets).
nd amount.
Receipts are
Week Ending:
10/27/2006
SARK, INC. CLIENT REIMBURSABLE EXPENSES
Client Affinion Employee Peter C. Burke Name of Project SNG
X Out of Pocket SARK Am Ex Mileage Tolls/Parking Meals & Entertainment Hotel w/o Meals Internal Use
Dates
Description
Other
TOTAL
10/22/2006 Travel to Columbus from Indianapolis 178 miles x .445 10/27/2006 Travel to Indianapolis from Columbus 178 miles x .445 10/23/2006 Chipotle 10/25/2006 McDonald's 10/26/2006 McDonald's 10/27/2006 McDonald's 10/27/2006 Chipotle
$79.21 $79.21 $7.75 $3.40 $3.40 $3.40 $7.75
$79.21 $79.21 $7.75 $3.40 $3.40 $3.40 $7.75 $0.00 $0.00 $0.00
Column Totals
$184.12
$0.00
$0.00
$0.00
$184.12
No receipt provided by Vendor
Note: Receptis required for all expenses
COMPLETE ONE FORM PER WEEK PER CLIENT ENGAGEMENT