EXPENSE TYPE
Advertising Air Fare & Fees Auto Rental & Gas Cell Phone Level 1 $25 Cell Phone Level 2 $35 Cell Phone Level 3 70% Client Meals & Entertainment Employee Meals Fax (HomeRemote Office) Hotel or Lodging (Itemized) Hotel Room Internet (HomeRemote Office) Janitorial & Services Legal Fees & TALX Mileage Office Supplies & Printing PAG Set Up & Promotions Parking & Co Car & Taxi Per Diem Postage & Shipping Repo Fees (Branch) Subscriptions & Dues Training External
GL
8550 8715 8635 8305 8710 8725 8300 8700 8700 8320 8870 8510 8625 8400 8555 8630 8705 8410 6155 8850 8735
EXPLANATION
Cost of classified ads, all promotional items (shirts, pens, etc) and mass communication advertising (radio & TV). Expenses incurred by employees for air fare due to business-related travel. (Includes Aladdin Fee) Expenses incurred by employees for rental cars due to business-related travel. Monthly service fees incurred by employees for cellular telephones. Prior approval is required for low ($25), moderate ($35) or heavy usage (70% of bill up to $125) Expenses incurred with entertaining current or prospective clients for business purposes. Meals not connected with overnight travel that are limited to "working lunches" during meetings which must include 5 or more people and are conducted in a BB&T facility. (Includes On-Boarding lunches) Monthly service fees incurred by employees for fax lines for approved home offices. Expenses incurred by employees for hotel room and taxes and other hotel expenses for business-related overnight travel – Requires itemization of hotel bill which may include, parking or non-hotel room charges. Expenses incurred by employees for hotel room or a cash reimbursement for a stay with a relative or friend. Monthly service fees incurred by employees for internet connectivity for approved home offices. Includes cash over/short expense, bank charges, contributions, janitorial, general insurance, theft losses, miscellaneous expense, etc. Includes attorney fees and other management fees charged to the company by BB&T on a monthly basis. Expenses incurred by employees for the business use of personal vehicles. Includes office supplies, paper towels, computer paper & ink, etc. Cost of classified ads, all promotional items (shirts, pens, etc) and mass communication advertising (radio & TV). Expenses incurred by employees for other vehicle transportation, such as, taxis, limos, trains, buses, parking, and tolls. In addition, includes gas, repairs, maintenance, insurance, uninsured losses, etc. on company provided vehicles. A per day amount given to an employee traveling on business overnight or before or after business hours. Amount reimbursed through a cash not corporate credit card expense report. Please use the per diem amount from the Aladdin itinerary. Includes office postages expenses, including USPS and UPS, registered mail, etc. Represents amounts charged off in the system after the sale of the collateral. This line item is reduced by recovery dollars and any unearned holdback dollars associated with the individual loan charged off. Includes cash over/short expense, bank charges, contributions, janitorial, general insurance, theft losses, miscellaneous expense, etc. All expenses associated with training and non-degree education conducted by vendors or institutions outside BB&T/RAC designed to enhance managerial, professional or technical expertise or to provide appropriate job certifications. NOTE: Hotel, mileage, per diem, etc. are to be charged to the appropriate GL number. All expenses for materials and supplies for training conducted within BB&T by BB&T/RAC staff. All reimbursements for all approved expenses for collegiate degree programs as outlined in the Education Assistance Policy. Expenses incurred for conventions and group meetings for facility fees, supplies and presentation materials. NOTE: Hotel, mileage, per diem, etc. are to be charged to the appropriate GL number.
Training Internal & Conf
8730
Edited 9/13/2007
EMPLOYEE EXPENSE REPORT NECHO SUBMISSION – Please remember this is NOT the entire BB&T Expense Policy POLICIES: Violations will be rejected by RAC Accounts Payable The following is REQUIRED as applicable for all Employee Expense Reports: 1. Designated corporate travel agency itinerary for air travel, lodging, car rental, and per diems for overnight travel when staying in a hotel. 2. Itemized receipts for lodging. 3. RAC requires receipts for ALL expenditures (excluding per diem meal expenses for overnight travel when staying in a hotel); even though BB&T’s policy requires receipts for expenditures of $25 or more. 4. An explanation of expense is required on all expenditures and must include business purpose, company or client, city, and state visited when applicable. 5. Meals – Employee or Client Entertainment expense explanations must include a. The business purpose b. A list of participating individuals, their title, occupation or connection to the company, or group name and approximate number of attendees, and c. Place, city and state. 6. Mileage reimbursement must be logged by date, a. with location (include city and state), b. company (including any BB&T location) or client visited, and c. business purpose indicated. 7. Copy of the portion of telephone bill that reflects the name the account is in, the cellular telephone number, and the amount of the bill. 8. Conference/Convention Attendance Request Form (overnight event with an estimated expense of $500 or more). 9. Paper expense reports are still required for Education Reimbursement. GUIDELINES: Violations will be rejected by RAC Supervisors The following is required as applicable for all Employee Expense Reports: 1. Credit card transactions will be loaded into NECHO on or about the 6th of each month. Users should submit their credit card expense report for approval before the 10th of each month OR as soon as you receive your BB&T credit card statement. 2. Approving/Rejecting Managers have 7 calendar days to review the expense report. After 7 days the report is automatically forwarded to the next level of management. 3. Heavy user cell phone bills (70%) must include the detail and cannot exceed $125. 4. Low ($25) and Moderate ($35) cell phone bills may include front page of statement only. 5. Receipts should be legible in the Filenet system. The employee should view their receipts after faxing to confirm legibility or refax before discarding any receipts. 6. Attendees – please list names as you know them – if you only know the first name, list that – if you don’t know the name list Mr. or Ms. X. 7. “Cash” transactions (mileage, per diem, cell phone bills) may be done more or less frequently than one per month and should be on a SEPARATE expense report from the corporate credit card transactions. 8. Multiple cell phone bills may appear on one NECHO submission but must be listed as separate items. 9. For all Expense Reports: fax the Bar Coded Cover Sheet as the FIRST page of the fax. 10. For credit card expense reports: fax the Bar Coded Cover Sheet immediately followed by a copy of the BB&T credit card statement then followed by any receipts. 11. For Rejected expense reports – please reject the “whole” report, not just one expenditure back to the user AND please personally contact the user with a reason why the report was rejected. 12. Paper expense reports should be used for non-RAC employees, for example, interviewing applicants.
Edited 9/13/2007
SUGGESTIONS and COMMON PRACTICES: 1. Corp Office employees type the business purpose, city and state in the Description Field on the Add Expense screen. 2. Relationship Managers type the business purpose for mileage in the Trip Purpose field and the city and state in the Destination field on the Mileage screen. 3. Relationship Managers type the dealerships visited for mileage in EITHER the Description Field on the Add Expense screen or as an Allocation. 4. Relationship Managers leave the Allocation default of Non-dealer Expense for Easy Pass toll bills. 5. Branches who use legal fees frequently (TALX, etc.) might initiate having a monthly bill versus dozens of charges to the manager’s credit card.
Number of dealers: 2 3 4 5 6 7 8 9 10 11 12 13 14 15 ALLOCATION CHART You may choose to allocate these percentages: 50% each 33%, 33%, 34% 25% each 20% each 16%, 16%, 17%, 17%, 17%, 17% 14%, 14%, 14%, 14%, 14%, 15%, 15% 12%, 12%, 12%, 12%, 13%, 13%, 13%, 13% 11%, 11%, 11%, 11%, 11%, 11%, 11%, 11%, 12% 10% each 9%, 9%, 9%, 9%, 9%, 9%, 9%, 9%, 9%, 9%, 10% 8%, 8%, 8%, 8%, 8%, 8%, 8%, 8%, 9%, 9%, 9%, 9% 7%, 7%, 7%, 7%, 8%, 8%, 8%, 8%, 8%, 8%, 8%, 8%, 8% 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 8%, 8% 6%, 6%, 6%, 6%, 6%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%, 7%
Edited 9/13/2007