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19 HB Fiscal Polices Ft Procedures <br /> Busilness Expenses <br /> available, practical, and <br /> affordable <br /> • Reasonable room charges Et Extra days at the hotel for <br /> Hotel taxes business not related to HB <br /> • Up to $5/day in gratuity <br /> • Current standard mileage rate <br /> set by IRS, tolls, and parking <br /> Personal Automobile • Driving directions between <br /> locations serve as appropriate <br /> documentation for mileage <br /> reimbursement <br /> Credit Card Purchases and Out-of-Pocket Reimbursements <br /> Prior to processing credit card payments or employee reimbursements, staff reconcile the <br /> documents below and resolve any discrepancies prior to payment: <br /> • Signed Employee Mileage Et Expense Reimbursement Report <br /> • Coded and signed Monthly Credit Card Expense Report, if applicable <br /> • Receipt(s) <br /> The Employee Mileage Et Expense Reimbursement Report must be approved by the traveler or <br /> purchaser's supervisor. Expenses should be: <br /> • Reported on a daily basis <br /> • Submitted within Z weeks of the traveler's return <br /> Documentation <br /> All expenses need to be supported with appropriate, original receipts. Please number the receipts <br /> and reference on the Employee Mileage It Expense Reimbursement Report and Monthly Credit <br /> Card Expense Report, as applicable. <br /> Missing Receipts <br /> Staff should make every effort to obtain receipts for credit card and out-of-pocket business <br /> expenses. However, in cases where no receipt is available or the employee lost the receipt, they <br /> must include a Lost Receipt Form. <br /> Home Office Reimbursement <br /> Employees will receive a monthly home office reimbursement of $50. The staff accountant <br /> submits a monthly home office reimbursement request according to an approved work from home <br /> schedule. <br /> D. References <br /> Employee Mileage Et Used to document receipts for all mileage and out-of-pocket expense <br /> Expense reimbursements. <br /> Reimbursement Report <br /> Monthly Credit Card Used to document receipts for all expenses incurred using a HB-issued credit <br /> Expense Report card. <br /> Lost Receipt Form Used to document cases where no receipt is available, or the employee lost <br /> the receipt. <br /> Last updated September 2022 <br />