Expense Policy for Leaders with Team Cards

1. Purpose

The purpose of this expense policy is to provide guidelines for business-related expenses incurred by leaders of the business who are issued team cards. This policy ensures transparency, accountability, and proper documentation for all expenses.

2. Scope

This policy applies to all leaders who have been issued a team card for business expenses. It covers all types of expenses, including travel, meals, office supplies, team entertainment, and other business-related expenditures.

3. General Guidelines

• Responsibility: Leaders are responsible for ensuring that all expenses incurred on the team card are necessary, reasonable, and directly related to business activities.
• Compliance: All expenses must comply with company policies, local laws, and regulations.
• Documentation: Receipts for all expenses must be retained and submitted weekly to the Finance Lead.

4. Allowed Expenses

• Travel: Includes airfare, train tickets, car rentals, mileage for personal vehicles used for business purposes, taxis, and ride-sharing services.
• Accommodation: Hotel stays or other reasonable lodging arrangements when traveling for business.
• Meals: Meals consumed while traveling or during business meetings.
• Team Entertainment: Expenses related to team-building activities, such as outings, events, and social gatherings.
• Team Lunches and Dinners: Costs incurred for team lunches, dinners, or other group meals aimed at fostering team cohesion and morale.
• Client Entertainment: Client entertainment expenses, including meals and events, with prior approval.
• Other: Any other business-related expenses pre-approved by the Finance Lead or Directors.

5. Prohibited Expenses

• Personal Expenses: Any non-business-related expenses, including personal meals, entertainment, and travel.
• Luxury Items: Purchases of luxury items unless specifically approved for business purposes.