Big Red Bicycle will reimburse staff for reasonable and authorised expenses that have been incurred by them on behalf of the organisation or in the course of conducting Big Red Bicycle business.
Procedure
1.    Staff will not be reimbursed in the following circumstances:
a.    any late payment penalties, e.g. overdue interest on credit cards
b.    expenses that are usually recovered from a third party
c.    penalties and fines, e.g. parking, traffic
d.    those claims that should have been made using the purchase order system
e.    those expense claims made by staff as a tax deduction
f.    those expenses that were not made for business purposes.
2.    Travel expenses claims:
a.    insurance for trip cancellation will be reimbursed
b.    mileage allowance will be given for the use of a staff member’s vehicle when used for work-related travel
c.    personal stopovers or indirect routes will not be reimbursed
d.    travel reimbursement is provided for the most direct and economical mode of travel available; circumstances will be considered on a ‘case-by-case’ basis
3.    Accommodation expenses:
a.    reimbursement will cover moderate accommodation expenses; circumstances will be considered on a ‘case-by-case’ basis
b.    items of a personal nature that are charged to a hotel account will not be reimbursed
4.    Employee’s own meals:
a.    employees on Big Red Bicycle business will be reimbursed for any reasonable and appropriate meal expenses
5.    All relevant and original source documents must be attached to the Expense Reimbursement Form. A statutory declaration may be required where these original documents are not provided.
6.    Appropriate advance payments may be authorised.
7.    Employees have authority to approve expenses up to the amount detailed in their individual job description. Any expenditure claims above the level prescribed must be forwarded to supervisors for approval.
8.    Employees incurring authorised expenditure must submit their reimbursement requests on a signed Expense Reimbursement Form.
9.    Source documents (including tickets, receipts, vouchers, invoices) must be kept for all purchases and expenses claims.
10.    The CFO will use discretion to reimburse reasonable but unauthorised expenses.
11.    Those claims that have not been adequately prepared, have not been duly authorised, or are lacking in original documentation, will be returned to the employee with reasons that outline why the claim has not been processed.