Employee Reimbursement

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Employee Expense Policy

Policy Purpose

Our Employee Expense Policy outlines how we’ll reimburse employees for work- related expenses. We’ll define “work-related expenses” and set a procedure to authorize expenditure.

Scope

This policy applies to all our employees that need to spend money for activities that include: Away Tournaments, Coach Training, or other specifically approved activities.

Policy elements

Employee expenses fall under two categories:

Expenses that are paid directly by JSC Soccer Club on behalf of employees. Expenses that are paid by our employees and are reimbursable.

We’ll reimburse all reasonable business expenses, after they are approved, in part or in full as the case may be.

Travel Expenses

Travel expenses include any kind of transportation and accommodation expenses that you incur when going on a business trip. Expenses related to this category that may be fully or partly reimbursable include:

· Accommodations / Lodging

· Legal document expenses (e.g. Visa)

· Air, train, ship or other transportation fares in Economy Class Only

· Necessary medical expenses (e.g. vaccinations)

· Local transportation during trips (taxi fares, rental cars etc.)

· Other minor or per diem expenses that have been approved by an employee’s manager (e.g. meals, business material)

Lodging (excluding taxes): $94 / Day

Daily Meals & Incidentals (includes Tax/Tip): $55 / Day

$13 - Continental Breakfast/Breakfast

$14 - Lunch

$23 - Dinner

$5 - Incidental Expenses

First & Last Day of Travel $41.25

Privately Owned Automobile $0.58 Rate per mile

Minimizing expenses

We want to avoid overspending or unnecessary costs. We may contract with hotels and agencies to get the best possible prices. We’ll also aim for the cheapest option when we can. For example, we prefer booking plane tickets in economy class, unless there is reason for upgraded travel.

Non-reimbursable expenses

We won’t reimburse the following:

· [Expenses incurred by spouses or other non-employees who accompany our employees on their travels]

· [Un-authorized service upgrade (e.g. business class or hotel rooms)]

· [Personal services (massages, beauty treatments etc.)]

· [Personal purchases (gifts, clothes etc.)]

· [Lost personal property (e.g. luggage)]

· [Alcoholic Drinks, Medicine, or other personal prescriptions]

· [Parking tickets, Traffic violations tickets, or any other penalties incurred based on an employee’s decision]

This list is not exhaustive. Please ask the General Manager and/or the Technical Director about reimbursable expenses before you go.

Procedure

When you plan to go on work-related trips, you need to:

Document any expenses that our company hasn’t directly arranged for (e.g. taxi fares.) Please ask for bills and receipts whenever you can. You might also receive a per diem sum to cover other necessary travel expenses.

Submit your reimbursement claim here:

https://sites.google.com/a/juventus-sc.org/finance/coaching-resources/coach-reimbursement

Or submit an expense report with all necessary documentation. Please submit your claim/report within [two weeks] after your trip.

The Technical Directors are responsible for approving reimbursement claims. If your Director approves your expenses, you will receive your reimbursement within [two] pay periods [by check.]

When you incur work-related expenses, you should:

1. Ask for your Technical Director for prior approval.

2. Refer to the itemized expenses and associated fee schedule covered for work-related expenses.

3. Submit a reimbursement claim. Please submit receipts and bills for business dinners and transportation within [two weeks.]

We’ll investigate any excessive expenses. In cases of consistent falsified or exaggerated claims, we may take disciplinary action.

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