Credit card policies, procedures, employee reimbursement & per diems

Objectives

1. To allow Brindlee Mountain Fire Apparatus, LLC employees and Affiliate Entity employees access to an efficient and alternative means of payment for approved expenses.  Affiliate Entities include the following: Firetrucks Unlimited LLC, Company Two LLC, Samaritan Medical Services, Long Cove Fire Rescue, Jasper Highlands Fire Department, Solomon Safety Group LLC, and McLemore VFD

2. To improve managerial reporting related to credit card purchases, establish a standard for acceptable and/or unacceptable purchasing activity, and outline appropriate approval processes for purchases that are outside of the policy scope outlined within this document

3. To improve efficiency and reduce costs of payables processing

4. To establish appropriate approval procedures and parameters for employee reimbursement requests

Policies

1. Brindlee Mountain Fire Apparatus, LLC, and Affiliate Entity purchasing cards will be issued to employees only.  The request for a card will require the employee's direct supervisor or the Departmental Supervisor's submission to the Finance Department.  The submission will be reviewed by the Finance Department for final approval.  Credit cards will only be used for business purposes. Personal purchases of any type are not allowed and are grounds for progressive disciplinary action.

2. All receipts for personal reimbursements and company card charges should be itemized. 

   • Meal Receipts must be itemized.

3. All company credit card purchase receipts or reimbursement requests must be submitted via an expense statement by the close of business in the month the card is used.  

4. Employee reimbursements will require approval from the supervisor or department supervisor before being submitted to the Finance Department for reimbursement. Employee reimbursement should not be for standard purchases or expenses that could be handled through the normal PO / AP process but rather for travel-related expenses.

   • Payment for employee reimbursements will be processed one week following approval via the ACH processing procedures. No checks will be issued for reimbursements.

   • The Finance Department must receive all approved requests by 2 PM on Thursday to be included in the following week's AP payment process.    

   • The Company is not responsible for an employee's interest charges on an employee’s personal credit card.

   • The Company is not responsible for an employee's annual fees on an employee’s personal credit card. 

5. Per Diem requests will require supervisor approval or department supervisor approval before being submitted to the Finance Department for payment.

   • Per Diem payments will follow the same guidelines as outlined for meal reimbursements ($15 for breakfast, $20 for lunch, and $30 for dinner) / ($65 per day).

   • Per Diem will be based on the start time and end time of the travel being requested. For example, if you are scheduled to travel starting at 4 pm, you will only receive $30 for the first day of your scheduled travel.   

   • An itinerary must be submitted with the request for per diem, showing the departure and arrival times for the trip.

6. The following purchases are not allowed:

   • Alcoholic beverages

   • Tobacco products 

   • Items or services on term contracts

   • Maintenance agreements

   • Personal items or loans

   • Rentals (other than short-term autos and equipment)

   • Any other items deemed inconsistent with the values of Brindlee Mountain Fire Apparatus, LLC.

   • Cash advances on credit cards are not allowed 

7. Cardholders will be required to sign an agreement indicating they accept these terms. Individuals who do not adhere to these policies and procedures risk revocation of their credit card privileges and/or disciplinary action including possible termination.

Procedures

1. Upon the authorized return date, all receipts (itemized) must be turned in with the purchasing card.  Receipts will be scanned and a summary sheet will be signed by the cardholder confirming the purchase and appropriate allocation, or all receipts will be entered into the Expense Statement process within Saleforce.  If the team member has an SF user, the expectation is for Salesforce to be used for submitting these expense reimbursements.  All receipts must identify the purchase purpose (office supplies, customer relations, fuel, etc...) In the case of meals and entertainment, each receipt must include a brief description of the business purpose of the purchase (truck number, customer Department name, names of individuals being entertained).

2. Any purchase of office equipment, shop equipment, or supplies over $100 will need prior approval from the employee’s immediate supervisor or the Finance Department.  This does not include parts purchased for apparatus repair that will be expensed against an apparatus.  In emergencies, administrative approval may be given without a purchase order. 

3. If an employee travels for company business, the company credit card may be used to purchase meals while traveling. Following the guidelines established in the employee handbook, an employee may charge $15 for breakfast, $20 for lunch, and $30 for dinner. Additionally, breakfast may be charged only on travel that requires an overnight stay. Dinner may only be charged if travel extends past 8 pm. 

4. If a receipt is lost, it will be the responsibility of the employee to request a copy of the receipt from the vendor promptly as outlined above in the policy.  If the receipt is not turned in, the employee may be deemed responsible for reimbursing the company for the charge.

If you have any questions regarding the above policies / procedures, please send your request to HR@firetruckmall.com