Employee Expense Reimbursement Policy
   
The following is Ali & Associates' policy on the reimbursement of employee expenses incurred in the course of business.
   
  Ali & Associates is responsible for two types of business disbursements:
 
  • Expenses paid directly by Ali & Associates on behalf of employees.
  • Costs incurred by employees of Ali & Associates that can be reimbursed.
  After HR evaluates the claims, the employee may be eligible for full or partial compensation.
   
What is/are work-related expenses?
   
  When an employee of Ali & Associates uses a company perk (such a business phone) or incurs business-related leisure costs, the cost is considered to be work-related (like a dinner with clients or co-workers).
   
  You should be aware that the HR manager must approve any work-related expenses over a certain amount. If an employee goes above the budget HR set, they are responsible for the difference.
   
  The following will not be deemed a business expense and, as such, will not be reimbursed by Ali & Associates:
 
  • Unauthorized get-togethers with prospective customers, business associates, and employees.
  • Driving offenses or fines incurred while using a work vehicle.
  • A non-business subscription or training.
  • A personal trip.
   
  Please note that the aforementioned are just a few examples; before submitting a claim, you should speak with HR to understand more specifically about what kinds of expenses are eligible for reimbursement.
   
Travel Expenses
   
  The following are eligible for partial or complete reimbursement while on an approved business travel with Ali & Associates:
 
  • Transportation fares (plane, car, ship, etc.)
  • Accommodation
  • Legal document expenses (Visa)
  • Required/necessary medical expenses (vaccinations)
  • Local transportation during the trip (taxi fares, rental cars etc.)
  • Minor expenses that are pre-approved by the employee’s manager (meals, business material, etc.)
   
  Ali & Associates will pay for an employee's medical bills if they are incurred as a result of an incident or accident while on business travel.
   
Medical Expenses
   
  While Ali & Associates does not have a set policy on the reimbursement of workers' personal or family medical expenses, the company's management and HR do allow employees with at least one year of service to apply for reimbursement of some of their healthcare costs in special circumstances.
  Nevertheless, in the event of a medical emergency at the place of employment or even at the residence of an employee, Ali & Associates provides all the possible assistance and bear all associated costs.
   
Non-reimbursable expenses
   
  This is a more in-depth list of the expenses that an employee will not be reimbursed by Ali & Associates for, and it includes the following:
 
  • The loss or theft of an employee’s personal property, like luggage.
  • Upgrades without permission, such as flying in business/first class or upgrading a room at a hotel.
  • Personal services, such as beauty treatments, etc.
  • Personal purchases, such as clothes, gifts, snacks, etc.
  • The expenses that a spouse or other non-employee incurred while accompanying the Ali & Associates employee while traveling.
   
  The list that was just presented is not complete; before leaving on a business trip, you should consult with HR regarding all of the costs that are eligible for reimbursement.
   
Procedure
   
When an employee of Ali & Associates travels for work, the HR department will make arrangements for the employee's hotel and transportation, as well as maintain track of the employee's expenditures. In addition, the HR department will manage the employee's expenses. Despite this, you are obligated to complete the tasks that are listed below:
 
  • You are required to keep a record of any costs that Ali & Associates has not directly arranged for, such as taxi fares. You are highly recommended to get receipts whenever it is practicable to do so, as you may be eligible for a per diem amount to cover any additional essential travel expenditures.
  • Within two weeks after returning from your trip, submit an expenditure report to HR along with all of the relevant paperwork• Within a week after your return from your trip, submit a summary of all of your expenses to Human Resources, along with all of the pertinent documents.
   
HR is responsible for the approval of the employee reimbursement claims. Once approved, you will receive the reimbursement within 10 days.
   
When employees incur work-related expenses, they are required to:
 
  • Ask for HR and their manager’s approval.
  • Submit a reimbursement claim to HR.
  • Submit all relevant receipts and bills for business dinners and transportation within two weeks.
   
Any excessive expenses will be investigated and if cases of falsified or exaggerated claims are found, Ali & Associates will take disciplinary action.
 
Copyright 2022 - Ali & Associates