The Expenses and Reimbursements Policy provides a comprehensive framework for the approval, reimbursement, and administration of business-related expenses incurred by employees in the course of their duties. It establishes clear guidelines for qualifying expenses, including travel, mileage, accommodation, parking, business communication, entertainment, and professional membership fees, while outlining the approval process, supporting documentation requirements, reimbursement procedures, and employee responsibilities. The policy promotes financial accountability, cost control, and consistent expense management by ensuring that all claims are reasonable, pre-approved where required, and processed in accordance with Company procedures and applicable SARS guidelines.

What's Included

1. Purpose

• Objectives of the policy
• Expense reimbursement framework
• Financial control and cost management
• Approval and administration principles

2. Scope

• Employees covered
• Business-related expense eligibility
• Application of the policy

3. Qualifying Expenses & Provisions

Parking

• Customer visit parking
• Airport parking
• Reimbursement conditions

Cell Phone Calls

• Business-related mobile expenses
• Cell phone allowance exclusions
• Standby phone provisions

Entertainment

• Client entertainment
• Internal business functions
• Approval requirements

Professional Membership Fees

• Eligible professional registrations
• Approval criteria
• Service obligation agreements
• Reimbursement process
• Employee eligibility requirements

Mileage

• Private vehicle reimbursement
• Company fuel card exclusions
• Business travel claims
• Non-claimable travel
• Employee responsibilities
• SARS reimbursement principles
• Liability and indemnity provisions

Travel Expenses

Air Travel

• Flight booking procedures
• Economy class travel
• Travel insurance
• Baggage allowances

Accommodation

• Booking procedures
• Budget management
• Accommodation standards

Subsistence Allowance

• Daily meal allowances
• SARS subsistence rates
• Supporting documentation requirements

4. Approval & Procedure for Expense Claims

• Pre-approval requirements
• Manager authorisation
• Reasonable expense principles
• Expense claim submission process
• Supporting documentation
• Electronic approval workflow
• Payroll reimbursement process
• Exceptional circumstances