Harrell’s Employee Handbook, September 2023
To be reimbursed for the use of a personal vehicle for business, send an e-mail to ap@harrells.com with a short description of the trip (i.e., mileage for “Rock Star Supervisor” conference from Lakeland to Orlando), date(s) that the miles were driven, and the total number of miles for each date. Remember to include related expenses (and receipts), such as meals, parking, tips, tolls, etc., not paid for with a company credit card. Meals Personal meals are defined as meal expenses incurred by an employee when dining during an out-of- town business trip. Meal costs should generally be at most $65 per day (breakfast, lunch, and dinner), and employees are encouraged to spend only as much as necessary. Customer Entertainment and Gift Expenses Entertainment expenses include events such as nightclubs, theatres, and sporting events, whereby a business discussion occurs during, immediately before, or immediately after the event. Entertainment Approval for reimbursement of entertainment expenses can only be granted by department heads and will only be granted if: • The person entertained has a potential or actual business relationship with Harrell’s. • The expenditure directly precedes, includes, or follows a business discussion that would benefit the company. • A Harrell’s employee is required to accompany the customer to every event. Approval Outline Entertainment Expenses (including meals, sports tickets, hunting/fishing trips, etc.) of more than $250 require advance documented (i.e., email) approval by the employee’s Regional Sales Director. Entertainment Expenses (including meals, sports tickets, hunting/fishing trips, etc.) of more than $1,000 require advance documented (i.e., email) approval by the employee’s Vice President of Sales. Entertainment Expenses (including meals, sports tickets, hunting/fishing trips, etc.) of more than $2,000 require advance documented (i.e., email) approval by the Company President. Pre-approval documentation (i.e., email) must be attached to the meal/event receipt. A copy of all documentation emails should be sent to the Company’s Vice President of Finance. Be sure to note that the following will not be reimbursed and shall not be charged to a company credit card under any circumstances: • Gentlemen’s Club membership dues or "expenses." • Escort services (neither men nor women) • Gambling expenses
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