Page 127 - Employee Handbook

traveling on-site for an event, mdgroup office visit, or client meeting is GBP
£60.00 (currency based on location of event).
This amount is expected to cover breakfast, lunch and dinner as required.
Where hotels include the cost of breakfast in the room rate; therefore a reduced
claim will be expected in those cases. If you are staying in a location where
this limit is not possible to keep within, this must be stated clearly on your
expense reports. If the expense is likely to be significantly higher than the limit,
prior authorisation should be sought from your Line Manager before incurring
the costs. In this situation, it is expected that sensible decisions will be made
regarding meals choices and prices. Where possible, you should enquire from
other colleagues who have travelled to the area for recommendations of
reasonably priced restaurants etc.
Expenses must be submitted to the finance department as follows;
Credit Card Expenses should be submitted at the end of the calendar month,
and or no later than 10 days of the statement date.
Petty Cash & Personal Expense Items should be submitted by the end of each
month.
a) Date and name/s of all persons related to the charge and included on the
expense report (such as attendees of the meals or on the hotel bill). And
b) The itemised receipt.
mdgroup personnel and any persons acting on their behalf will be expected to
make all efforts to minimise expenses charged whilst on site. These efforts will
include:
Food and Beverages
You should eat from buffets organised for delegates wherever possible. It is at
the Event Manager’s discretion to decide when it is not feasible to do so, i.e.
buffet is for a small number of people, nature of meal, etc;
If room service or meals outside of the meeting venue are ordered, expensive
meals are to be avoided as much as
possible, i.e. no lobster or other high
cost dishes;
Alcoholic drinks ordered are
to be kept to a minimum, i.e. it
is considered that one glass of
wine per person is sufficient to
accompany a meal. Use of hotel
mini-bars is restricted to non-
alcoholic drinks only.

127 Employee Handbook