Page 33 - Ipsos

6. Suppliers

a. No one can sign up to using an external supplier or make any agreements without finance
review and approval. This is to ensure necessary documentation and NDA’s are in place as
required.
b. A statement of work (SOW) should be attached to invoices received from field suppliers
prior to submitting to finance for processing.
c. All supplier invoices MUST be sent directly from supplier to finance dept. Should not go via
researchers.
d. If requiring to purchase any IT item, then must go through IT department
e. For any non-project related expenses, then MUST also involve finance prior to making any
commitment.
f. For further details on suppliers, kindly contact Irene and Elias.

7. Timesheets

a. Ensure all team members complete their timesheets accurately and on time (every week) to
ensure 100% monthly compliance
b. Timesheets should be submitted prior to travelling on holidays
c. Special note: relating to 15% selling effort recognition
i. Ensure that your time is accurately booked to large proposals as this is a key driver
for being able to recognize 15% upfront selling effort (applies to projects > EUR
100k in value and with a timeline of 6 months or longer). Hence, essential to create
the proposal in the system ASAP so can start allocating relevant time spent for trying
to win the project.

8. Travel Request Form
a. The TRF must be completed and submitted for approval prior to travelling.
b. Kindly refer to separate MENA Travel Policy Document for full details. Updated policy
with TRF and Expense claim forms circulated in Jan 2017.

9. Project advances
a. Reminder that there will be NO Cash transactions from 1st Jan 2017. Finance will have no
available petty cash in the safe.
b. Project advances can be provided in the form of a cheque, which will be booked as an
advance to employee.
c. All project advances must be cleared within a month of being issued, with supporting
documentation, receipts, etc.

10. Expenses

a. Reminder that there will be NO Cash transactions from 1st Jan 2017. Finance will have no
available petty cash in the safe.
b. Expenses must be settled within 1-2 months of having been incurred. Claims relating to
expenses older than 3 months will require local MD approval prior to submitting to finance.