Page 25 - 2017 Edition Staff Handbook

Expense Reports and Event Pay
It is the policy of HLA to reimburse staff for ordinary, necessary, and reasonable expenses when directly related to the transaction of company business. Directly means:
There is the expectation of deriving current or future benefit for HLA and/or Staff member is actively engaged in a business meeting or activity necessary to the performance of the staff's duties.
Staff are expected to exercise prudent business judgment regarding expenses covered by this policy. Reimbursement for expenses outside of the scope of this policy requires prior written approval.
The following expenses may be reimbursable under this policy:
Lodging; Travel expenses including airfare, bus, taxi, toll, reasonable luggage
fees; Meals, including tips 15-20%; Business telephone calls; Laundry/dry cleaning expenses during trips more than five days; Car rental; Personal mileage (at per mile rate established by the company); Conference and convention fees; Parking; Other reasonable and necessary business expenses
The following expenses are NOT reimbursable under this policy:
-Child care
-Airline Club dues
-Barber/hairstylist
-Toiletries
-Traffic fines
-Tips in excess of 20%
-In-flight movies or refreshments
-Hotel room movies or other entertainment -Luggage/briefcases
-Alcohol
-First class airfare
DOCUMENTATION/RECEIPTS
All requests for reimbursement must be accompanied by the receipts. Original or digital receipts will be accepted. Include amount, time and place, business purpose, and names and business relationships.
Expense reports with required documentation must be submitted to the appropriate person within 30 days of the event or travel. Due to the season, expense reports submitted in May, June or July may not be processed until August. If needed sooner, you may submit a request to be reviewed for payment.
Events are a crucial part of our year and include primarily HLA-sponsored events and curriculum fairs.
Standard event pay is at a flat rate per day rather than per hour. However, HLA- sponsored events may be paid at a flat rate or hourly depending on the event and location. Staff will be informed prior to the event.
Other events and curriculum fairs are paid at the following rates:
Admin/Records Staff: $60 per day Counselors: $75 per day
Counselors will receive an additional $25 per workshop that they are scheduled for during the event.
Events that are less than four (4) hours in duration including travel time will be paid at the hourly rate.
Event pay will be deposited into your account the WEEK OF THE EVENT. Staff members DO NOT have to enter anything into time or payroll for compensation.
PER DIEM and EXPENSES
Expenses for events and travel are paid in advance through per diem amounts deposited into your account the week of the event as follows:
$30 per day including full travel days. If travel is four (4) hours or less, per diem will equal $15 for those days.
Events in areas where cost of living is considerably higher, per diems may be adjusted to better cover expenses.
Staff do not have to submit receipts for these amounts. A per diem form with the needed business/event information will be provided by the marketing/events team and must be signed by staff and kept on file to meet IRS guidelines.
SOME CLARIFICATIONS:
Use your fair judgment on events and meetings that are not specifically listed here.
Social/Staff Events (outside hours): no pay, no mileage
Staff Meetings: hourly pay (plus travel time for driver)
Other: Be fair to yourself and to HLA.