Loading...
524658NUMBER: G-13 Page 1 of 1 ISSUED: 04/05/2013 GENERAL MANAGEMENT POLICY APPROVED BY: /44_,4_1 EXECUTIVE DIRECTOR TOPIC: Contractor, Consultants and Service Provider Business Expense Reimbursement Policy ORIGINAL ISSUE: 04/05/2013 1. PURPOSE This policy establishes requirements and procedures for payment of authorized business expenses for contractors, consultants or service providers for travel or expenses authorized under a specific contract. Expenses indicated in the contract that are reasonable, relevant and directly tied to the activities of the approved scope of work under a contract will be approved for payment. This policy shall be followed unless specific contract language allows otherwise. 2. GENERAL Payments for travel expenses tied to a contract deliverable or task will be reimbursed based on itemized original receipts as deemed appropriate by the District. Charges for alcoholic beverages will not be reimbursed. Expenses lacking itemized receipts will not be reimbursed except those where receipts are not typically provided (such as tips and metered parking). Expenses are to be attached and submitted along with a detailed invoice. Non -travel related expenses or other business activities must be supported with original receipts and determined by MSD to be appropriate based on contract deliverables or tasks. 3. REQUIREMENTS The following information is required on all invoices: • Contract number • Business purpose or contract task / line item • Amount and date of expense being claimed for reimbursement • Signature certifying the reported expenses and information is true and correct, were authorized under the contract, and exclude personal expense. a) Travel, Meals and Lodging: Expenses incurred for travel, meals and lodging, as appropriate for the scope of work being performed and in accordance with any specific contract conditions, will be reimbursed based on original itemized receipts as deemed appropriate by the District. Credit card receipts listing total amount only will not be reimbursed. At no time will costs for first class travel be reimbursed by MSD unless specifically identified in the contract. In no case will costs for alcohol beverages be reimbursed by MSD_ b) Non -Reimbursable Items: Personal expenses such as clothing, movies, entertainment, subscriptions, dues, expenses for the traveler's sole benefit (such as travel insurance, unapproved travel updates, newspapers, extending a stay for personal reasons, spousal travel, etc.) are not reimbursable. c) Invoice approval: Invoices submitted for reimbursement of business expenses will be reviewed by MSD against monthly progress reports and completed work deliverables. Documentation fully supporting the submitted business expenses is required. MSD may request additional documentation if that provided is determined insufficient to fully support the reimbursement request.