POLICYANDPROCEDUREMANUAL

SOPNO:ACCTGOP0017/31
DEPARTMENT: ACCOUNTINGSUBSECTION:OPERATIONS
SUBJECT:
EXPENSEREPORTINGISSUEDATE:JULY31,2015

POLICY:Employeesareentitledtoreceivereimbursementforexpensesincurredasbonafidebusiness
purposesthataredocumentedbydetailedreceiptsclearlyindicatingthenatureofgoodsorservices
purchased.ExpensessubmittedforreimbursementaresubjecttoAtriumHospitalitysTravel&Entertainment
Policy.Expensereportsaresubmittedonatimelybasisandaresignedinwritingorelectronicallyascomplete
andcorrectbytheemployeewhoincurredthechargesorwillreceivereimbursement.

PROCEDURE:

1. AbonafidebusinesspurposeisdefinedasanactivityinwhichAtriumHospitality,itsaffiliates,or
managedpropertieswillreceiveadirectfutureeconomicbenefit.Expensesincurredasabonafide
businesspurposemustcomplywiththeInternalRevenueCoderegulations.(SeeIRSPublication463)
http://www.irs.gov/publications/p463/ch01.html

2. EmployeeswithConcuraccessshouldsubmittheirexpensereportusingtheConcurSystem.
AssociateswithoutaccesstoConcurwillutilizetheAHExpenseReportingTemplate.Thistemplate
shouldbenamed:ATRHotelCodeEmployeeYYMMDD(e.g.ATRJAXBRWarrenCruz150731).

3. ExpenseReportsshouldbesubmittedbiweekly,nolaterthanFridayateachendofthepayperiod.
Reimbursementofapprovedoutofpocketexpensereportsaremadeautomaticallythroughthe
payrollsysteminthenextpayrollcycle.

4. ApprovalRequirementsareasfollows:
a. PropertyEmployeesandSupervisorsDepartmentHead+GeneralManager
b. DepartmentHeadsGeneralManager
c. GeneralManagerVPofOperations
d. CorporateEmployeesandSupervisorsDirector+VicePresident
e. DirectorsVicePresident+President
f. VicePresidentsPresident

5. Allexpensechargesrequiredetailreceipts.Receiptrequirementsareasfollows:
Item

Support

Air
Transportation

AirlinePassengerTicketReceiptanddesignatedtravelagency
itinerary.

CarRental

Carrentalagreement,agencyitinerary,recordofcharge/billing
receipt.
Itemizedhotelbill.

Lodging
PrivateAuto

Logindicatingto/frominformationandbusinesspurposeof
mileage.

November 10, 2015

Business
Mealsand
Entertainment

Personal
Meals
Telephone

Transportationreceiptsforallexpenses.

Other
expenses

Receiptsand/orsupportingdocumentationforallexpenses.
Fortipsandtolls,itmaynotalwaysbepossibletoobtain
receipts.Ifreceiptsarenotavailable,tipandtollexpensesmust
beitemizedandexplainedontheexpensereport.

Page 2

Receipt,hotelbill(foraccesschargesonly)ortelephonebill.

Taxi/local
transport

Recordofchargeshowingnameandbusinesspurpose.Please
includethedetailedreceiptofmealchargesaswellasthefinal
chargereceipt.Ifthemealisbefore/afterthebusiness
discussion,includethefollowinginformation:
Namesofindividualspresent,titles,companyname,office
location
Nameandlocationofmealorevent
Exactamountanddateofexpense
Specificbusinesstopic
Inthecaseofentertainmentevents,thespecifictimethe
businessdiscussiontookplace(before,duringorafterthe
event).
Billforallmeals.