# Whirl the World - Expenses

Expenses incurred while undertaking normal duties can be reclaimed at the end of each calendar month. An advance payment can be made to assist employees meeting significant expenses.

To minimise the amount that employees have to incur before receiving reimbursement, company credit cards will be issued to employees who regularly incur expenses exceeding US$400 per month.

User defined variables have been used for the expense limits. This simplifies updating when the rates change.

## Limits

The limits below apply in most circumstances but can be exceeded where prior sanction has been obtained from the authority shown.

### Breakfast - Staff

US$15 per day

Payable when staying at a hotel or leaving home before 7am.

Excess to be sanctioned by Line Manager.

### Lunch - Staff

US$0

Lunch expenses are only payable in exceptional circumstances.

To be sanctioned by Line Manager.

### Dinner - Staff

US$45 per day

When staying at a hotel or would arrive home after 8pm.

Excess to be sanctioned by Line Manager.

### Lunch or dinner with customers / suppliers

US$75 per person

A customer / supplier should not be entertained more than once per quarter without prior sanction.

Excess to be sanctioned by Line Manager.

### Car Mileage

60 cents per mile

Mileage over 1,500 miles per month must be pre-sanctioned.

Excess to be sanctioned by Line Manager.

### Train / Bus / Coach Travel

US$750 return

First class travel only authorized for directors.

Excess to be sanctioned by Finance Director.

### Air Travel

US$1500 return

Economy Class unless flight exceeds four hours, then Business Class.

Excess to be sanctioned by Finance Director.

### Entertaining

US$0 per occasion

All entertaining other than lunches or dinner must be pre-sanctioned.

Excess to be sanctioned by Line Manager up to US$300. Finance Director above.

## Claims

In normal circumstances expenses must be claimed via the Finance Secure Server. Where this is not possible, a postal submission should be made.

Please keep copies of any receipts sent in case the original is not received.

## Contacting Human Resources

Human Resources can be contacted at the following locations:

### Mail

First Avenue, Anytown, U.S.A.

### Email

hr.usa@whirltheworld.com