Wireless Infrastructure Association
Travel and Expense
Reimbursement Policy
Delinquent Corporate Card Report Submission
Frequent Flyer & Other Benefits
Unused Tickets/Cancellations/Change Fees
BUSINESS MEALS, ENTERTAINMENT, STAFF ENTERTAINMENT
COMBINED BUSINESS AND VACATION TRAVEL
CELLPHONE REIMBURSEMENT POLICY
Pre-
APPENDIX A -
APPENDIX B -
BUSINESS TRAVEL EXPENSES
OVERVIEW
The following guidelines are designed to apply sound accounting policies and establish full accountability for the
disposition of WIA’s funds. These guidelines are consistent with the Internal Revenue Service’s reporting requirements. It is the association’s intent herein to provide clarification of appropriate travel and entertainment expenses and up-
WIA’s management believes its employees are entitled to reasonable comfort and convenience while traveling on
Association business. WIA expects Personnel to exercise discretion and good business judgment when incurring
travel and entertainment expenses. Management relies upon all staff to use the same care in spending WIA’s money as they would their own. The Association’s image is enhanced when those who represent it use expense accounts conscientiously and with obvious concern for the value of the dollar.
These guidelines apply to all WIA staff. Employees should use reasonable judgment when the guidelines do not specifically address an issue and are strongly encouraged to obtain approval prior to incurring expenses not covered by the guidelines below. The Association recognizes that unforeseen circumstances and emergencies will arise. In those instances, a departmental manager will provide guidance on acceptable expenses on a case-
Separate travel accommodations and practices have been developed for staff traveling to the association’s annual conference in general, the Meetings and Events team will handle lodging for the event, as rooms are included on the association’s master hotel bill instead of on individual hotel bills. This hotel bill is subsequently processed and paid directly by the Meetings and Events team.
Effective December 5,2019, all travel is to be booked through WIA’s designated travel agency, Avenue Travel. Avenue Travel can handle all travel accommodations such as flights, lodging, trains, and rental cars. The travel
arrangements must be made as soon as the employee becomes aware of the trip, to avoid last-
The travel portal link is https://wia.avenuetravel.com/ . The employee must create a travel profile and update their preferences and personal information in the system before booking their first trip. To book a trip, the employee can select “Travel Request” in the navigation links on Avenue Travel’s site, or email wia@avenuetravel.com. The online travel request will require coding; however, if the employee books over the phone or via email, they are responsible for providing coding at that time as well.
Avenue travel will request approval from the VP of Finance and Administration for all employees (except for the
CEO/President and EVP) before booking the travel.
The Association has entered into an agreement with a third-
expense management solution that makes expense tracking, management and reporting easier. Expense reports can be created, submitted, and approved on the web or via Nexonia’s mobile application. In order to ensure familiarity and compliance with WIA policies, employees are required to participate in association-
The Association has entered into an agreement with BB&T to offer a corporate credit card to all Association employees who travel more than twice a year or incur entertainment expenses on behalf of the Association.
Each employee is responsible for reconciling their credit card expenses in Nexonia monthly. The coding, brief description, and receipts must be provided in Nexonia for all charges. The BB&T expense report should be approved in Nexonia by the due date communicated by the Finance & Administration department.
Employees are only permitted to use these cards during their employment and are required to return all cards at the end of their employment.
Note: In the event that a card is lost, stolen, or damaged the cardholder is responsible for calling BB&T and notifying the VP, Finance & Administration.
The Association also maintains a company corporate credit card with American Express. Whenever travel is booked through Avenue Travel, it is paid for by our company American Express. All are responsible for coding their travel at the time of booking.
For out-
established. Employees should base their request on a reasonable estimate of their out-
Note: Temporary travel advances become the responsibility of the individual employee once the funds are distributed. If lost, stolen, or otherwise misplaced, the employee must bear the responsibility for repayment of
the advance to WIA. The Association supports the use of travelers’ checks and will reimburse the employee for the check fees.
Employees receiving a travel advance are expected to submit an approved expense report within 30 days after the completion of travel to clear their advance. If the report is not submitted within that timeframe, the full amount of the advance can be deducted from the employee’s first paycheck following the end of the 30-
Except in very limited circumstances, which require the departmental manager’s approval, no additional cash advances will be issued if a previous advance is still outstanding.
The Association relies upon the personal integrity of each employee and depends upon employees to complete each expense report accurately and honestly. The guidelines on expense reporting are generally governed by IRS
regulations. General ledger code definitions are included in Appendix B. Falsification of expense reports, like falsification of any WIA records, will subject an employee to discipline, which can include termination of employment.
Expense reports should be submitted in Nexonia on a per trip basis for all out of town travel. Prepaid travel expenses (e.g., airfare, advance seminar registration) may be submitted on a separate expense report in advance
of the trip. Employees must submit their expense reports no later than 30 days after the completion of an event to ensure reimbursement in the Nexonia system. Expense reports submitted more than 60 days after the trip/ event will require override approval from the Executive VP or President/CEO. WIA assumes no obligation to reimburse employees for expenses that are not in compliance with this policy or filed for reimbursement in an untimely manner (i.e. more than 60 days after the authorized travel).
All requests for expense reimbursements must be submitted through Nexonia. Original receipts must be included
for all expenses. The monthly credit card statement is not sufficient documentation except in those cases where an original receipt documenting the mode of payment is not available. Receipts should be provided in Nexonia through email, upload, or captured through your mobile phone’s camera. To prevent loss of receipt, a good practice would be for employees to take pictures of their receipts in Nexonia, at the time of issuance. When a receipt over $25 is unavailable, a Lost Receipt Form must be filled out with a full description of the expense and the reason for the missing receipt. The lost receipt form should be uploaded as your receipt in Nexonia for documentation purposes. The description must include 1) Vendor Name, 2) Description of Services provided, purpose, or product received, 3) Date, and 4) Total expenses (including tips if applicable).
In those instances where cash is used, the employee should request a store/restaurant generated receipt to support the expenditure. As required by the IRS, Nexonia will require the name of the individuals present to be provided in the memo section for all business meals, entertainment expenses and staff meals/entertainment.
The IRS requires, and sound business practice dictates, that any time an employee is reimbursed for expenses, an
independent person must approve the request. In general, that approval should come from management one level higher than the recipient of the reimbursement. Therefore, all expense reports submitted in Nexonia will be routed to their direct supervisor or VP of Finance and Administrator for approval.
The Finance & Administration department will review the expense reports for accuracy, proper documentation, and compliance with guidelines. Should it be determined that an expense is not reimbursable, the expense will be rejected in Nexonia and the staff member will be required to explain the business purpose of the expense. The
employee can resubmit the expense in Nexonia with additional supporting information for consideration.
Delinquent Corporate Card Report Submission
Our BB&T business cards are a benefit to our employees as they eliminate the need for an employee to cover their business expenses out of their own pocket and then wait for reimbursement. With such benefits comes the responsibility of not only using the card appropriately but also the timely completion of expense reports each
month.
To address delinquencies in expense reporting, which impacts the financial reporting process, we are establishing a change to our policy: Effective November 1st, 2019, BB&T expense reports that are late three times within a rolling six-
All WIA employees will be required to provide written acknowledgement that they were made aware of this policy. See the last page of this document for example.
The Accounting Manager is responsible for keeping track of delinquent submissions and will notify the VP of Finance and Administration of any employees who have been delinquent three times within a six-
The costs of taxi, van or car service, metro charges, car rental, mileage, parking, tolls, gas, air or rail tickets should
be recorded in the airfare/ground transportation (9310) category in Nexonia.
The Association recognizes the need for the continuity of overall operations provided by knowledgeable and experienced employees. This need applies to continuity within senior management, within Departments and within the Association as a whole. To ensure that the continuity of operations is not lost in a disaster, WIA, through its travel agent, will monitor the number of employees traveling together. If the number is considered excessive, members of the group will be asked to travel on a different itinerary.
The Association provides insurance coverage for employees for accidental injury or death while traveling on
Association business. Any purchase of additional business travel insurance by the employee is a personal expense and is not reimbursable.
It is the obligation of each employee to make reasonable efforts to secure coach class tickets at the lowest
obtainable fare for the specified itinerary. First class travel and upgrades to first class travel are not reimbursable. All air and rail tickets must be booked through WIA’s authorized travel agency Travel Leaders. All business travel must be assigned an accounting code (including department, program and natural account code 9310); tickets will not be issued until the number is provided to the agent.
Frequent Flyer & Other Benefits
The accumulation of points by participating in airline promotions is for the employee’s personal benefit. The
employee may request a specified airline from the travel agent but if this request increases the cost of the ticket, the employee must reimburse the Association for the difference.
Unused Tickets/Cancellations/Change Fees
Unused tickets are the possession of the Association and must be returned to WIA’s authorized travel agent. The
travel agent will issue a receipt that must be attached to the employee’s expense report. Employees failing to return unused tickets may be required to reimburse WIA for the value of the unused ticket.
While staff is expected to be judicious in booking their flight itineraries, it is recognized that last minute itinerary changes due to business-
Staff is expected to use the most economic mode of transportation available that will meet their travel needs. Taxis and hired cars should be used in lieu of rental cars when the total cost will be less.
The association has an agreement with Uber to provide ground transportation service to our employees when
traveling on business. New employees who are expected to travel on business will be provided information on the company Uber account as part of their “on-
The use of a rented car must be justified as an economical need and not as a matter of personal convenience.
Mid-
Rental cars should be booked through WIA’s travel agency, Avenue Travel.
Any incident, and related charges, for collision damage to a rental car used on Association business should be reported to the VP, Finance & Administration.
Employees using their personal car to travel on Association business will be reimbursed at the prevailing IRS
mileage rate plus out of pocket travel expenses (tolls, meals, and hotels). In no case will the reimbursement exceed the amount that WIA would have paid if the employee had traveled on the most economical coach fare available for the meeting’s itinerary plus local transportation. Only the mileage in excess of the normal commute to work for the staff member will be reimbursable (i.e. If your normal commute to work is 10 miles and your business travel commute is 25, you will only be reimbursed 15 miles).
If additional time away from the office results from an employee’s election to use a personal car for business travel, the employee must use the corresponding vacation accrual for the additional time.
WIA is not responsible and will not reimburse for towing charges, vehicle repairs, parking tickets, speeding or other traffic violations while a personal vehicle is used for WIA business.
Coding
Hotels should be booked through Avenue Travel. On occasions when the employee is unable to do so, they should notify the VP of Finance and Administration. When the hotel is booked outside of avenue travel, it should be processed on an Nexonia expense report. All reimbursable charges on a hotel bill are to be itemized by type on
the Nexonia expense report (i.e. if the hotel bill is for $400 and $50 is related to parking, the expense should be
split and coded to the correct expense account.) In cases where expenses are charged to the association’s master account with the hotel, employees are expected to review and approve all of the expenses that are charged to the account preferably at the time of checkout. If a folio is not available at the time of checkout, employees should coordinate the review with the employee responsible for the meeting bills.
In many locations, WIA or WIA’s authorized travel agency has negotiated special hotel rates. Employees are expected to take advantage of these favorable rates via the travel agency. Employees will be reimbursed for the
cost of a standard room in the rare occasion when they must be booked outside of the travel agency. The Association will not reimburse for upgrades to club floors or suites unless necessary for business purposes and approved by a department head
In order to avoid no-
the cancellation number upon cancellation of the reservation. Any no-
The Association will reimburse employees for all personal meal expenses that are incurred providing such
expenses are reasonable and appropriate. Employees attending conferences, seminars, etc. are expected to eat at the planned group meal functions. Meals may be purchased for other employees of the Association when
traveling together on Association business.
Personal meals should be reported on the expense report with the names of the individuals present recorded in the attendees memo section of Nexonia. If more than one WIA employee is participating in the meal, the bill should be paid by the most senior member of management present so that an individual receiving benefit from the expenditure is not also approving the expenditure.
BUSINESS MEALS, ENTERTAINMENT, STAFF ENTERTAINMENT
Expenditures for entertainment or business meetings must comply with IRS regulations, which require that the activity be directly related to the active conduct of the company’s business. These regulations also require that
such expenditures be substantiated by recording the amount, time, place, and names of persons and business on your travel & entertainment expense report in Nexonia.
Coding
Business meals and entertainment expenses should be recorded in the entertainment category (Staff Related –
7050 or Non-
meal, the bill should be paid by the most senior member of management present so that an individual receiving benefit from the expenditure is not also approving the expenditure. Staff meals and staff entertainment should be recorded in the staff entertainment category (7050) and details of the expense and attendees recorded in the appropriate section of Nexonia. The most senior member of management present should pay the bill.
Business Meals
Business meals are those meals that are provided for members or business associates for the purpose of a business discussion or the promotion of goodwill. These meals should be furnished in an atmosphere conducive to a business discussion (restaurant, hotel dining room).
Staff Meals/Entertainment
Meals and entertainment expenses which are solely attributed to employees is reimbursable in very limited
circumstances. Examples of this included team lunches, happy hours, or celebration of achievements. Employees must have pre-
COMBINED BUSINESS AND VACATION TRAVEL
Personal and Business Travel may be combined. Deviation from a business travel itinerary for personal travel that incurs additional costs must be paid for by the employee. It is common for employees to extend their stay at a conference hotel in order to combine business and vacation travel. In such cases the employee must cover the additional room nights and incidental expenses.
Coding
Phone and fax expenses should be recorded in the phone/fax category (9150); all other miscellaneous expenses
(such as laundry and tips) should be recorded in the miscellaneous travel category (9340) in Nexonia.
Ancillary airline fees (e.g., convenient or early boarding, extended legroom, seat location, baggage, in-
Employees will be reimbursed for reasonable expenditures for laundry, cleaning and pressing of clothing if these services are necessary due to employee’s being away from home on Association business for more than three consecutive work days, when the period between two trips is less than three days, or when unusual circumstances make these services necessary (e.g., food and beverage spills).
Employees will be reimbursed for reasonable tips given. The amount of each tip should be governed by the actual service received and/or the prevailing custom for that particular service. Tips given in connection with meals,
entertainment, and taxis or other local transportation are to be reported as part of the cost of the expense. Tipping guidelines are included in Appendix A.
Fees for lunch or dinner meetings of professional societies (e.g., ASAE) are considered seminar registrations and
are reimbursable if this is related to professional development and attendance was previously approved by a supervisor. Seminar registration should be coded to Training & Seminar (Account # 7075).
It is the Association’s policy to reimburse employees for reasonable expenses incurred while traveling on
Association business; personal expenses are not reimbursable. Personal expenses charged to the hotel bill must be identified and deducted from the reimbursement request. The following list is illustrative of those expenses considered personal:
• Toiletries, sundries, medications
• Fees for first class tickets, upgrades, airline clubs, or credit card reward programs (unless per employment contract)
• Personal travel insurance
• Barber, hairdresser, manicurist, spa services, shoe shines
• Personal entertainment/recreation such as theater tickets, greens fees
• Traffic fines or court costs
• Babysitting or nanny fees
• Movies in-
• Limousine and town car service
• Social Club Memberships (unless per employment contract)
• Spa or Gym Memberships
• Clothing purchases
• Valet
• Car Washes
• Expenses for spouses, friends, relatives’ airfare, personal meals, and other travel costs (unless
per employment contract)
• Annual fees for personal credit cards
• TSA pre-
In the event that an employee inadvertently or unintentionally uses their business credit card (AMEX/BB&T) for personal use, they should code that expense in Nexonia to 1-
Spouses/Partners are eligible to accompany WIA employees to Association conferences, seminars and committee
meetings, where appropriate. The Association will absorb the incremental cost of their participation in group
meals and social functions specifically included in the program where appropriate. The Association will not pay for nor subsidize the costs of airfare, personal meals, or any other travel related cost.
CELLPHONE REIMBURSEMENT POLICY
New employees may be eligible for cell phone reimbursement or may be included into WIA’s plan at the discretion of their supervisor. Expenses related to cellphone reimbursement should be coded to 9130.
W-
without receiving the W-
Office Manager and Accounting Manager will do an annual review in October to ensure that we have received W-
9s for all vendors paid. If any W-
At times, employees may use their BB&T credit cards to pay vendors. If any vendors are paid a combined total that exceeds $600, the Accounting team will contact the responsible department head to obtain W-
These guidelines apply to all WIA (Wireless Infrastructure Association) staff and contractors who travel in order to perform their responsibilities on a Federal Grant. Employees and contractors should use reasonable judgment
when the guidelines do not specifically address an issue and are strongly encouraged to obtain approval from the
senior supervising manager or VP of Finance prior to incurring expenses not covered by the guidelines below.
The government’s guidance on costs (§200.402-
As a best practice, employees or contractors traveling on behalf of WIA for Federal Grants should review the
meal per diems of the location they are traveling to in advance of their trip to obtain guidance on reasonable
costs. Per diems can be found on the U.S. General Services Administration website here:
https://www.gsa.gov/travel-
The Travel Costs guidance on lodging (§200.475 (b) -
As per WIA’s policy, mileage will be reimbursed at the prevailing IRS mileage rate (https://www.irs.gov/taxprofessionals/standard-
The Travel Costs guidance on airfare (§200.475 (e) -
accommodations would require travelers to travel during unreasonable hours, circuitous routing, excessively
prolong travel, or would result in additional costs that would offset the transportation savings. To ensure this, as per WIA’s policy, it is strongly recommended that airfare be booked through WIA’s designated travel agency,
Avenue Travel. Avenue Travel is aware of this requirement and will ensure that our flights meet the guidelines
dictated in §200.475 (e).
Meals charged to the Federal Grant must not exceed the daily meal per diem rate found on
https://www.gsa.gov/travel-
WIA will still allow employees to be reimbursed for meals that exceed the meal per diem (if reasonable) but will
reallocate the portion exceeding the per diem rate to the employee’s normal department. For example, if the
Assistant Controller’s meals exceeded the per diem, the amount exceeding the per diem would be allocated to the
Finance and Administration budget. When DOL contractors invoice WIA, no meals should exceed the
government-
Note: Employees traveling that consistently exceed the daily per diem rate should work with their department
head to ensure that they stay within the department travel budget, which will be impacted by the meals that
exceed the per diems.
These guidelines apply to all WIA (Wireless Infrastructure Association) staff and contractors who travel in order to perform their responsibilities for the DOL Contract Number: 1605C2-
The government’s guidance on costs states that all costs must be necessary, reasonable, adequately documented, and comply with the Association’s existing internal policies and procedures. As a best practice, employees or contractors traveling on behalf of WIA for Federal Contracts should review the meal per diems of the location they are traveling to in advance of their trip to obtain guidance on reasonable costs. Per diems can be found on the U.S. General Services Administration website here:
https://www.gsa.gov/travel-
The Travel Costs guidance on lodging dictates that lodging should be reasonable and a direct result of the
individual’s travel for the Federal Contract. As a government contractor, WIA is eligible to receive the government hotel rate and should do so at the time of booking. If the government rate is unavailable, WIA should notify their DOL Contract Officer, Michael Blatt. As per WIA’s policy, it is strongly recommended that travel be booked through WIA’s designated travel agency, Avenue Travel (For more information, employees should see this section or reference page 4 of the Travel and Expense Reimbursement Policy). Avenue Travel is aware that WIA is able to receive the government rate and will ensure that any travel coded to the DOL Contract receives this rate.
As per WIA’s policy, mileage will be reimbursed at the prevailing IRS mileage rate (https://www.irs.gov/taxprofessionals/standard-
The Travel Costs guidance on airfare dictates that airfare costs should not exceed the basic least expensive
accommodations offered by the commercial airlines, unless the least expensive accommodations would require
travelers to travel during unreasonable hours, circuitous routing, excessively prolong travel, or would result in
additional costs that would offset the transportation savings. As per WIA’s policy, it is strongly recommended that travel be booked through WIA’s designated travel agency, Avenue Travel (For more information, employees should see this section or reference page 4 of the Travel and Expense Reimbursement Policy). Avenue Travel is aware of WIA’s policy and will ensure that our flights meet our established guidelines.
Meals charged to the Federal Contract must not exceed the daily meal per diem rate found on
https://www.gsa.gov/travel-
Note: Employees traveling that consistently exceed the daily per diem rate should work with their department
head to ensure that they stay within the department travel budget, which will be impacted by the meals that
exceed the per diems.
It is the government’s policy to only allow necessary and reasonable costs. The following list is illustrative of some unallowable costs that cannot be charged to Federal Awards (also see the Non-
• Foreign Travel (Note: Puerto Rico is not considered foreign travel).
• Entertainment (including amusement, diversion, and social activities) ;
• Expenses related to someone else’ meal;
• Fines or penalties;
• Personal expenses;
• Alcohol;
• Non-
• Meals when not in travel status (local working lunches);
• Extended travel days past Federal Award event dates.
For any of the above activities (except for personal expenses and fines and penalties) related to WIA business,
employees must follow the non-
Administration
Pre-
If a WIA employee or contractor is unsure of an expense that is not covered by this policy, they are encouraged to obtain approval from the senior supervising manager or VP of Finance prior to incurring expenses but preauthorization from the DOL is not required for the Federal Grant.
The DOL pre-
authorized. It is important that the form is created and submitted as soon as the need for travel is determined, so that there is enough time to obtain the pre-
Whether paid out of pocket or paid via a corporate credit card, all employees must process their expenses in
WIA”s electronic expense reporting system, Nexonia. Likewise, contractor invoices will be processed in Nexonia by the Finance and Administration team. To ensure that only a reasonable amount of the federal travel is coded to the award, the Finance and Administration department created a “Federal Awards Travel Cover Sheet” for
consultants and the “Federal Awards Meal Per-
trip’s travel expenses and review the daily meal costs against per diem rates. All WIA employees who travel on
behalf of WIA for any Federal Award must upload their respective cover sheet in Nexonia when they turn in their
Out-
their Invoice for the applicable trips that will be added to Nexonia at the time the invoice is processed. WIA will
only approve reimbursement for travel when the Travel Cover sheet and receipts are present.
The “Federal Award Travel Cover Sheet” requires per diems to be added for the trip’s travel location.
All costs must have documentation, and the receipts must be itemized. Any receipts missing for Federal Award travel will result in the item being not reimbursed by WIA. Only actual costs incurred may be submitted (i.e., if the per diem for a meal is $25 and the employee's meal is $12, only $12 should be submitted).
Due to the required meal per diem reconciliation, all expenses related to a trip must be submitted simultaneously.
For example, if you are charging a portion of the trip to the corporate credit card and submitting a portion for
reimbursement (charged to a personal card), employees must make sure to submit both reports at the same time. WIA Consultants should ensure all costs associated with a trip is submitted on the same invoice.
APPENDIX A -
PORTERS: Tip airport porters and train porters $1 per bag, more if your luggage is heavy. Curbside check-
BELLMAN: $1 to $2 per bag when you are escorted to your room and the same when checking out if you request bellman service.
HOTEL MAID: $2 to $5 per night or cumulative at the end of the hotel stay
CONCIERGE: Tip only for special services such as airline or restaurant reservations. You can tip when a service is rendered (from $2 to $10 per service depending on how involved it is) or a lump sum upon departure.
DOORMAN: Do not tip a doorman for simply opening your car or taxi door. It’s customary to tip the doorman ($2-
$3) for getting you a taxi. If the doorman unloads your car, tip in proportion to the amount of luggage unloaded.
PARKING ATTENDANT: Tip $1 to $2 when your car is delivered.
ROOM SERVICE WAITER: Generally the hotel affixes a room service charge to the bill. You should verify, when ordering, that this is a gratuity for the waiter. If it isn’t, a gratuity of 15% should be added to the bill.
BARTENDER: $1/drink or 15% of the total liquor tab.
BUSBOY: No tip is necessary.
WAITER/WAITRESS: 15% of the total bill, up to 20% for exceptional service.
CLOAKROOM ATTENDANT: $1 per person (if there is no charge specified). If there is a charge, no tip is necessary.
TAXI/ CAR SERVICE DRIVER: 10% to 15%
APPENDIX B -
It is this Association’s guidelines to comply with all regulations set forth by the IRS. In order to do so it is essential that all expenses be documented on the expense report in the appropriate categories.
9310 Travel Expense – Airfare/Ground Transportation: This account should be charged for any expense related to transportation and includes: air and rail fares, rental and refueling charges, taxis, metro fares, tolls and mileage charges for personal car use.
9330 Travel Expense – Lodging: This account should be charged for hotel room and tax expenses.
9330 Travel Expense – Meals (WIA Employees): This account should be charged for meal expenses incurred while traveling on Association business. Charges to this account are limited to expenses of WIA employees.
7110 Travel Expense – Meals and Entertainment (Non-
9340 Travel Expense – Miscellaneous: This account should be charged for miscellaneous items such as tips and laundry.
7050 Staff Meals/Staff Entertainment: This account should be charged for local meal expenses for WIA
employees and for entertainment expenses for WIA employees.
7075 Training and Seminar: This account should be charged for registration fees incurred by WIA employees. It includes luncheon or dinner fees for attendance at professional society meetings.
BB&T BUSINESS CARD EMPLOYEE ACKNOWLEDGEMENT
I hereby acknowledge that I have received a copy of the Travel and Expense Reimbursement Policy. I understand that as a cardholder, I am responsible for all charges incurred on my credit card. I
agree to comply with all the requirements contained therein and understand that appropriate disciplinary action will be taken if I am found in violation of the policy and that the Association will require restitution if the credit card is used improperly.
I understand that if I fail to submit my expense report in the association’s electronic portal by the indicated deadline three times within a rolling six-
I understand that employees are only permitted to use these cards during their employment and are required to return all cards at the end of their employment.
I understand that WIA may, without having to consult with any team member and without receiving any team member’s agreement, change, suspend, or discontinue any policies within the Travel and Expense policy, in whole or in part, at any time and for any reason without prior notice.
Revised: 12/16/2019
Effective: 12/5/2019