These policies and procedures are designed to provide guidelines for business travel and entertainment expenses.  Even though this policy contains some suggested expense limits, we ask all team members to use professional judgment when incurring expenses on behalf of Centerspace.  Business expenses not covered by this policy or incurred under special circumstances will be assessed on a case-by-case basis. 

All expenses must be within established budgets.  Exceptions will require the approval of the Department Head.

This policy is designed to ensure that:

  • Each team member has a clear guide for incurring business expenses and to impart a sense of commitment and responsibility to prudently manage expenses,
  • Team members are reimbursed for legitimate and appropriate business travel and entertainment expenses, 
  • Travel expenses will provide a reasonable level of service and comfort at the lowest possible cost, 
  • An appropriate level of review and approval is completed by the authorized person. 

Responsibilities

Everyone who incurs expenses on behalf of Centerspace is responsible for complying with this policy.  The manager who approves and signs-off is responsible for accurately reviewing expense reports for compliance with these guidelines.  Centerspace will not pay for or reimburse expenses that are not in compliance with this policy.  The Department Head must approve any exceptions to this policy.  If not approved, the amounts will be charged back to the team member/cardholder.  All expense reports and reimbursements will also be subject to Internal Audit review.  Anyone who does not comply with this policy may be subject to delay or withholding of reimbursements and/or disciplinary action up to and including termination of employment. 

Alcoholic Beverages

Centerspace expects team members to use discretion when consuming alcoholic beverages while on company business.  It is rarely appropriate to consume alcoholic beverages during business hours, except in specific situations such as while conducting business with non-team members for business purposes.  Good judgment should be used for consuming alcoholic beverages outside of business hours, with consideration given to the financial impact on your daily budget and the potential for poor representation of Centerspace in situations where excessive alcohol is consumed.  

Reporting Guidelines

Wells Fargo Credit Cards will be issued to team members who incur expenses on behalf of Centerspace on a regular basis.  The card should be used for all eligible expenses and at all merchants that accept the card.  Card issuance requires approval by the appropriate manager.  A Wells Fargo Visa Card Request Form is needed to effect issuance or changes.  Team members who have only occasional needs for reimbursement for out-of-pocket expenses will be setup as a user on the Wells Fargo system as requested by the manager.    

Centerspace utilizes the Wells Fargo Commercial Card Expense Reporting (CCER) system to simplify the expense reporting process and allows the accounting department to efficiently process expense reimbursements.  Expense reports must be reviewed and completed no later than 5 days following the closing of the billing cycle (normally on the 20th of each month).  Expense reports completed and approved by the 25th of the month will be reimbursed, if necessary, via an ACH credit (direct payment) to the team member’s designated bank account.  Similarly, if funds are due to Centerspace for personal expenses charged using the Wells Fargo Visa card, those funds will be debited from the team member’s bank account.  Out-of-pocket expenses must be submitted for reimbursement using CCER within 2 months of the occurrence, or they will not be reimbursed. 

Documentation Requirements

Detailed receipts are required for all expenditures of more than $10.  If a receipt is not available, a detailed explanation will need to be given.  In the expense report, all expenditures must have a description of the business purpose.   The initial 20 characters of the description field need to be very specific, as that is what will be entered into our accounting software.  However, you are encouraged to be very detailed beyond that initial description for your own benefit as well as that of the approver.  If you charge items, or provide meals and the like, for someone else, including other team members, you need to identify that person or persons in the description.  The name and location of where the meal or event took place also needs to be specified. 

When a receipt is not available, a full explanation of the expense and the reason for the missing receipt is required.  Receipts must be itemized to include the name of the vendor, location, date, dollar amount for items purchased.  All expenses must be reported, regardless of how they were paid. 

Centerspace uses the electronic receipt imagining option in Wells Fargo, so team members need to upload images using the mobile app, scan & email, or fax their receipts to Wells Fargo prior to their manager approval period. 

Air Travel

When air travel is necessary, reservations should be made to secure the best available coach fare.  Plans should be made well in advance of travel, when possible, to take advantage of any savings.  Centerspace participates in the corporate travel plan with Delta Airlines, Biz Perks, which should be used when booking a reservation with Delta.  In order for Centerspace to earn points towards Biz Perks, please provide this Company Ticket Designator when making your reservation: ES5ZS.  You can also provide your personal World Perks number to earn.  By providing these numbers, you can earn credits for yourself while also ensuring Centerspace receives credit in its Biz Perks account.    

Upgrades for Air Travel

Class of service upgrades for air travel are not reimbursable.  If anyone wishes to upgrade to First Class, it is done at the individual’s expense.  Centerspace does allow all business travelers to take advantage of the seat upgrade option to Economy Comfort or Exit row seating for extra workspace when booking a flight. 

Airport Parking 

When parking at an airport is part of business travel, it is expected that team members will utilize long term parking lots where available to pay the lowest possible daily rate.                              

Car Rental

Team members authorized to drive on behalf of Centerspace may rent a car at their destination when it is less expensive than other transportation modes such as taxis, rideshares, and airport shuttles.  Whenever team members are traveling together, every effort to rideshare or carpool should be made.  A mid-sized vehicle should be sufficient in most cases.  Renters should always decline the insurance offered by rental agencies.  Additionally, whenever possible, the prepaid gas option should be declined.  Rental cars must be returned to the original rental location with a full tank of gas. 

Should a rental car accident occur, team members should immediately contact the rental car company, local authorities (as required), and submit a Support Center ticket notifying the Centerspace Risk Management Department.  

Taxi Shuttle

Airport shuttle service should be used as much as possible; however, taxis or app-based ride services may be more convenient and efficient.  Make sure to ask for a receipt if one is not offered. 

Business Use of Personal Vehicle

Team members may use their personal vehicle for business purposes if anticipated mileage reimbursement would be less expensive than other transportation options.  It is the personal responsibility of the vehicle owner to carry adequate insurance coverage for their protection and for the protection of any passengers.  Centerspace reimburses mileage at IRS rates, which are updated annually.  This mileage allowance is in lieu of actual expenses for gasoline, oil, repairs, tags, insurance, and depreciation.  To be reimbursed for the use of your personal vehicle for business, team members must list the details of business travel using a personal vehicle on the Centerspace Mileage Report or team members can write a detailed description of the business purpose of the trip in the Wells Fargo CCER.  When using the Mileage Report, the total miles should be entered in the Wells Fargo expense report for reimbursement at the appropriate rate.  

Lodging

When possible, hotel reservations should be made in advance to secure the best available rates in the moderate category. 

Meals

Meal expenses incurred when traveling should not be extravagant.  In general, daily cost of meals should not exceed $60, with discretion given based on location of travel.  

Meals with Other Team Members

Business meals with other team members are an appropriate company expense when a client is present, when at least one company team member is from out of town, or when, for confidentiality reasons, business must be conducted off company premises, and when the costs of, and time utilized for, such meals are reasonable.  The following documentation is required:

  • names of individuals present, their titles and company name,
  • name and location of where the meal or event took place,
  • nature of business discussion,
  • the amount and date of the expense. 

Telephone Expenses

Business Phone Calls

Charges for telephone calls which are reasonable and necessary for conducting business are legitimate expenses.  If a team member does not receive a monthly cell phone reimbursement, they can submit for submit for daily cell phone reimbursement in the amount of $5 per day while traveling, not to exceed $45 per month.  

Personal Phone Calls While Traveling

Team members traveling on business should use their cell phone for personal calls while traveling instead of hotel/long-distance calling options.  If a team member does not receive a monthly cell phone reimbursement, they can submit for submit for daily cell phone reimbursement in the amount of $5 per day while traveling, not to exceed $45 per month.  

Hotel Phone Usage

When staying at a hotel, team members should check the property’s local and long-distance phone rates before making any calls.  Team members should avoid making phone calls that have an added surcharge.

Non-Reimbursable Expenses

This is a non-exhaustive list of expenses that are not reimbursable by Centerspace.  Be sure to check with your manager if you have questions on any expense not covered in this policy. 

  • Airline club / Country club membership dues (except with the President’s approval) 
  • Avoidable "No-Show" charges for hotel or car service 
  • Delinquency fees / Finance charges for personal credit cards 
  • Excess baggage charges 
  • Excessive or inappropriately consumed alcoholic beverages
  • Expenses for travel incurred by companions / family members 
  • Expenses related to vacation or personal days while on a business trip 
  • Gifts for other team members.  Note: Team member gifts on behalf of Centerspace must be coordinated with the Talent & Culture Department. 
  • Loss / Theft of personal funds or property / Lost baggage 
  • Non-Compulsory insurance coverage 
  • Parking tickets or other fines 

Entertainment Expenses: Entertaining Customers

Reimbursable entertainment expenses include costs of events such as theatres, sporting events, and other similar venues when a business discussion takes place during, immediately before, or immediately after the event, or when attending the event has a business purpose.  Approval for entertainment expenses can only be granted by department heads or senior management and should be cleared in advance. 

Approval Process

The team member’s manager must approve all expense reports.  The manager is responsible for verifying that all expenses are reasonable and proper, and supporting documentation is valid and attached to the online expense report.  Managers who approve expense reports are responsible for reviewing supporting documentation for compliance.  Any exceptions to this policy must be identified and approved by the Department Head.   Exceptions that are not approved will be charged back to the team member.  Documentation of the reason for the exception and approval of the exception should be forwarded to Internal Audit.

Policy Owned By: Internal Audit

Also found in the Centerspace Policy Manual.