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Spending & Reimbursements

Spending & Reimbursements

Expenses & Reimbursement Process

In order to keep track of our company expenses and to make sure team members are reimbursed in a timely fashion, we’ve outlined the process for both personal card & company card expenses below:

Personal Card Expenses

All personal card expenses need to be logged into Harvest for reimbursement, so you will follow the same process for Non-Billable & Billable items:

  • Expense Types
    • Non-Billable – Internal M&A purchases, i.e – team food, travel, supplies, etc.
    • Billable – Purchases for client projects that we’ll be getting reimbursed for, i.e – shotlist expenses, shipping items to client, etc.
  • How To
    • Photograph clear photo of receipt and upload the expense to the correct Harvest project under the “Expenses” tab. If it is for milage, please include a google maps screenshot of the tracked route.
    • Include a description always starting with “Please Reimburse: [Insert Expense Description Here]”
    • **ALWAYS Date the expense submission for the day you are putting it in, NOT the date on the receipt. If you back-date it, there’s a chance it will get missed during the pay period and the reimbursement will be missed.

Company Card Expenses

There are two processes for logging company card expenses, and they are each outlined below:

Expense Types

  • Non-Billable – Internal M&A purchases, i.e – team food, travel, supplies, etc.
  • Billable – Purchases for client projects that we’ll be getting reimbursed for, i.e – shotlist expenses, shipping items to client, etc.
    • Photograph a legible photo of the receipt and upload the expense to the correct Harvest project under the “Expenses” tab.
    • Include a description outlining what it was specifically for, and be sure to note what company card it was placed on [i.e – Napkins & Candles on Andrew’s M&A card]

Trip Expenses

When traveling for a client project at M&A, you will receive a per diem for your expenses. This means that instead of turning in all of your receipts, there is a standard pay across categories that you are automatically provided. While this Harvest submission will be completed by the Operations Manager upon return from your trip, there is certain information that you’ll need to provide. Below is an outline of the reimbursements + what you’ll need to turn in so that the reimbursement can be added to your check.

  • Milage: (x) Miles x .58 per mile / **You must provide a photo of your starting & ending mileage to the Operations Manager so they can submit correctly.
  • Meals & Incidentals: Every county has their own daily per diem rate for meals & incidentals, so that will be determined and added on to your check. You may spend whatever you’d like on the trip (over or under that amount) but you will receive the standard per diem regardless.
  • Accommodation: M&A will always pay for accommodation on the company card, so there will be no need for reimbursement. 

Software Subscription Renewals

All internal software purchases should be approved via email by the Operations Manager, brooke@makersandallies.com, and be paid for with a M&A credit card.

Examples include:

  • Software licenses & subscriptions (Font Explorer, Adobe, etc.)
  • Stock image credits
  • WordPress plugins

 

 

Last Updated: Oct 12, 2021 by Brooke Mattingley