RubinBrown Team Member Manual

Expense Reports 600

Policy Title: Policy Number:

Section:

Expenses

Effective Date:

Supersedes Policy Dated:

06/01/2024

06/01/2023

Background: RubinBrown reviews expense reporting to ensure that reported business expenses are reasonable, appropriate and properly justified for accounting purposes. Policy: It is the policy of RubinBrown to reimburse team members for actual business expenses that are incurred in the course of business. For additional guidelines for determining what is considered to be a reimbursable business expense, please refer to “Travel and Related Expenses”, Policy Number 601; “Mileage Reimbursement”, Policy Number 602 and “Meals and Entertainment”, Policy Number 605. Procedure: Expense reports are created, submitted and approved using Concur, which is accessed by team members at www.concursolutions.com. Please select the online help buttons in Concur for specific instructions on how to submit an expense report or contact a member of the financial management department if you need assistance. All expense reports are due no later than 30 days after the month end that the expense occurred. Expense reports submitted later than 30 days after the month end that the expense occurred may not be reimbursed without the approval of the Chief Financial Officer. Receipts must accompany all expenditures of $25 or more and clearly show the amount as well as the documented date, place, business purpose for the reimbursement request and if applicable names of those in attendance. In the event of a missing receipt, a team member should complete the missing receipt affidavit within the expense report in Concur. Credit card statements are not accepted as receipts. The Financial Management Department will review expense account activity as part of their normal audit routine. Improper use of expense reports (e.g. inaccurate reporting or falsification of expenses) will subject a team member to disciplinary action up to and including termination.

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