This document outlines SM&A's travel and expense policy, which is effective July 1, 2006. It provides guidelines for employee travel arrangements, reimbursement of expenses, and required approvals. The policy applies to all SM&A employees and aims to standardize procedures while allowing reimbursement for all authorized business expenses. It defines key terms, roles and responsibilities, and what types of expenses can be reimbursed including meals, lodging, transportation, and more.
This document provides answers to questions about furloughs of Nonappropriated Fund (NAF) employees. It explains that a furlough is a temporary, non-duty, non-pay status that may be necessary due to budget cuts or lack of work. NAF employees are not covered by rules for appropriated fund furloughs under sequestration but can be furloughed for business reasons. The document outlines notification procedures, effects on pay and benefits, leave accrual, health coverage, retirement plans and other topics regarding NAF employee furloughs.
Jonathan Asumen Cortez has over 7 years of experience in the travel and hospitality industry. He currently works as the Travel and Compliance Coordinator for Middle East Dredging Company in Doha, Qatar, where he coordinates travel arrangements and implements various aspects of travel. Previously, he worked as a Travel Consultant for Mitsubishi Electric Saudi Ltd. and as a Corporate Call Center Agent for Altayyar Travel Group. He has extensive training and experience using major Global Distribution Systems like Amadeus, Galileo, and Sabre.
This policy is intended as a guide to reimbursing individuals for business-related travel and expenditures. Dickinson College (the “College”) will reimburse faculty and staff for expenses incurred in the performance of their job duties or other assigned responsibilities relating to appropriate College-related operations.
The responsibility to observe these guidelines rests with the employee, supervisor/Budget Officer and the senior officer who certifies conformance to these guidelines (or reasonable exceptions to guidelines) by approving the expenditure(s). Accordingly, reimbursement should be sought and authorized for only reasonable and customary expenses, which conform to College policy. The burden of determining whether a particular expense is reimbursable rests with each individual prior to incurring the expense.
Nabin Kumar Gubhau has over 10 years of experience in roles such as contractor HR liaison, site coordinator, administrative assistant, safety inspector, and warehouse clerk while working in Afghanistan and Iraq. He has strong skills in customer service, administrative tasks, safety compliance, and warehouse operations. Nabin is proficient in Microsoft Office, databases, and email and seeks a challenging new opportunity to further develop his experience.
A midsize company with global branches is having difficulties with its internal travel
desk. The travel desk has been in charge of organizing employee travel, including
approving per diems and trip budgets based on employee hierarchy. However, the
travel desk is now overwhelmed with requests, causing delays and employee
frustration. The company wants their employees to be able to book their own travel
with minimal interference from the travel desk, but they still need approval from their
managers and notification to the travel desk. The solution will concentrate on
streamlining the process of booking flights and hotels while maintaining the necessary
approvals and notifications.
Vinod Darekar seeks a challenging role utilizing his 2 years of experience at Asia Motorworks Ltd and internship at Eisai Pharmaceuticals. He has a diploma in aviation, hospitality, and tourism from Edexel UK and a BA in English. His experience includes roles at Singapore Airlines, Asia Motorworks handling HR, administration, and travel, and Eisai Pharmaceuticals as an HR admin executive. Currently he works at Euronet Services India as a senior admin executive handling travel arrangements, budgeting, vendor management, client meetings, and more. He aims to tackle unpredictable situations through organization, communication, and problem solving skills.
The Guest Services Supervisor is responsible for leading a team that delivers seamless guest experiences across touchpoints like check-in and boarding. Key accountabilities include ensuring safety, operational performance, on-time performance, service quality, cost management, team development, employee satisfaction, and identifying continuous improvements. The Supervisor will coach and develop their team to meet KPIs in these areas and promote Virgin Australia's values and service standards.
A travel policy is a company's rules and guidelines for employees to be followed while travelling. It also provides boarding and lodging as per HR travel policy.
For more information visit https://www.hrhelpboard.com/hr-policies/travel-policy.htm
This document provides answers to questions about furloughs of Nonappropriated Fund (NAF) employees. It explains that a furlough is a temporary, non-duty, non-pay status that may be necessary due to budget cuts or lack of work. NAF employees are not covered by rules for appropriated fund furloughs under sequestration but can be furloughed for business reasons. The document outlines notification procedures, effects on pay and benefits, leave accrual, health coverage, retirement plans and other topics regarding NAF employee furloughs.
Jonathan Asumen Cortez has over 7 years of experience in the travel and hospitality industry. He currently works as the Travel and Compliance Coordinator for Middle East Dredging Company in Doha, Qatar, where he coordinates travel arrangements and implements various aspects of travel. Previously, he worked as a Travel Consultant for Mitsubishi Electric Saudi Ltd. and as a Corporate Call Center Agent for Altayyar Travel Group. He has extensive training and experience using major Global Distribution Systems like Amadeus, Galileo, and Sabre.
This policy is intended as a guide to reimbursing individuals for business-related travel and expenditures. Dickinson College (the “College”) will reimburse faculty and staff for expenses incurred in the performance of their job duties or other assigned responsibilities relating to appropriate College-related operations.
The responsibility to observe these guidelines rests with the employee, supervisor/Budget Officer and the senior officer who certifies conformance to these guidelines (or reasonable exceptions to guidelines) by approving the expenditure(s). Accordingly, reimbursement should be sought and authorized for only reasonable and customary expenses, which conform to College policy. The burden of determining whether a particular expense is reimbursable rests with each individual prior to incurring the expense.
Nabin Kumar Gubhau has over 10 years of experience in roles such as contractor HR liaison, site coordinator, administrative assistant, safety inspector, and warehouse clerk while working in Afghanistan and Iraq. He has strong skills in customer service, administrative tasks, safety compliance, and warehouse operations. Nabin is proficient in Microsoft Office, databases, and email and seeks a challenging new opportunity to further develop his experience.
A midsize company with global branches is having difficulties with its internal travel
desk. The travel desk has been in charge of organizing employee travel, including
approving per diems and trip budgets based on employee hierarchy. However, the
travel desk is now overwhelmed with requests, causing delays and employee
frustration. The company wants their employees to be able to book their own travel
with minimal interference from the travel desk, but they still need approval from their
managers and notification to the travel desk. The solution will concentrate on
streamlining the process of booking flights and hotels while maintaining the necessary
approvals and notifications.
Vinod Darekar seeks a challenging role utilizing his 2 years of experience at Asia Motorworks Ltd and internship at Eisai Pharmaceuticals. He has a diploma in aviation, hospitality, and tourism from Edexel UK and a BA in English. His experience includes roles at Singapore Airlines, Asia Motorworks handling HR, administration, and travel, and Eisai Pharmaceuticals as an HR admin executive. Currently he works at Euronet Services India as a senior admin executive handling travel arrangements, budgeting, vendor management, client meetings, and more. He aims to tackle unpredictable situations through organization, communication, and problem solving skills.
The Guest Services Supervisor is responsible for leading a team that delivers seamless guest experiences across touchpoints like check-in and boarding. Key accountabilities include ensuring safety, operational performance, on-time performance, service quality, cost management, team development, employee satisfaction, and identifying continuous improvements. The Supervisor will coach and develop their team to meet KPIs in these areas and promote Virgin Australia's values and service standards.
A travel policy is a company's rules and guidelines for employees to be followed while travelling. It also provides boarding and lodging as per HR travel policy.
For more information visit https://www.hrhelpboard.com/hr-policies/travel-policy.htm
This document provides information on recruitment services for temporary and permanent labour. It details quality assurance processes, background checks, training requirements, payment terms, health and safety policies, and references for client projects. Volume discounts are offered based on number of workers supplied, with larger volumes receiving higher discounts. Fees are charged for permanent placements and refunded if a temporary worker becomes permanent based on the length of engagement.
Gloucester County Virginia Section 115 Travel Policy (PDF).pdfKenneth Hogge Sr
Gloucester County's travel policy outlines procedures for reimbursing employee travel expenses when traveling for official county business. The policy requires employees to minimize expenses by using county vehicles when available and booking economical accommodations and meals. It establishes maximum reimbursement rates for meals and requires original itemized receipts. The policy also details procedures for travel advances, payments, and reimbursements to ensure proper accounting and oversight of county travel funds.
Eric Nash has over 10 years of experience in accounting roles including accounts receivable, cashier, and imprest controls officer. He has a bachelor's degree in commerce that is ongoing as well as certificates in CPA levels 1 and 2 from 2008. His experience includes roles at Private Safaris E.A Ltd since 2015 as the accounts receivable officer and previously as the park ticket officer from 2012-2014. He also held roles as a cashier from 2009-2011 and imprest return officer from 2005-2008. His significant achievements include increasing the use of accounting systems and implementing controls to reduce outstanding balances.
Ali J. Al Gindy is seeking a position in accounting that allows him to utilize his 8 years of experience in aviation accounting. He has a Bachelor's degree in Accounting from Suez Canal University in Egypt and several certificates in accounting, auditing, and the Amadeus booking system. His most recent work was as a Senior Accountant for IFA International Travel & Tourism Company in Kuwait from 2007 to 2015, where he performed tasks like credit card reconciliation, refund processing, accounts receivable, and supplier/hotel statement handling. He also has skills in Microsoft Office, accounting systems, and teamwork.
Prashanth M seeks a position in travel, transport, or hospitality that allows professional growth and challenges. He has over 16 years of experience in travel, aviation, and automobiles. He currently works as a Customer Relations Manager for Advaith Hyundai in Bangalore, handling two dealer facilities and conducting training. Prashanth has also worked in customer relations for Ravindu Toyota and Volkswagen, as well as in guest relations and operations for aviation companies. He holds a BBA and has skills in Microsoft Office, problem-solving, communication, and teamwork.
This document outlines the policies and procedures for Kanartel's Customer Service Department. It defines the department's mission, strategy, and policies. It describes the roles and responsibilities of various positions within the department. It also outlines policies for expenses, employee grievances, salaries, travel, training, performance reviews, vacations, and customer care operations. Specific policies cover non-disclosure of company and customer information. References to other departments indicate some policies refer to separate documents from Human Resources and Finance.
This document is a resume for Vinaya Rao summarizing his professional experience and qualifications. It outlines his 15+ years of experience in the travel industry, primarily in roles managing travel for corporate clients and teams. His experience includes positions at various travel companies with responsibilities like booking travel, managing teams, negotiating rates, handling customer requests and issues, and maintaining relationships with airline and hotel partners. His education includes a diploma in airline and travel management and a bachelor's degree in commerce.
Mohamed Abdelhay Ali is an Egyptian national seeking a job in his field. He has over 15 years of experience in accounting, finance, operations, and fleet management roles for car rental companies in Egypt, Qatar, and the UAE. He holds a B.Sc. in Accounting from Cairo University and is proficient in Arabic, English, Microsoft Office, and various fleet management software.
Mohammed Tanzeem Saif is seeking new employment opportunities. He has over 15 years of experience in administration and customer service roles. Currently, he works as an Administration Officer for Kettaneh Construction Saudi Arabia LTD. Previously, he held roles such as Admin Assistant for Planet Travel & Tourism in Dubai and Site Administrator for Al Sahel Contracting Co. in Saudi Arabia. He is proficient in Microsoft Office and has strong communication, problem solving, and customer service skills.
Unit 5 - Arranging and Paying for Business Travel & AccommodationRobbieA
The document discusses procedures for arranging and paying for business travel and accommodation. It explains that administrative assistants are responsible for arranging travel based on information from employees' travel request forms. These forms provide important details like travel dates and budgets. The assistant then books travel and accommodation using various sources like the internet, following company policies. Various transportation and accommodation options are considered, balancing factors like cost, convenience and meeting needs.
The document provides information on arranging and paying for business travel and accommodation. It discusses arranging travel by gathering details from employees, booking travel and accommodation using various sources like the internet, choosing methods of transport considering factors like cost and time, selecting accommodation types, creating itineraries, and paying using currency, traveler's checks or credit cards. Employees can claim expenses using an expense claim form along with receipts.
Ahmed Elbaqary has been offered a position as a Project Engineer with National Petroleum Services in Abu Dhabi, UAE. The two-year contract will pay a monthly salary of 35,500 AED plus allowances for housing, transportation, and yearly bonuses. Elbaqary must contact the specified travel agency to obtain his work visa and permits, with all fees to be reimbursed upon arrival in Abu Dhabi. He is expected to begin work on January 25th, 2017 and will receive medical coverage, paid leave, and other benefits during the contract period.
1. The document outlines the travel policy and procedures for board members of PMI Lebanon Chapter. It details reimbursement criteria, approved expenses, reimbursement processing, and non-reimbursable expenses.
2. Travel must be approved in advance by the Chapter President. Actual expenses will be reimbursed following submission of receipts and an expense report within 1 week of travel. Airfare, hotel costs including taxes are eligible for reimbursement.
3. Non-reimbursable expenses include ground transportation, car rentals, parking fees, hotel amenities, meals, laundry, and mini-bar charges. The initial reimbursement budget cannot be increased for unanticipated costs.
This document provides an overview of the contents and chapters of the POWERGRID Travelling Allowance Rules policy manual. It includes 7 chapters that cover the short title, applicability, scope, definitions, entitlement of travelling allowance on official tours within India, and reimbursement of journey fares and conveyance charges for employees. The document defines key terms, specifies entitlements for travel by rail, air and road based on an employee's level/pay range, and provides rules around reimbursement for travel expenses.
The document provides details on Carlos Lim's contact information, work experience, duties and responsibilities in various roles in insurance companies in the UAE and Philippines from 1994 to present. It details his progression from roles in marketing, claims, underwriting to current role as Assistant Manager of Life and Medical department at Al Wathba National Insurance Co in Abu Dhabi since 2007, where he is responsible for reviewing risks, supervising staff, preparing reports, and maintaining client relationships.
The document is a job application letter and resume from Tamer Ezat Ahmed for the position of Assistant Financial Controller. In the letter, Tamer highlights his over 10 years of experience in financial hospitality and describes his current role as AFC and head of finance at a hotel in Yemen. He oversees financial reporting, payroll, accounting activities, audits, and cash flow monitoring. Tamer believes his qualifications are a strong match for the position and requests to meet to learn more about the role and organization. The resume provides further details on Tamer's experience and responsibilities in previous financial controller positions.
This document outlines various HR policies and procedures for a company, including:
- Recruitment and selection procedures, including job descriptions, interviews, employment contracts, and onboarding processes.
- Employee classifications and benefits such as housing and transportation allowances.
- Leave policies including annual leave entitlements and sick leave.
- Performance management processes such as probation periods and grievance procedures.
- General workplace policies on issues like dress code, company property, and attendance.
The document provides comprehensive guidance on managing the full employee lifecycle and workplace standards according to the company's policies.
Tarek Mohamed Youssef is seeking a challenging position in hotel management. He has over 10 years of experience in purchasing roles of increasing responsibility. His most recent role was as Cluster Purchasing Manager for two Radisson Blu hotels in Sharm El Sheikh, Egypt. He has strong communication, computer, and purchasing skills. He is seeking to leverage his experience and skills in a management position.
Strategic leader who positively impacts company performance by meeting commitments with integrity and selfless service. A collaborative problem solver with the ability to lead, implement process improvements, create cost reduction, and exceed customer’s expectations.
PMI Lebanon Chapter Travel Policy and Procedure - 2017-2018PMILebanonChapter
This document outlines the travel policy and procedures for PMI Lebanon Chapter board members. It details requirements for travel approval, reimbursement limits based on annual grants from PMI and PMILC, modes of approved travel, cancellation policies, medical expenses, and processing of expense reports. Non-reimbursable expenses like meals, transportation, and entertainment are defined. The primary goal is to minimize costs while allowing board members to conduct necessary chapter business.
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This document provides information on recruitment services for temporary and permanent labour. It details quality assurance processes, background checks, training requirements, payment terms, health and safety policies, and references for client projects. Volume discounts are offered based on number of workers supplied, with larger volumes receiving higher discounts. Fees are charged for permanent placements and refunded if a temporary worker becomes permanent based on the length of engagement.
Gloucester County Virginia Section 115 Travel Policy (PDF).pdfKenneth Hogge Sr
Gloucester County's travel policy outlines procedures for reimbursing employee travel expenses when traveling for official county business. The policy requires employees to minimize expenses by using county vehicles when available and booking economical accommodations and meals. It establishes maximum reimbursement rates for meals and requires original itemized receipts. The policy also details procedures for travel advances, payments, and reimbursements to ensure proper accounting and oversight of county travel funds.
Eric Nash has over 10 years of experience in accounting roles including accounts receivable, cashier, and imprest controls officer. He has a bachelor's degree in commerce that is ongoing as well as certificates in CPA levels 1 and 2 from 2008. His experience includes roles at Private Safaris E.A Ltd since 2015 as the accounts receivable officer and previously as the park ticket officer from 2012-2014. He also held roles as a cashier from 2009-2011 and imprest return officer from 2005-2008. His significant achievements include increasing the use of accounting systems and implementing controls to reduce outstanding balances.
Ali J. Al Gindy is seeking a position in accounting that allows him to utilize his 8 years of experience in aviation accounting. He has a Bachelor's degree in Accounting from Suez Canal University in Egypt and several certificates in accounting, auditing, and the Amadeus booking system. His most recent work was as a Senior Accountant for IFA International Travel & Tourism Company in Kuwait from 2007 to 2015, where he performed tasks like credit card reconciliation, refund processing, accounts receivable, and supplier/hotel statement handling. He also has skills in Microsoft Office, accounting systems, and teamwork.
Prashanth M seeks a position in travel, transport, or hospitality that allows professional growth and challenges. He has over 16 years of experience in travel, aviation, and automobiles. He currently works as a Customer Relations Manager for Advaith Hyundai in Bangalore, handling two dealer facilities and conducting training. Prashanth has also worked in customer relations for Ravindu Toyota and Volkswagen, as well as in guest relations and operations for aviation companies. He holds a BBA and has skills in Microsoft Office, problem-solving, communication, and teamwork.
This document outlines the policies and procedures for Kanartel's Customer Service Department. It defines the department's mission, strategy, and policies. It describes the roles and responsibilities of various positions within the department. It also outlines policies for expenses, employee grievances, salaries, travel, training, performance reviews, vacations, and customer care operations. Specific policies cover non-disclosure of company and customer information. References to other departments indicate some policies refer to separate documents from Human Resources and Finance.
This document is a resume for Vinaya Rao summarizing his professional experience and qualifications. It outlines his 15+ years of experience in the travel industry, primarily in roles managing travel for corporate clients and teams. His experience includes positions at various travel companies with responsibilities like booking travel, managing teams, negotiating rates, handling customer requests and issues, and maintaining relationships with airline and hotel partners. His education includes a diploma in airline and travel management and a bachelor's degree in commerce.
Mohamed Abdelhay Ali is an Egyptian national seeking a job in his field. He has over 15 years of experience in accounting, finance, operations, and fleet management roles for car rental companies in Egypt, Qatar, and the UAE. He holds a B.Sc. in Accounting from Cairo University and is proficient in Arabic, English, Microsoft Office, and various fleet management software.
Mohammed Tanzeem Saif is seeking new employment opportunities. He has over 15 years of experience in administration and customer service roles. Currently, he works as an Administration Officer for Kettaneh Construction Saudi Arabia LTD. Previously, he held roles such as Admin Assistant for Planet Travel & Tourism in Dubai and Site Administrator for Al Sahel Contracting Co. in Saudi Arabia. He is proficient in Microsoft Office and has strong communication, problem solving, and customer service skills.
Unit 5 - Arranging and Paying for Business Travel & AccommodationRobbieA
The document discusses procedures for arranging and paying for business travel and accommodation. It explains that administrative assistants are responsible for arranging travel based on information from employees' travel request forms. These forms provide important details like travel dates and budgets. The assistant then books travel and accommodation using various sources like the internet, following company policies. Various transportation and accommodation options are considered, balancing factors like cost, convenience and meeting needs.
The document provides information on arranging and paying for business travel and accommodation. It discusses arranging travel by gathering details from employees, booking travel and accommodation using various sources like the internet, choosing methods of transport considering factors like cost and time, selecting accommodation types, creating itineraries, and paying using currency, traveler's checks or credit cards. Employees can claim expenses using an expense claim form along with receipts.
Ahmed Elbaqary has been offered a position as a Project Engineer with National Petroleum Services in Abu Dhabi, UAE. The two-year contract will pay a monthly salary of 35,500 AED plus allowances for housing, transportation, and yearly bonuses. Elbaqary must contact the specified travel agency to obtain his work visa and permits, with all fees to be reimbursed upon arrival in Abu Dhabi. He is expected to begin work on January 25th, 2017 and will receive medical coverage, paid leave, and other benefits during the contract period.
1. The document outlines the travel policy and procedures for board members of PMI Lebanon Chapter. It details reimbursement criteria, approved expenses, reimbursement processing, and non-reimbursable expenses.
2. Travel must be approved in advance by the Chapter President. Actual expenses will be reimbursed following submission of receipts and an expense report within 1 week of travel. Airfare, hotel costs including taxes are eligible for reimbursement.
3. Non-reimbursable expenses include ground transportation, car rentals, parking fees, hotel amenities, meals, laundry, and mini-bar charges. The initial reimbursement budget cannot be increased for unanticipated costs.
This document provides an overview of the contents and chapters of the POWERGRID Travelling Allowance Rules policy manual. It includes 7 chapters that cover the short title, applicability, scope, definitions, entitlement of travelling allowance on official tours within India, and reimbursement of journey fares and conveyance charges for employees. The document defines key terms, specifies entitlements for travel by rail, air and road based on an employee's level/pay range, and provides rules around reimbursement for travel expenses.
The document provides details on Carlos Lim's contact information, work experience, duties and responsibilities in various roles in insurance companies in the UAE and Philippines from 1994 to present. It details his progression from roles in marketing, claims, underwriting to current role as Assistant Manager of Life and Medical department at Al Wathba National Insurance Co in Abu Dhabi since 2007, where he is responsible for reviewing risks, supervising staff, preparing reports, and maintaining client relationships.
The document is a job application letter and resume from Tamer Ezat Ahmed for the position of Assistant Financial Controller. In the letter, Tamer highlights his over 10 years of experience in financial hospitality and describes his current role as AFC and head of finance at a hotel in Yemen. He oversees financial reporting, payroll, accounting activities, audits, and cash flow monitoring. Tamer believes his qualifications are a strong match for the position and requests to meet to learn more about the role and organization. The resume provides further details on Tamer's experience and responsibilities in previous financial controller positions.
This document outlines various HR policies and procedures for a company, including:
- Recruitment and selection procedures, including job descriptions, interviews, employment contracts, and onboarding processes.
- Employee classifications and benefits such as housing and transportation allowances.
- Leave policies including annual leave entitlements and sick leave.
- Performance management processes such as probation periods and grievance procedures.
- General workplace policies on issues like dress code, company property, and attendance.
The document provides comprehensive guidance on managing the full employee lifecycle and workplace standards according to the company's policies.
Tarek Mohamed Youssef is seeking a challenging position in hotel management. He has over 10 years of experience in purchasing roles of increasing responsibility. His most recent role was as Cluster Purchasing Manager for two Radisson Blu hotels in Sharm El Sheikh, Egypt. He has strong communication, computer, and purchasing skills. He is seeking to leverage his experience and skills in a management position.
Strategic leader who positively impacts company performance by meeting commitments with integrity and selfless service. A collaborative problem solver with the ability to lead, implement process improvements, create cost reduction, and exceed customer’s expectations.
PMI Lebanon Chapter Travel Policy and Procedure - 2017-2018PMILebanonChapter
This document outlines the travel policy and procedures for PMI Lebanon Chapter board members. It details requirements for travel approval, reimbursement limits based on annual grants from PMI and PMILC, modes of approved travel, cancellation policies, medical expenses, and processing of expense reports. Non-reimbursable expenses like meals, transportation, and entertainment are defined. The primary goal is to minimize costs while allowing board members to conduct necessary chapter business.
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Call me 9040963354
WhatsApp 9040963354
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1. `
Subject SM&A Travel & Expense Policy
Date 1 July 2006
Policy Number 002
Approved by Cathy McCarthy & Jim Eckstaedt
Effective Date 1 July 2006
Revision 12
SM&A Confidential
Internal Use Only
2. SM&A Travel & Expense Policy
1 EFFECTIVE PERIOD
This policy is effective 1 July 2006.
The Executive Group must approve all modifications to this policy. Any other
written or oral agreements, unless reconfirmed in writing by the Executive Group
after the date of this policy, are voided.
2 PURPOSE
This policy is intended to provide standardized guidelines, procedures and inform-
ation for all SM&A employees in the initiation of travel plans and the substantiation
and reimbursement of business expenses incurred.
3 ELIGIBILITY
This policy applies to all SM&A employees.
4 POLICY
It is SM&A policy that employees will be reimbursed for all expenses incurred in
connection with authorized business. These expenses must be compliant with this
policy or that of the contract with our client. Travel is one of SM&A’s largest
controllable expense items. Managers and employees share a common duty to use
good business judgment when incurring, approving or reimbursing these expenses.
Advance planning is the key to controlling costs.
5 DEFINITIONS
unless otherwise stated, includes both Direct and
Employee
Indirect Personnel
employees of SM&A whose time is billable
Direct Personnel
employees of SM&A whose time is not billable
Indirect Personnel
CEO and CFO
Executive Group
a designated travel agency representing SM&A
Travel Agency
1 July 2006 SM&A Confidential Page 2 of 11
Rev. 12 Internal Use Only
3. SM&A Travel & Expense Policy
6 ADMINISTRATION OF POLICY
Responsibility and authority to implement and enforce this policy is placed with
all managers. This responsibility includes effective communication of the policy
and related procedures to all personnel affected. Responsibility for interpretation
of the provisions of the policy and interpretation of the applicable client travel
terms and condition resides with the CFO.
7 IMPLEMENTATION OF POLICY/RESPONSIBILITY
7.1 EMPLOYEE
It is the employee’s responsibility to control business travel expenses as much as
possible while not significantly minimizing SM&A’s or the employee’s effective-
ness. The employee is responsible for completing the following steps in accord-
ance with the detailed guidelines within this policy:
Coordinate travel plans with the appropriate project/program/proposal man-
ager in advance, and make every effort to procure air travel tickets as far in
advance as is practical.
Travel through the assigned SM&A travel agency is optional
Professionally managing expenses during the business trip; and
Processing the related reimbursements in a timely basis
7.2 TRAVEL AGENCY (OPTIONAL)
Effective February 1, 2005, the SM&A approved travel agency is:
First Class International Travel
27156 Burbank
Foothill Ranch, CA 92610
Information Telephone Numbers
Reservations 1-800-222-9968
Hours Monday – Friday, 6 a.m. to 5 p.m. PST
First available agent Extension 200
After Hours Emergency 1-800-500-1741, code P61B
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4. SM&A Travel & Expense Policy
If you choose to use the travel agency, it is the agency’s responsibility to manage
the employee’s travel arrangements and expenditures by completing the following
steps in accordance with the detailed guidelines within this policy or client contract:
Identifying the most feasible travel arrangements for airfares, car rentals,
lodging, etc.
Proposing arrangements to the employee for their approval
Confirming and booking travel per guidelines and all required approvals
Providing cumulative travel report summaries for management reporting and
tracking of expenses for the entire company; and
Provide maximum utilization of planning arrangement time and ensure
SM&A policies are followed.
Agencies are provided with employee travel preferences and profiles. Employees
are expected to accept the agency’s recommended travel itinerary providing
reasonable flexibility of time and compliance with this policy. If the employee
does not accept the agency’s recommended travel itinerary, an authorization will
be requested by the travel agency to the Corporate Controller requesting override
authority. Upon receiving approval, the travel itinerary will be recorded.
7.3 MANAGEMENT (DIRECT SUPERVISOR)
For indirect travel, it is the responsibility of the manager, and for direct travel, it is
the Corporate Controller’s responsibility to monitor the employee’s travel arrange-
ments and expenditures. Where appropriate and practical, the Corporate Controller
may elect to institute a process by which the VP Operations, or the Corporate
Controller, will approve all expenses prior to submission of the employee’s travel
expense report.
7.4 CORPORATE CONTROLLER
It is the responsibility of the Corporate Controller to oversee and approve any
travel arrangements that do not align with this policy.
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5. SM&A Travel & Expense Policy
8 GENERAL POLICY – APPROVALS FOR EACH TYPE OF PAYMENT
8.1 TRAVEL AUTHORIZATION REQUEST
It is the policy of the company that all employees book air travel as far in advance
as practical to obtain the lowest fare possible for SM&A and its clients.
8.2 EXPENSE REPORTS
For all expenses, employees must submit a time and expense report weekly via
the standard time and expense reporting application. Expenses will be paid based
on the fax submission. The Expense Report must be faxed, with receipts, no later
than 9.00 a.m. Pacific time on the Tuesday following the week being claimed.
The fax submission must be followed up with original receipts for audit purposes.
The original receipts must be securely taped to 8½” x 11” sheets of paper. Failure
to provide the original receipts within five (5) working days will lead to a delay in
processing your reimbursement.
9 LABOR HOURS
Labor hours shall be entered into the relevant day on the time sheet report for the
assigned project in ¼-hour increments. Travel and commute time shall not be
included unless traveling from one client location to another at the request of the
client, e.g. visiting the client’s customer.
10 ITEMS TO BE REIMBURSED
10.1 MEALS & INCIDENTAL EXPENDITURE
Meals and incidental expenses (M&IE) per diem for all direct and indirect per-
sonnel will be paid in accordance with Federal Travel Regulations (FTR).
Specific contractual agreements with clients may supersede FTR published rates.
SM&A may also negotiate M&IE rates on a “by proposal” basis. M&IE amounts
represent compensation for additional expenses for meals, etc., incurred by the
employee due to being away from home. Receipts are not required for M&IE.
Account Executives and Strategic Account Managers should use actual expense,
not per diem. Per diem should be used as a guide for what is considered reason-
able. Actual meal receipts under $35.00 are encouraged, but not required.
The published FTR rates can be obtained from the US General Services Admini-
stration (GSA) website.
M&IE is not provided for travel to the client’s location if it is within 50 miles (or
the distance specified by the SM&A client contract) of the employee’s home or
the employee’s SM&A office if applicable, unless an overnight stay is authorized.
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6. SM&A Travel & Expense Policy
Only 75% of the M&IE per diem rate can be claimed for travel days: see
§301-11.101 of the FTR. If SM&A or the client provides any meals, that portion
of the expense, as allocated in the FTR should be deducted from the M&IE amount:
see §301-11.18 of the FTR.
M&IE can be claimed on weekends when the employee does not travel home, but
may not be claimed for days taken as personal time off, including illness.
10.2 LODGING
10.2.1 Hotels
Hotel reservations can be made through the travel agencies (except as stated in 7.1
above) and will be guaranteed for late arrival by using the employee’s personal
charge card. Extra costs for room upgrades, or executive suites or floors will not
be reimbursed. Hotel no-show bills will not be reimbursed, unless there are exten-
uating circumstances that are adequately explained in the expense report.
The travel agency will apply the stated guidelines and the approved Travel Auth-
orization Request to arrange lodging accommodations. If hotel accommodation at
or below the FTR Continental US (CONUS) maximum rate is not available, add
“Cheaper lodging not available” in the “Notes” section of the T&E Report.
Hotel accommodation, comprising room rate and taxes, should be shown on the
T&E Report daily. Room service, telephone calls, restaurant, in-room movies, etc.
shall not be included.
10.2.2 Long Term Rentals
Upon the request of the employee, renting a home, room, apartment, recreational
vehicle, trailer or mobile home for the duration of the assignment is allowed if the
employee is able to demonstrate that this option would be at a lower cost to SM&A
and its client. The employee enters into any form of lease at their own risk, and
SM&A is not liable for any costs or charges incurred if the full term of the lease is
not fulfilled. The employee is also responsible for the provision of the security
deposit and the security deposit shall not be a reimbursable expense. Long-term
accommodation rentals should be shown on the T&E Report biweekly or monthly.
10.3 HOME TRIPS
For employees assigned to a client engagement, the number of “home trips” or
“family visits” is according to client contract terms although the maximum period
between trips home shall not be required to exceed 21 calendar days for contiguous
CONUS assignments. Schedules for home trips must be coordinated in advance
with the appropriate program/project/proposal manager.
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7. SM&A Travel & Expense Policy
Travel to any location other than home, except at the express written consent of
SM&A or the client, will not be reimbursed. Travel by spouse will also not be re-
imbursed unless approved in advance, in writing, by an authorized representative
of the client.
Typically, in the US, associates are allowed “home trips” every two weeks, and
international associates, once a month. Home leaves may not be banked or accum-
ulated unless approved by the Account Executive. Contract terms and conditions
may supersede these SM&A guidelines.
10.4 TRANSPORTATION
10.4.1 Transportation – Airlines
Use of SM&A’s designated travel agency is optional. Employees should attempt to
utilize the lowest reasonable coach airfare. If discounted coach airfare is not avail-
able, full coach airfare may be used. Whenever the employee’s schedule allows,
the travel agency must identify the best schedule corresponding to the lowest
logical fair by using the following parameters:
If client contract permits, restricted fares must be accepted if potential savings
of $150 can be made
Departure or arrival is within three hours of the requested/desired time
One stop/change of planes at an intermediate city for coast-to-coast travel
Nearest airport is within 20 miles
Business class travel is authorized for all transpacific, transatlantic, or other inter-
national flights scheduled for six (6) hours or more as specified by SM&A/client
contract.
When not in violation of government or client obligations, an employee may com-
bine personal travel with business travel, with the understanding that the employee
is responsible for all additional cost differences.
Airfare expenses should be entered into the time and expense report as the total
roundtrip price on the first day of travel. If applicable, write, “Ticket purchased in
advance to save client money” in the “Notes” section of the T&E report.
Valid receipts include:
An original ticket showing price
A fax or email from the airline or travel agent, showing price
An original printout of an e-ticket, showing price
In addition, the boarding pass for the flight must always be included in the receipts
on the day of travel.
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8. SM&A Travel & Expense Policy
10.4.2 Number of Employees Traveling Together
To protect the best interest of the Company, limit the number of employees
traveling together on a single flight by arranging for:
No more than three (3) Board members or Corporate Executives
No more than three (3) Vice Presidents
No more than three (3) immediate subordinates may travel with each manager
on the same aircraft; and
No more than (5) employees may travel on the same aircraft
10.4.3 Frequent Flyer Clubs
Employees may keep for personal use the mileage benefits offered as an incentive
by the airlines, understanding that receipt of these benefits should not be the
deciding factor in the selection of itinerary and/or carrier.
10.4.4 Airline Clubs
The company does not reimburse for airline clubs for employees.
10.5 TRANSPORTATION – CARS
10.5.1 Use of Personal Cars
If a personal vehicle is used to travel to a client’s facility, mileage, parking, and
tolls will be reimbursed at the rate established under the FTR provided that the
travel is beyond 50 miles (or the distance specified in the client contract) from the
employee’s home and employee’s SM&A office if applicable.
All employees will be reimbursed at the prevailing rate approved under the GSA
for authorized use of their personal car for SM&A business in excess of their nor-
mal commutes. Parking and tolls for trips other than normal commutes will be
reimbursed for company business with receipts. Mileage and tolls from home to
the office are not reimbursable.
10.5.2 Rental Cars
Rental cars may be used if other public transportation is not a practical alternative.
Compact or intermediate (midsize) cars should be rented unless the size of the
group or equipment makes this impractical. When traveling in groups of two or
more people, combine usage of rentals unless scheduling requirements make doing
so impractical.
SM&A WILL NOT reimburse for any additional insurance coverage offered at the
time of rental of the vehicle. Therefore, while on business travel in the continental
US do not take the optional coverage, such as CDW (Collision Damage Waiver),
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9. SM&A Travel & Expense Policy
LIS (Liability Insurance Supplement), PEC (Personal Effects Coverage), and PAI
(Personal Accident Insurance), as SM&A has corporate coverage for this potential
liability. When renting cars outside of the continental US, the CDW should be
accepted, but the other coverage should be declined. This is summarized on the
reference card “Auto Insurance—Business Rental Vehicles” at Attachment 1 at
the back of this policy.
Unless otherwise specified under the client contract, rental periods should not
exceed thirty days without closing the rental contract and initiating a new rental
contract to avoid the potential insurance issues associated with leasing vs. renting.
As stated in the “Acknowledgement of Conditions of Employment” all employees
must carry in effect automobile liability insurance in the minimum amount of one
hundred thousand Dollars ($100,000) combined single limit, or split limits of 100/
300/50 evidenced by an endorsement from a licensed insurance company, which
the employee agrees to furnish to SM&A upon request.
Cars should be refueled before return to the rental agency. Savings can be sub-
stantial with this effort. Fines for traffic violations or parking violations are con-
sidered personal expenses and will not be reimbursed by the Company.
Expenses for rental cars should be entered into the time and expense Report on
the day that the bill is paid. Gas purchased for rental cars should also be entered
on the day purchased. Original receipts are required for both rental car and any
gas.
10.5.3 Vehicle Accidents while on Business Travel
If you are involved in an accident using your personal vehicle while on business
travel, you should immediately report the accident to your personal insurance
company. Your insurance company will act as the primary insured, and SM&A’s
insurance company will act as the secondary insured. You must also provide
SM&A with a copy of the report related to the accident.
If you are involved in an accident while operating a rental vehicle for business
travel, you are protected under SM&A’s insurance. It is imperative that you
immediately report the accident to the Corporate Controller, as well as provide a
copy of the report relating to the accident.
10.6 OTHER TRANSPORTATION
Transportation via rail (coach class), airport and hotel limousines, buses, and taxi
service should be considered when feasible. Expenses are reimbursable with
documentation. In some circumstances, a taxi is more cost-effective.
Airport parking will be reimbursed up to an amount equivalent to airport shuttle
services or taxi to and from the airport.
Original receipts are required in all cases.
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10. SM&A Travel & Expense Policy
10.7 ENTERTAINMENT
Meals and entertainment provided to clients require proper business receipts and
explanation, including client name, attendee names and titles, as well as business
purpose of the meals and/or entertainment. This information is required by IRS
regulations.
10.8 LAUNDRY AND DRY CLEANING
Laundry and dry cleaning expenses are reimbursable under the Federal Travel
Regulations for travel periods in excess of three (3) days. SM&A will reimburse
dry cleaning expenses incurred on a company paid trip if the employee is
traveling over five (5) days for business travel. Original receipts are required for
laundry and dry cleaning.
10.9 MISCELLANEOUS
Air-phone charges are not reimbursable unless otherwise specified by SM&A/
client contract
Gas charges cannot be claimed if an employee is claiming mileage
Every miscellaneous expense entered into the “Other” category on a T&E
Report must be accompanied by an explanation in the “Notes” section
Expenses removed or omitted from a previous T&E Report should be entered
into the “Other” category, with an accompanying explanation in the “Notes”
section
Receipts must be from establishments serving the public. Receipts signed by
other SM&A personnel or the employees or consultant’s relatives will not be
accepted
SM&A WILL NOT reimburse or invoice for
Estimated expenses, e.g. car rental contracts
Refundable deposits
Unreasonable or personal expenses, e.g. movie rental
Non-coach airfare or equivalent, except for international travel
Rental of a larger than mid-size car—some clients restrict to subcompact car
Alcoholic beverages—client entertaining meals are allowed for indirect
personnel
Expenses disallowed by the client
11 REFERENCE
Attachment 1 is a business card-sized reference card for auto insurance.
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