EMPLOYEE REIMBURSEMENT POLICY

POLICY BRIEF & PURPOSE

Darling International Ltd employee expense company policy or Per Diem Policy
for her employees outlines how management of Darling International will
reimburse employees for work-related bills. The policy outlines “work-related
expenses” and sets a process of authorizing` expenditure.

SCOPE

This Per Diem Policy for employees, applies to all company employees who
spend cash on work-related activities

DEFINITION OF PER DIEM

Per diem (Latin for "per day" or "for each day") or daily allowance is a specific
amount of money that an organization gives an employee, per day to cover living
expenses when travelling on the employer's business. A per diem payment can
cover part or all of the expenses incurred. For example, it may include an
accommodation allowance or it may only cover meals (with actual
accommodation costs reimbursed separately or be prepaid). Travel, particularly
by motor vehicles, is often reimbursed at a rate determined only by distance
travelled, e.g., the Ug business mileage reimbursement rate.

Fixed per diem (and per mile) rates eliminate the need for employees to prepare,
and employers to scrutinise, a detailed expense report with supporting receipts
to document amounts spent while travelling on business. Instead, employers pay
employees a standard daily rate without regard to actual expenditure.

POLICY ELEMENTS
Employee expenses fall into two categories:

a) Expenses which can be paid immediately by the company on behalf of

employees.

b) Expenses which can be paid by the employees and are reimbursable.

c) We’ll reimburse all reasonable business expenses, after they’re permitted,

partially or in full because the case is so.

TRAVEL EXPENSES

Travel expenses embrace any type of transportation and lodging expenses that an
employee incurs when taking a business journey. Expenses associated with this
class can be absolutely or partly reimbursable embrace:

ACCOMMODATION

Legal document expenses (e.g. Visa) Air, practice, ship, or different

transportation fares Necessary medical expenses (e.g. vaccinations) Local
transportation during journeys (taxi fares, rental automobiles, and many others.)
Other minor or per diem expenses that have been permitted by an employee’s
supervisor (e.g. meals, business materials). Medical care charges after travel-
related accidents shall be lined by staff compensation insurance coverage. If not,
we might reimburse you for your medical expenses, if appropriate.

MINIMIZING EXPENSES

The company shall keep away from overspending or pointless prices. The
company may contract with inns and other companies to get the perfect possible
costs. The company will additionally goal for the most affordable choice after
determining the best option. For instance, The company will favour reserving
aircraft tickets in economy class, until there’s a purpose for upgraded travel.
NON-REIMBURSABLE EXPENSES

The company will not reimburse: -

a) Expenses incurred by spouses or other non-employees who accompany

our employees on their travels
b) Un-authorized service upgrade (e.g. business class or hotel rooms)
c) Personal services (massages, beauty treatments, etc.)
d) Personal purchases (gifts, clothes, etc.)
e) Lost personal property (e.g. luggage)

This listing is not exhaustive and details shall be sought from the Human
Resources (HR)/Compensations manager about reimbursable expenses before an
employee proceeds on a business journey.

WHAT ARE WORK-RELATED EXPENSES?

This class consists of expenses that can be associated with an employee both
within the type of a profit (e.g. business cell-phone) or leisure expenses which
will happen in a business setting (e.g. professional dinners with shoppers or
colleagues.)

These capped expenses shall be approved by the HRM or compensation

manager. If an employee spends more than the permitted quantity, he will be
required to cover the additional value himself. The company won’t reimburse the
next work expenses:

Examples of these expenses include: -

The company won’t reimburse the next work expenses:

a) Unauthorized or unscheduled business meetings with clients, partners, or

job candidates.
 b) Fines incurred while driving a company vehicle
c) Non-business subscriptions/ training
d) Personal trips
e) This listing is not exhaustive and the HRM should be consulted about
these non-reimbursable expenses before one submits a declare.

11.0 Business Functions

II. Policy Subsection

11.1 Employee Reimbursement Policy

III. POLICY STATEMENT

Darling International shall reimburse employees for reasonable out-of-pocket

expenses incurred while traveling on authorized Company assignments or while
engaged in authorized Company business. In the case of expenses covered by
agreements with bargaining units, the expense reimbursements shall be in
accordance with the conditions of said agreements.

IV. REASON FOR THE POLICY

This policy is intended to provide guidance to employees, assure compliance

with Company Policies and Internal Control Guidelines (ICG) to promote the
prudent and accurate expenditure of Company resources.

V. ENTITIES AFFECTED BY THIS POLICY

All Employees and Board of Trustees

VI. WHO SHOULD READ THIS POLICY

All company officials authorizing employee reimbursement requests and all

employees seeking reimbursement.

VII. RELATED DOCUMENTS

a) All Unit Contract Agreements

b) Human Resource Manuals
c) Company Financial Policy
d) Government Travel Policy Regulations
e) Procurement Policy
f) Employee Reimbursement Procedures
g) Allowable Mileage Destinations from
h) Grant & Reimbursement Forms

VIII. CONTACTS

Director of Financial Services

Company Name

Address

Telephone Number

IX. DEFINITIONS

A. Advance:
Money paid to an employee for a specific purpose or activity before the event
takes place, usually to cover costs for ground transportation, food and lodging.
Prior written approval by the appropriate budget control officer is required. (In
lieu of cash advances, the Company encourages the use of the Travel Card. The
Purchasing Department shall provide guidance for details.

B. Per Diem Rates:

Per diem is a daily allowance for travel expenses which includes two
components: for lodging, and for meals and incidentals. Reimbursements to
employees in excess of the allowable company per diem rates are taxable to
employees as income.

X. PROCEDURES

When one proposes to go on work-related journeys, the Finance Director shall

organize for most of the employees lodging and transportation ceilings and these
expenses shall be documented.

Any expenses that the company hasn’t immediately organized for (e.g. taxi
fares.) shall too be documented. Every time one can possibly secure, the
employee shall ask for bills and receipts. A per diem sum shall be requested
using a reimbursement request form to cover the different necessary travel
expenses.

The reimbursement declaration or an expense report with all necessary

documentation shall then be submitted through the Human Resources Manager.
The declaration/report shall be submitted within six months after the journey.

The employee supervisor or HR shall be answerable for approving the

reimbursement claims. After submitting the expenses, and approval of the claim,
the employee shall obtain the reimbursement within two to ten pay days.
Any work-related expenses incurred should be submitted for the supervisor’s
approval. The reimbursement declaration should be submitted with receipts and
bills for business dinners and transportation inside one month.

Any extreme expenses should be investigated in cases of constant falsification or

exaggerated claims, that may be call for disciplinary motion.

A. Approved leave forms must be on file if required.

B. Employees are required to submit claims for reimbursement within 60

days from the end of the month in which claimed expenses were incurred.
This requirement is in accordance with IRS Publication 15 (Circular E) –
Accountable Plans. Failure to submit claims within 60 days will result in
the reimbursement being treated as taxable income.

C. An itemized reimbursement request must be prepared and submitted

within ten (10) working days following the conclusion of the activity for
which an advance is granted. Unused funds must be returned concurrent
with submission of the reimbursement request.

D. Requests for reimbursement shall be prepared on the appropriate form

with all information complete including employee and supervisor
signatures.

E. Credit card slips and other bona fide “paid” receipts must accompany the
reimbursement request. Meal and hotel receipts must be itemized. Non-
itemized receipts will be reimbursed at the maximum allowed by IRS of
$25.

F. Submit reimbursement requests as a pdf document following the

Employee Reimbursement Procedures.

G. Allow 7 – 10 business days for payment.

H. EXPENDITURE LIMITS:

1. Darling International will reimburse actual expenditures for meals by an

employee not to exceed the federal per diem rates for high cost areas as
established by the Internal Revenue Service, except where meals are part
of a conference or workshop and are included in the registration fee.
Alcohol is not an allowable expense.

2. Mileage for business related travel by automobile may be made at a level

up to, but not exceeding, the most current IRS publicized rate for mileage
reimbursement. In addition, reimbursement will be allowed for
reasonable and/or actual costs incurred by tolls and parking.
Reimbursement of mileage and related expenses may not exceed second
class or coach airfare for the same trip.

3. Actual costs for lodging will be reimbursed at no more than the single
room rate or the approved conference negotiated rate. In no instance shall
the reimbursement exceed the employee’s actual costs, such as could be
the case if two employees shared a room. If an employee shares a room
with a person other than another employee, the employee will be
reimbursed for the room at the single room rate. Personal items such as in-
room movies, laundry service or gym use are not reimbursable.

4. Gratuities shall not exceed 20% for meals. Reasonable tips for bellhops,
cab service, etc. will be allowed.

5. Reimbursement for the cost of conference, convention, travel or other

official function expenses for a spouse/guest is not allowed unless the
official function requires the attendance of the spouse/guest and then only
with the prior written approval of the President or Vice President.

6. Employees are allowed reimbursement for one personal call per day while
on extended College business.
7. Actual costs for purchase of supplies, rental of audio-visual materials, or
other similar items will be reimbursed upon presentation of proper
approvals and documentation. (Employees should primarily utilize
Darling International established programs, e.g., office supplies, printing
whenever possible.)

8. Expenses that are not business related or are deemed inappropriate by the
Vice President for Finance & Administration or designee will be
disallowed.

9. Reasonable internet services required to do business.

XI. FORMS

Employee Reimbursement Request

Employee Mileage Reimbursement Request

Adjunct Mileage reimbursement Request

XII. Effective Date of implementation

August 23, 2022

XIII. Effective date of Policy Adoption

August 22, 2022

XIV. Next Review/ The policy Shall

Be revised August 22, 2023,

And then August 22, 2024

And again August 22, 2025.