Document Type Doc ID Status Version Page/Pages. Global Standard LDMS_001_ Effective of 5 Title: Global Standard Expenses Reimbursement

Transcription

1 Global Standard LDMS_001_ Effective of 5 AstraZeneca Owner Brown, Julie B Approvals Approval Reason Performer Date Management Approval Cherrill, Kate 2012/08/14 12:09:24

2 Global Standard LDMS_001_ Effective of 5 ASTRAZENECA GLOBAL STANDARD EXPENSE REIMBURSEMENT THIS DOCUMENT GIVES THE MINIMUM STANDARDS TO BE FOLLOWED BY AN EMPLOYEE WHEN INCURRING EXPENSES, SUBMITTING EXPENSE REPORTS AND, FOR MANAGERS, WHEN REVIEWING AND APPROVING THOSE EXPENSES. Who is this Standard for? All AstraZeneca employees who incur or approve business expenses are required to comply with this Standard. INTRODUCTION 1. All AstraZeneca employees are responsible for ensuring that expenses incurred while conducting company business are reasonable, not for personal benefit and are compliant with both local and global AZ Policies, in particular this Standard, the Global External Interactions Policy and the Global Policy: Anti-Bribery and Anti Corruption. 2. The negligent submission and/or approval of expenses, whether intentional or accidental, may be subject to disciplinary action. 3. In some cases, local laws and regulations may apply to the activities described in this Standard; in which case the more restrictive rule will take precedence. 4. You will find two levels of expectation throughout this Standard: > MUST You must follow these requirements or obtain, in advance, approval of the exception of the Executive Vice President, Finance, the Chief Compliance Officer and the Senior Executive Team (SET) member for the business unit where the exception will be applied. > SHOULD You should follow these Standard provisions; they are good practice. 5. If you are unsure of whether an expense is acceptable or not you must discuss this with your Line Manager. If you suspect any fraudulent activity, you must first seek to address your concerns with your manager. If you believe this is not appropriate, you must contact your Human Resources, Legal Department, or Compliance representative.

3 Global Standard LDMS_001_ Effective of 5 RESPONSIBILITIES ASTRAZENECA EMPLOYEES 6. You must submit a claim for corporate credit card expenses in a timely manner. Failure to do so will result in escalation and may also result in your credit card being blocked. Any late fees incurred are the responsibility of the employee. AZ reserves the right to deduct from your salary (in accordance with local law) some or all of any credit card transactions not submitted and approved. 7. An employee may delegate responsibility for the preparation of their Expense Report to an administrative assistant, but the employee remains accountable for the accuracy of the expenses submitted. EXPENSE TYPE/COST ALLOCATION/GUESTS 8. Each expense item must to be assigned to the correct expense type, cost centre and, if appropriate, project code. 9. An adequate description of the expense and a list of all attendees/recipients must be provided where relevant. Health Care Professionals (HCPs) must always be listed individually with specific details i.e. Name, Position, and Organisation etc. Note an HCP is any member of the medical, dental, pharmacy or nursing professions, along with their relevant associated administrative staff who may or does prescribe, administer, recommend, purchase, pay for, reimburse, authorise, approve or supply any Product or service sold or provided by the Company. Details of any local limitation on this definition can be found in the relevant Standard Operating Procedures. RECEIPTS 10. Except in countries where scanning by employees is expressly permitted, original (not photocopies) itemised receipts (i.e. individual description per purchased item) must be submitted. Credit card transaction slips alone are not sufficient. 11. In the occasional event that an itemised receipt is missing or illegible, the employee must indicate the receipt is not included in the expense report. 12. Receipts remain the property of AstraZeneca and must be treated in accordance with the Global Policy on Safeguarding Company Assets and Resources, the Global Retention and Disposal (GRAD) Schedule and The Archives & Records Management Policy regardless of value. RESPONSIBILITIES ASTRAZENECA APPROVERS 13. Although the primary responsibility for accurately submitting expenses rests with the employee, managers must conduct a review of expenses before approving. In particular, a manager must review to confirm that an expense: a. is reasonable in amount b. was conducted at a venue appropriate to the purpose of the Meeting c. has a legitimate business purpose d. was necessary RECEIPTS/INVOICES 14. Prudent managerial judgement must be used to determine whether an expense item is cross-checked against the receipt.

4 Global Standard LDMS_001_ Effective of 5 GUESTS 15. A valid and complete list of attendees/recipients must be provided where relevant, listing attendees / recipients with specific details e.g. Name, Position, and Organisation etc. PAYMENT OF EMPLOYEE ALLOWANCES/BENEFITS 16. You must ensure where applicable that any Allowances (e.g. Meals, Medical Benefits, Mileage) are claimed in accordance with the relevant local procedure, and that business activity did occur on the relevant dates. SYSTEM GENERATED VIOLATIONS 17. System-generated violations are highlighted by the Travel & Expenses System. Only approve if you are satisfied the system generated violation is justified. When you reject, an adequate explanation must be given to the claimant as to why, and what must be changed. TIMEFRAME FOR REVIEW AND ACTION 18. A delay in approval can result in expenses not being recorded on time as well as late payment to your employee. All Expense Reports must be reviewed and approved/rejected within five working days ABSENCE/REVIEWER PROXY 19. If you, as Approver, are going to be unavailable for a period of time, you should assign a Reviewer Proxy in the Travel & Expense Claims System to an appropriate person. 20. The authorised Approver remains ultimately accountable for the approval of that Expense Report. LEAVERS 21. The manager must ensure that the credit card of a Leaver is destroyed when they exit the company, and must ensure that all outstanding expenses have been submitted. AZ CORPORATE CREDIT CARD USAGE 22. Corporate credit cards are issued to employees in all countries in which AstraZeneca operates and must be used for business expenses wherever possible. 23. Usage of the corporate credit card for personal use is prohibited. In the unlikely event that the credit card is used in error for personal expenditure, this money must be reimbursed to the company promptly. AZ reserves the right to deduct any such sums from your salary in accordance with local law. 24. The cash withdrawal functionality is disabled. Cash must not be withdrawn on the corporate credit card and the card must not be used to purchase foreign currency or cash. Employees must use their own means to purchase foreign currency and the employee will be reimbursed according to the receipts submitted and for any bank charges incurred on their personal debit or credit card. 25. The cardholder must pursue the resolution of any incorrect/suspicious transactions in a timely manner by either contacting the merchant or the credit card company.

5 Global Standard LDMS_001_ Effective of 5 EXPENSE TYPES 26. Specific Guidance Relating to Particular Categories of Spend can be found in your local expenses policy REFERENCES Local T&E Guidelines 75db210VgnVCM aRCRD Global Business Travel Policy & Standards International Assignment Policies 1c52210VgnVCM aRCRD External Interactions AZtecs Intranet VgnVCM aRCRD AZer Intranet 2a7df110VgnVCM aRCRD Anti-bribery Anti-corruption Global Policy Global Policy on Safeguarding Company Assets and Resources The Global Retention and Disposal (GRAD) Schedule The Archives & Records Management Policy REVISION HISTORY New document Version 1 was never published on the Global Policies portal