Ausenco policies

periods of reduced long-distance rates.A record of all long distance calls made in connection with a project should be maintained, whether chargedvia credit card, made to Ausenco’s offices, or paid for directly by the traveler (to be documented in theExpense Account form).Employees are encouraged to use Skype, Lync or Facetime (either computer to phone or computer tocomputer) where possible.13 Finance13.1 Expense AccountThe purpose of the expense account is to track the list of and also to reimburse the employee for, expensesincurred during business travel. All expenses must be recorded on an Expense Account form within threedays following the return of the employee to the office. The following are some procedures to note whencompleting expense accounts:Each expense account should indicate your name, home company, employee number, dateand project number to be chargedDetails of your travel itinerary are to be noted under "Record of Travel"Receipts are required for all expenses and must be attached to the expense account form.Receipts smaller than a letter or A4 page should be attached (glued/double side tape) to ablank page appended to the expense accountRecord expenses BY DAY, under the correct column(s) providedExpenses incurred for different projects must be recorded on separate Expense Accountforms. Expenses for different currencies for a single project shall be on separate expenseaccountsNon-reimbursable expenses (i.e. entertainment expenses) must be recorded on a separateExpense Account formThe following personal expenses will not be reimbursed and if incurred will be the responsibility of theemployee:Alcoholic beverages other than judicious consumption with the dinner meal. NOTE: Nomachinery or vehicles should be operated after consumption. The employee shall not returnto work if any alcohol has been consumed.Consumption of alcohol from an in-room mini-bar, however consumption of water, juice, sodapop etc. is acceptable.Visits to bars or local night spots, unless client entertainment is involved. In this case, theexpense must be claimed on a separate expense account identifying the names of the guestsBusiness lunches between Ausenco employees, unless approved by the OperationsManager.HR Manual – Canada EmployeesDate: 1 June 2013 Document uncontrolled when printed 26