Updated Policy and Procedure Handbook - GoodLife Fitness

The most senior level position in attendance must pay and claim for all group mealexpenses. Associates are required to act within their scope of authority, and not to shiftresponsibilities to a subordinate level. All expenses must be approved at the appropriatelevels.Miscellaneous ChargesTo offset the inconvenience of travel away from home, certain miscellaneous expensesare acceptable provided they are reasonable in nature and cost, for example:1. Laundry: if away from home for more than 7 consecutive days;2. Telephone: 1 personal long distance call for every day away from home as long asthe length of the call is reasonable3. Tips: {waiter-10%-15%}, {taxi-10%-15%}, {bell boy/valet/chambermaid-$2.00 perday maximum}________________________________________________________________________Disallowable ChargesExpenditures normally requiring the completion of an approved purchase order must notbe incurred by an associate and reported on an expense report.The following expenses will not be reimbursed and if claimed on an expense report, theamount will automatically be deducted:1. Luncheons and/or entertainment for staff2. Meeting snacks3. Gift Certificates and/or Gift Cards, Lottery Tickets4. Gifts (e.g. for weddings, birthdays, staff departures, baby showers, Christmas, etc.)5. Staff incentives initiated at the club level6. Car operating expenses (exception is company vehicles)7. Speeding or parking tickets8. Parking at your home/office is personal and will not be refunded, unless previouslyauthorized by the Administration ManagerAllowable ChargesThe following expenditures are allowed but must be approved a supervisor.1. Birthday Cards2. Sympathy Flowers, $50 max3. Meeting prizes, $10 max per meeting_________________________________________________________________________Mileage ReimbursementAll car expenses will be reimbursed on a per kilometre basis.Associates, receiving car allowance will be reimbursed at a per kilometre rate set to coverthe cost of gas. The rate at time of issuance of this policy is 15 cents per kilometre(except in province of Quebec the rate is 16 cents per kilometre). The odometer readingmust be reported on the expense report.Associates not receiving car allowance but who are required to travel on companybusiness will be reimbursed at a per kilometre rate. This rate is set to cover reasonableoperating costs. The rate at time of issuance of this policy is 33 cents per kilometre(except in province of Quebec the rate is 34 cents per kilometre).Rates will be reviewed and updated periodically. Mileage claimed should be based on thelesser of the distance from home or office. Travel to and from your home base/office ispersonal and should not be claimed. Car pools should be used whenever possible toattend club openings, conferences, and meetings. The only other allowable car expensereimbursement is for parking (other than home/office) and bridge or highway tolls.Multi Club Travel MileageConfidential and Proprietary Information of GoodLife Fitness Clubs | V16 October 2009 86