Accounting
Practices. If you have any questions regarding the use of expense reports, call
Accounting Practices at ext. 7803 or 7307. Refer to the
following for additional expense reporting information: SM-610-4, Expense Reports - Supporting
Documentation & Reportable Expenses. SM-610-5, Expense Reports - Entertainment &
Credit Card Charges. The amount of the expenditures. The time and place of the travel and/or entertainment. The business reason and/or the business benefit derived, or expected to be
derived from the expenditure. The business relationship of the persons being entertained. Failure to adequately substantiate travel and entertainment expenditures may result in
their disallowance. Company Pays All Necessary Expenses incurred away from your base area of
operation while on company business or in connection with securing sales: i.e., travel,
lodging, meals, telephone calls, etc. Base Area Of Operation is defined as that area from which it is practical (not
additional burden) to travel home for the night. It is based on locating your living
quarters at the most advantageous point of the entire area which you must cover. Nature & Amount Of Expense May Vary by geographic location and the objective
sought. Therefore, use common sense in the disbursement of company funds. Spouse Travel is not allowed. Cash Advances. All advance expense funds are considered to be a liability of the
associate drawing them until expense reports are submitted and approved. Normally no more
than one advance should be outstanding at any given time. Corporate Aircraft Expenses. Technical Services Accounting charges out the cost
of the trip to the department of the associate incurring the expense. This is not to be
included in the expense report. Two Or More Associates On The Same Trip. Where two or more associates incur
expenses on a trip taken together, separate accounting of expenses is to be reported. Meals For Other Kohler Co. Associates will be disallowed if they are within
their base area of operation or if there is no apparent business purpose for the expense. Another Department May Be Charged if the expense report is approved by the
recipient departments manager. Maintain A Record Of Expenses Daily. All expenses to be reimbursed by Kohler Co.
should be maintained on a daily basis. A small notebook can be used for this purpose. Do
not depend on your memory. Expense Reports Due Following
Friday. It is expected that all expense reports will be submitted by the end of the
week following the week or weeks for which the advance applied. As agreed to on K-1280,
Requisition For Funds, an approved expense report will be submitted no later than 30 days
after the conclusion of the trip for cash advances. Cash Due Kohler Co. If you do not travel on company business the following week,
return the Balance Due Kohler Co. to the Cashier for a two-part receipt. Include one of
these receipts in the Expense Receipt Record K-4424 before submitting for processing. Do Not Send Cash Through The Mail. Accounting Practices will not assume
responsibility for lost cash. Send only personal checks or travelers checks made payable
to Kohler Co. to protect yourself against loss or theft. Cash Due Associate. When total expenses are greater than any advances provided,
you will be reimbursed for the difference. Approvals. All items are subject to at least your immediate supervisor's
approval. Immediate supervisors are not to approve expense reports which request
reimbursement of expenses incurred on their behalf. These expenses must be approved by the
next highest level of supervision. Some divisions or groups may require additional
approvals. Unacceptable Expenses will be brought to your attention and the approver's
attention and will be disallowed. Any disallowed items will be billed to you or deducted
from the amount due you. Reporting Omission: e.g., failure to report airline tickets, will be brought to
your attention and to the approver's attention. If the omissions are identified during the
processing of the report, the report will be returned to you for correction. If the
omissions are identified subsequent to the processing of the original report, a
supplementary report will have to be filed to account for the omitted items. Submit Expense Receipt Record K-4424 containing: Paid receipts Other supporting documentation per the instructions on the envelope. As required, check in amount due Kohler Co. Forward receipt envelope to the appropriate accounting area. 1) Petty Cash disbursements should be for legitimate and necessary business
purposes only. 2) Reimbursement of personal expenditures of any kind will not be allowed. This
includes, but is not limited to, personal or departmental refreshments, snacks or coffee
break supplies, personal health and beauty supplies, decorative supplies and cards or
gifts for other associates. Expenditures for meeting refreshments are not covered unless
non-associates or associates from outside Sheboygan County are present. Miscellaneous
refreshments may be purchased for guests from the vending machines or for larger
gatherings, they may be ordered through Administrative Services, ext. 7646. 3) All purchases must be explained with the name and affiliation of user, a
description of the item purchased and business purpose together with proper receipt
documentation. If refreshments are purchased for guests from vending machines, receipts
are not required. This information must be recorded on a Petty Cash Fund - Detail Expenses
form K-2083 and submitted on an expense report for reimbursement. 4) Cash should be counted periodically. The amount of cash plus receipts should
always total the original amount of the fund. Be aware that the fund you are responsible
for is subject to surprise audits by both the Internal Audit staff and the audit staff of
Arthur Andersen. 5) For assistance in determining acceptability of expenditures, please call
Accounting Practices at ext. 7803 or 7307. 6) Reimbursement for Petty Cash expenditures will be made by check which may be
cashed at the Kohler Co. cashiers counter or elsewhere. 7) All Petty Cash Funds must be authorized by the Kohler Co. Treasurer.
ADMINISTERED BY
Enter BOLDED, ALL-CAPITAL
margin captions and INDENTED [F4] text below.APPLIES TO All company associates.
SUMMARY
This report states the guidelines and
procedures for reporting authorized expenses while on company business.
GENERAL GUIDELINE & INFORMATION
Travel And Entertainment Expenses
are generally acceptable as business expenses provided adequate records are maintained to
substantiate:
REPORTING EXPENSES
Use Expense Report System.
Following an authorized business trip, you are required to complete an expense report to
account for all expenses and to receive proper reimbursement for expenses over and above
any cash advance given. Receipts must be mailed to your respective Accounting area for
reimbursement. Use K-4424 Expense Receipt Record.
ASSOCIATE
Submit expense report to your supervisor
for approval.
IMMEDIATE SUPERVISOR
Review for accuracy of content, approve
and forward to appropriate Accounting area for processing.
MOVING & RELOCATION EXPENSES
Reimbursement Of Moving &
Relocation Expenses. A separate expense report is to be prepared for these expenses.
See SM-202-10, Reimbursement Of Moving Expenses. Please forward to Personnel for approval.
PETTY CASH FUND GUIDELINES
Reimbursement of a Petty Cash fund
is processed through expense reports. The following rules apply: