How Should NGOs Handle Liquor Bill Reimbursements in Travel Expenses? Seeking Your Advice

Dear Friends,

I am working on drafting a Policy Manual for an NGO based in Goa. We have many programs wherein we invite/send resource persons for various programs, state-wise, nationally, as well as internationally.

We need to incorporate a policy that does not encourage people seeking reimbursement of liquor bills in their Travel and Expenditure claims as we do not support the consumption of alcohol.

Kindly send in your comments and suggestions.

Hi all,

What is the policy on reimbursement of travel expenditure bills containing liquor as an item?

Joann

Dear Joanncfernandes,

Welcome to CiteHR.com - one of the largest online resources and networking sites for HR professionals. Many ethical organizations, including Public Sector Units, do not allow the consumption of liquor in their travel and entertainment expenditure claims. You can simply incorporate this into your policies. Also, mark a copy specifically to the finance/accounts section so that they do not pass such bills.

Warm regards.

Greetings,

I agree with what Raj has pointed out. Please consider the following points for the Travel Expense Policy. You may need to include this list as a Non-reimbursable clause.

Nonreimbursable Expenses and those Requiring Higher Approval

Associates are often concerned about whether a particular expense is reimbursable. The following is a list of expenses that will normally not be considered for reimbursement or require higher than immediate supervisor approval. Any questions should be discussed with your supervisor.

Expenses Not Reimbursable

1. In-room movies at hotels
2. Mini-bars
3. Laundry and valet services for trips of three days or less. Expenses incurred on ironing are reimbursable, irrespective of the duration of the trip.
4. Membership fees for Airline and Frequent Flyer Clubs
5. Membership in health clubs
6. Hotel club memberships
7. Incremental costs of double over single occupancy rates when a spouse or guest is not in an authorized travel status
8. Hotel charges associated with cancellations where reasonably prudent actions were not taken to avoid such charges
9. Loss of personal funds and property
10. Parking tickets for traffic violations
11. Clothing
12. Personal charges on a credit card
13. Airline upgrades (Where it is not approved by the functional coach)

Regards, (Cite Contribution)