1) Purchasing of office supplies is managed and approved by the Purchasing Liaison under the spending authority of the Senior Vice President to whom they report.
2) Within each office, supply purchases are coordinated and monitored by the Purchasing Liaison to ensure that supplies are distributed effectively, that supplies are not unnecessarily duplicated, and that purchases are cost efficient allowing for bulk purchases and cost comparisons.
3) To initiate the process, staff completes a Supply Order Request Form, PO, or submits the order electronically via the office supplier’s website.
4) The PL reviews all manual orders and inputs any additional items to be ordered into the office supply vendor’s website. The PL reviews all electronically submitted orders for appropriateness then submits all orders for processing weekly, entering one authorization for the entire order.
5) When the supplies arrive, the PL compares the items received to the invoice and the PO. The PL stores or delivers the supplies to the appropriate departments then delivers the original documents to Accounting for processing.
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Policy: The following provisions govern the reimbursement of all travel and entertainment
expenses and miscellaneous charges incurred on behalf of Enterprise Florida.
Purpose: To ensure that all travelers manage EFI funds prudently and are able to receive prompt
reimbursement for their business related travel expenses.
Scope: This policy is applicable to Enterprise Florida, Inc. (EFI) and its economic development
services subcontractors.
Definitions:
Appropriate Member of Senior Management: the member of the Senior Management Team that is directly up the chain of command from the traveler. The person may or may not be the employee’s direct supervisor.
Complete and Accurate Expense Reports: Complete and accurate expense reports include all necessary receipts, authorization forms and authorizing signatures. Charge card statements or any portion of the statement are not considered appropriate receipts and will not be accepted as documentation. Submission of the expense report to Accounting without the supervisor’s authorizing signature is considered incomplete and will not be processed until the supervisor’s signature is received.
Senior Management (Senior Manager): President/CEO, Executive Vice President/COO, Chief of Staff, and each division’s Senior Vice President.
Traveler: EFI staff member; or, business consultant or contracted service provider on authorized travel.
I. Travel Authorization
All travelers have the responsibility of ensuring that their manager is aware of and approves of any travel before the expenses are incurred. For in state travel formal travel authorization forms may be used at the manager’s discretion. For out of state travel, a formal travel authorization form must be approved by the employee’s immediate supervisor and submitted with the expense reimbursement request.
II. Rental Car
A. If a rental car is needed, travelers are expected to use reasonable prudence in selecting a rental car provider. Unless pre-approved by the Division’s Senior Vice President, travelers are expected to rent standard to intermediate automobiles.
B. Travelers should consider the cost of renting a car versus driving their own. Unless other factors exist, travelers should consider renting a car when the business miles are expected to exceed 90 miles in a single day. Travelers should also consider the length of the trip in determining whether to rent a vehicle or drive their own. To assist staff with this decision, following is the mileage reimbursement from Orlando to each of our offices:
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C. Travelers should use the EFI corporate AMEX card for all car rentals. For domestic rentals, rental car insurance is included when the traveler pays with the corporate AMEX card and travelers should decline any additional coverage.
D. For international rentals, the traveler should accept all insurance coverage provided.
E. Travelers must have a valid driver’s license in good standing and maintain the state required minimum insurance.
III. Reimbursement for Personal Car Usage
A. Employees may use their personal car for business purposes:
If it is less expensive than renting a car, taking a taxi or alternate transportation, and/or
If it is more timely than taking public transportation, and/or
When transporting company goods for delivery, and/or
When transporting clients.
B. Frequent use of personal vehicles for business is not encouraged. It is the personal responsibility and requirement of the owner of the vehicle being used to carry adequate insurance coverage for their protection and for the protection of any passengers. Travelers must also possess a valid driver’s license. See Item F below. C. Travelers will be reimbursed for business usage of personal vehicles at the Internal
Revenue Service rate of $0.565 per mile. This represents reimbursement for all vehicle related expenses including, but not limited to, gasoline, wear and tear, and personal auto insurance.
D. Business usage is defined as only those miles and tolls that are greater than the normal business commute to the traveler’s office location.
E. Travelers will not be reimbursed for any repairs to their personal vehicle even if these costs result from business travel.
From To: Miles
Round trip
Mileage cost @$0.565/mi Orlando office Coral Gables office 486 $274.59 Orlando office Tallahassee office 520 $293.80 Orlando office Tampa (airport area) 176 $ 99.44 Orlando office Jacksonville 280 $158.20
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F. The traveler must be able to present upon request, a valid Florida driver’s license and proof of the state required minimum insurance if a personal vehicle is used for business travel.
G. A car allowance is available for Senior Management. In addition to the car allowance, they may claim an additional reimbursement of $0.565 per mile for business usage of a personal vehicle for all trips greater than 30 miles roundtrip. Also, parking and tolls incurred during business use of the vehicle may be reimbursed.
H. When traveling on company business, travelers are encouraged to check each state’s law governing the use of electronic devices while driving when traveling to these destinations.