A. Company issued credit cards are available to any employee who travels more than twice per year. EFI will reimburse the employee for the annual membership fees (excluding any reward program fees). If an employee chooses to use their personal card for business expenses, EFI will not pay annual card fees and will not be responsible for paying for additional travel related insurance.
B. Corporate credit cards may not be used for personal expenses except in the case of an emergency that occurs while on business travel.
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C. Employees are responsible for paying their corporate issued AMEX cards in full promptly each month. All corporate card bills are due and payable upon receipt. Extended payments will not be allowed. The current status of the employee’s corporate card may be found and monitored at www.americanexpress.com
D. Enterprise Florida does not reimburse for late payments or finance charges. E. Misuse of the company issued credit card may result in:
Notification sent to employee’s supervisor, appropriate member of Senior Management for that division and the Vice President, Human Resources & Office Services.
Suspension or cancellation of charge privileges, or
Other disciplinary action as deemed necessary by the Senior Manager and the Vice President, Human Resources and Office Services.
VI. Reimbursement of Expenses
A. Expense reports should be submitted to direct supervisor within 15 business days of the travel or event through the Concur On-Line Expense Reporting Module. Once received the supervisor will review and approve the reimbursement and submit to Accounting within 10 business days of receipt.
B. Non-travel related expenses such as iPhone apps or equipment must be approved in advance by the appropriate level of senior management and or IT.
C. Items such as shirts or other articles of clothing with the EFI logo should be purchased by the Marketing & Communications department and not by the traveler directly. Per IRS guidelines, uniforms or clothing provided by an employer are excludable from taxable income if they are 1) specifically required as a condition of employment and 2) they are not worn or adaptable for general use as ordinary clothing.
D. Original receipts should be scanned and attached to the electronic expense report. Any writing on the back of the receipt should be scanned or copied to a separate piece of paper. Stapling, highlighting and taping over the print on receipts should be avoided as it will damage the print and make the receipts unreadable.
E. In the event of a holiday, board meetings, or other extenuating circumstances, payment processing may be delayed. In this event, the Office Managers for each location will be notified with the anticipated date for processing.
F. If corrections to any expense reports are needed, the expense report will be returned to the traveler for correction as soon as possible, to enable rapid re-submission to Accounting.
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For information on other travel related expenses, please consult the Enterprise Florida Travel Manual.
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Policy: It is the policy of EFI to exercise sufficient internal controls for the protection of all funds
under its auspices
Purpose: To establish a procedure for the payment of authorized goods, services and distributions
for EFI’s related parties.
Scope: This procedure is applicable to the Florida Development Finance Corporation, the State
Small Business Credit Initiative, and the Florida Opportunity Fund.
Definitions
Check Request: A document prepared by EFI staff to request the payment of an invoice, which
must be approved by the appropriate staff member or officer.
Invoice: A document prepared by the vendor that indicates the description and price of goods or
services and other applicable information.
Distribution: A disbursement of funds from the Florida Opportunity Fund investments repaying
capital investment and/or realized investment gains.
Wire Transfer: A disbursement of funds utilizing electronic means to withdraw funds from our
company accounts and automatically deposit it into another account, either internally or externally.
Standard Check and Wire Process:
1) The Senior Accountant completes the Request for Payment and Wire Payment Instructions (when applicable), attaches all documentation received related to the transaction, then forwards to the appropriate staff members for approval.
2) The Director of Accounting; the Vice President, Capital Programs; Manager of Capital Programs; and/or the SVP of Administration and Minority, Small Business Entrepreneurship & Capital (“MASBEC”), must approve all requests in accordance with EFI’s standard purchasing policy. 3) Requests up to $5,000 must be approved by one of these individuals. Requests over $5,000
must be approved by two of these individuals.
4) Once the requests are approved, the Senior Accountant forwards the package to the Director of Accounting to review the documentation, confirms funds are available in the appropriate cash account, requests transfers if necessary, and codes for posting.
5) Payments to be made via check are forwarded to the Accounting Assistant to process in accordance with EFI’s standard check processing procedure.
6) Payments via wire transfer are forwarded to the Accountant to enter into the Wells Fargo CEO platform where the wires are held in queue to be approved by authorized personnel . The Accountant prints a copy of the report, attaches it to the wire request and gives both documents to the Director of Accounting to review and release.
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7) The Director of Accounting reviews and releases the wire, then returns the request to the Accountant to print the approval form showing the federal wire reference number and post to GP.
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Policy: It is the policy of EFI to exercise sufficient internal controls over the disbursements of funds
through the execution of an outgoing wire transfer.
Purpose: To establish a procedure for the execution of outgoing wire transfers.
Scope: This procedure is applicable to Enterprise Florida, Inc. and its affiliates for wire transfers.
Definitions
Wire Transfer: A disbursement of funds utilizing electronic means to withdraw funds from our company accounts and automatically deposit it into another account, either internally or externally.
Process:
1) A request is initiated by an individual or division on a “Payment Request Form”. The request must be approved by the person with delegated authority over that division.
2) The Requestor then prepares the Wire Transfer Request with all applicable account information for our accounts and those of the payee.
3) The request is then forwarded to Accounting for processing.
4) The Accountant reviews the request for accuracy, then forwards it typically to one or more of the EFI authorized check signers who sign it indicating their approval. Requests greater than $5,000 require two signatures. The authorized list of check signers are:
President/CEO SVP Administration EVP/COO Director, Accounting
Vice President, Capital Programs* Director, Capital Programs*
*only for FDFC, FOF, and SSBCI Accounts
5) The Accountant enters the wire information into the Wells Fargo banking platform where the wires are held in queue to be approved by authorized personnel. The Accountant prints a copy of the report, attaches it to the wire request and gives both documents to the Director of Accounting to review and release.
6) The Director of Accounting reviews and releases the wire, then returns the request to the Accountant to print the approval form showing the federal wire reference number and then post to GP.
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Policy: The following provisions govern the use of any company-issued mobile device that makes
or receives phone calls, leaves messages, sends messages, surfs the Internet, or downloads and allows for the reading of and responding to email.
Purpose: To establish a written policy on the usage of Company-supplied mobile devices.
Scope: This procedure is applicable to Enterprise Florida, Inc. (EFI).
Definitions:
Company-issued Mobile Devices: any EFI issued mobile device or similar device. All company- issued mobile devices and related equipment are the property of EFI. An employee may be financially responsible for loss, damage, or failure to return assigned equipment.
Information Technology (IT): the person or designee responsible for all EFI Company-issued mobile devices. This person is responsible for obtaining all Company-issued mobile devices and cellular related equipment and all service related issues.
I. Procedures for Using Mobile devices