Company Business Practice
Financial Invoices
Date Approved: April 16, 2010 Reference No.: 4-11025
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PURPOSE
This business practice establishes guidelines and approvals needed for purchase transactions to be
paid using the Financial Invoice (FI) process.
SCOPE
This business practice applies to Company operations worldwide.
ROLES AND RESPONSIBILITIES
Authorized Approver: Responsible for approval of transactions in compliance with the Code of
Business Conduct, Company policies, and business practices.
The Authorized Approver is to make certain that transactions for which he/she is
responsible are in compliance with all Company policies and business practices and the
Code of Business Conduct before submitting those transactions for FI processing. Also see
the “Proof of Delivery” section below.
BUSINESS PRACTICE
Due to the nature or low dollar value of some purchase transactions, it is not always possible, or
desirable, to use the full functionality and requirements of SAP MM Processing. The FI process exists
for the purpose of expediting payments for the purchase of such goods and services without
compromising internal controls. The FI process is a disbursements process only and does not alter an
individual's level of authority or exempt any transactions from compliance with any other existing
policy requirements.
Nonpayroll related payments for the purchase of goods and services used in the ordinary course of
business can be processed through SAP using one of four different processes:
MM Processing that includes the use of Requisitions, Purchase Orders, and Proof of Delivery in
a three-way matching process
Expense Claim process for travel and entertainment (T&E) expenses
Procurement Card where available
Financial Invoice (FI) process
The FI process can generally be used for
purchase transactions under USD2,500,
purchase transactions over USD2,500 with an executed priced contract in Halliburton Contract
Management (HCM) and an Approved Priced Outline Agreement in SAP between Halliburton
and the supplier, or
purchases of items in the FI Approved List set forth below.
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An SAP requisition is not required for any FI processing. Regionally, a manual requisition may be
encouraged to comply with local requirements and/or facilitate processing as determined by the
appropriate Hemisphere Finance Management.
The FI process may not be used for purchase transactions, regardless of value, involving:
Capital Assets (see Company Policy 3-02070, “Acquisition of Property, Plant, and Equipment”)
Inventory
Production Orders
Traceable Plant Maintenance Parts (Maintenance Department requirement for SAP part
numbers, which are necessary for certification and Maintenance Order record purposes.)
The above types of invoices or requests for payments for purchases of goods and services by
Halliburton must be processed through SAP MM processing, which includes Requisitions, Purchase
Orders, and Proof of Delivery in a three-way matching process.
Additionally, the following list of items for an individual is to be processed through the Expense Report
process and may not be processed as FIs. See Company Business Practice 4-11059, “Travel and
Entertainment Expense Reporting,” for additional information.
Cellular or Mobile Phone for Individual Employees (excludes Group Billings)
Monthly dues for professional, business, pleasure, recreational or other social purposes
Individual Customer Entertainment
Monthly Membership Fees (see Company Business Practice 4-44087, “Club Memberships”)
Subscriptions
All requests for payment for purchases through the FI process must include the proper account code,
an authorized approval signature or electronic approval within the FI work flow process, and the
Authorized Approver's user ID number. The Authorized Approver evidenced by their approval is
confirming full compliance with the Company’s policies and business practices as they relate to the
specific transaction.
The vendor must also be approved and set up in the SAP Master File in accordance with Company
Business Practice 4-11156, “Procurement Processes Manual.” Additionally, due diligence, as described
in Company Business Practice 4-44180, “International Business Relationships Due Diligence Evaluation
Levels,” may be required for certain international vendors to determine if they are financially viable
and have the capacity to perform the required services under the high standards of ethics and
integrity that are required by the Company. Authorized Approvers are validated by the appropriate
Business Support Center against the authority approvals and limits maintained in SAP. See Company
Business Practice 4-11044, “SAP Requisition Approval Authority,” for guidance on requisition approval
authority. All Authorized Approvers must have an SAP security profile that is complete with the
applicable approval authority limits (ZREL requisition authority). Authorized Approvers may only
approve FI transactions that are at or below their ZREL requisition authority. Approval requirements
for FI invoices are maintained within FI work flow tables by company code and are subject to change
by the Regional F&A Manager. (See the FI work flow tables by company code within SAP.)
FI Approved List (see Appendix A for suggested GL coding)
Accounting fees (See Company Policy 3-02130, “Services of Independent Public Accountants,”
and Company Business Practices 4-10944, “The Use and the Reporting of the Activities of
Independent Accountants,” and 4-44180, “International Business Relationships Due Diligence
Evaluation Levels.”)
Advertising
Agency/agent sales commissions (See Company Policy 3-31112, “International Commercial
Agents (ICAs) [Level 5 International Business Relationships],” and Company Business Practice
4-44180, “International Business Relationships Due Diligence Evaluation Levels.”)
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Attorney and expert witness fees and expenses/legal third-party provider and court costs
(Requires approval of the Tax, Law, Trust Investment, Treasury, or Risk Management
Departments depending on which department retained the attorney; see also Company
Business Practices 4-44135, “Tax Advisors,” and 4-44180, “International Business
Relationships Due Diligence Evaluation Levels.”)
Board and IT Advisory members fees and expenses
Catering other than for on-site dining facilities and locations where employees are housed
Corporate memberships (Individual memberships are paid through T&E.)
Courier services
Currency conversion charges
Customs duties and fees (See Company Policy 3-15700, “International Non-Commercial
Agents (INCAs) [Level 3 International Business Relationships],” and Company Business
Practice 4-44180, “International Business Relationships Due Diligence Evaluation Levels.”)
Charitable contributions (See Company Business Practices 4-10980, “Obtaining Approval for a
Charitable Contribution and Accounting for the Donation,” and 4-44180, “International
Business Relationships Due Diligence Evaluation Levels.”)
Employment-related background checks
Expatriate housing miscellaneous expenses invoiced to the Company
Freight & Associated expenditures (i.e. demurrage, stevedoring, uploading, import duties,
brokerage, crates for shipping charged to a cost center or for Baroid only to Account #210525
Freight Inventory Suspense)
Fuel (diesel, gasoline, and propane)
Garnishments
Government agencies
Group employee activities
HalPac matching funds
Insurance/bonds premiums and expenses, claim settlements, third-party administration fees,
asbestos activity, brokers fees, preventive care programs; additional approvals required (see
Company Policy 3-02140, “Risk Management”)
Joint interest billings
License fees excluding software licenses (e.g. vehicle license)
Medical expenses-employment related
Moving expenses (see Company Business Practice 4-11238, “Employee Relocation”)
News/information service providers
Petty cash reimbursements
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Postage
Prepaid rents (real estate/facilities)
Recruiting fees (paid to search/placement firms)
Reference material with a direct business purpose for a department or work group
Reproduction or graphic design
Retirement and benefit plan expenses and actuarial expenses
Royalties
School fees for dependents
Security personnel for special events or circumstances
Services normally provided by banks and brokerage agencies
Tax Advisors (both legal and accounting) as defined in Company Business Practice 4-44135,
“Tax Advisors” (See also Company Business Practice 4-44180, “International Business
Relationships Due Diligence Evaluation Levels.”)
Taxes including those not related to corporate income (See Company Business Practice 4-
44133, “Approval of Non-U.S. Corporate Income Tax Payments.”)
Training, seminars, and certification classes or fees and accreditation classes
Translator fees
Travel and entertainment (T&E)-Travel approved through centrally billed corporate card
account managed and submitted for payment by the Halliburton Travel Center (HTC); includes
air travel, rental cars, and lodging (See Company Business Practice 4-44194, “Halliburton
Travel Services.”)
Travel paid by host country or through centrally billed corporate cards managed by HTC. (for
T&E paid directly by the Company to a travel agency approved by HTC primarily for non U.S.
activity)
Utility bills such as telephone, gas, electricity, garbage collection, cable service, water, and
sewage
Vessel supplies (potable water, groceries, lubricants, fuel)
Additional Processing Requirements
Approved Priced Outline Agreements
It is the responsibility of Procurement and Materials to put in place executed priced contracts
in Halliburton Contract Management (HCM) and Approved Priced Outline Agreements in SAP
between Halliburton and suppliers. Also note t