Meals in conjunction with meetings where Company business is discussed are considered business meals.
Given the differences in cost of meals throughout the region, the regional policy does not make reference to what is considered reasonable in regards to expenditure on meals and drinks. Countries can set specific limits or establish guidelines on what can be spent on meals and drinks. Adherence to those limits is the responsibility of the approving line managers and will be reviewed by regional and local finance for compliance.
Proper PeopleSoft (or manual) documentation of the business purpose is essential. It should include:
• Name, title and company affiliation of those attending.
• Business reason/purpose of meals.
• Name of restaurant or other establishment at which the meeting was held.
• Original receipt for meals of US $30 or more, including tips. Employees will adhere to local tax and regulatory authorities' requirements for documentation of both business and personal meals; to the extent they are more stringent than the regional policy.
Business meal expenses should be incurred and submitted by the most senior person of the host organization for reimbursement on a travel expense report. The practice of a subordinate paying for business meals for himself/herself and their manager is not authorized.
Reciprocal entertainment or meals among Company personnel which does not involve a specific business purpose, is not permitted and will not be reimbursed.
Direct billing of business meals in restaurants to the Company is not authorized.