Version: 1

Effective Date: November 2023

1. Purpose

The purpose of this Expenses Policy is to establish clear guidelines and procedures for the reimbursement of business-related expenses incurred by employees of Complete Food Solutions limited. By providing a framework for responsible and transparent expense management, we aim to ensure consistency, fairness, and compliance with company policies and applicable tax regulations. All expenses should be reasonable and where possible at the lowest available price for each category of expenses.

2. Scope

This policy applies to all employees, contractors, and individuals authorized to incur expenses on behalf of Complete Food Solutions Limited.

3. Expense Categories

3.1 Travel Expenses:

· Airfare, train, or bus tickets, mileage

· Accommodations

· Ground transportation (e.g., taxis, rental cars)

· Meals

3.2 Business Meetings and Events:

· Registration fees

· Meals and refreshments

· Venue rental

· Entertainment (must be approved by company director)

3.3 Office Supplies:

· Purchases of office supplies essential for business purposes

3.4 Communication Expenses:

· Mobile phone charges directly related to business activities

· Internet and data charges for business purposes

3.5 Miscellaneous Expenses:

· Other expenses deemed necessary for business operations (with proper justification)

4. Expense Approval Process

4.1 Pre-Approval:

· Employees where applicable pre-approval should be gained for all expenses before incurring them. This includes submitting a detailed expense request outlining the purpose, estimated costs, and any supporting documentation.

4.2 Receipts and Documentation:

· Original receipts and supporting documentation must be retained for all expenses. Receipts should include details such as date, vendor name, items purchased, and amounts.

4.3 Expense Report Submission:

· Employees are required to submit detailed expense reports within [specified timeframe, e.g., 14 days] of incurring expenses. Reports should include a summary of each expense category, along with attached receipts.

4.4 Approval Process:

· Expense reports will be reviewed and approved by the director of Complete Food Solutions Limited. The approval process ensures that expenses align with company policies and were incurred for legitimate business purposes.

5. Reimbursement Process

5.1 Timely Submission:

· Once an expense report is approved, reimbursement will be processed promptly. Reimbursements are typically issued in the next payroll cycle.

5.2 Payment Methods:

· Reimbursements can be issued via direct deposit or as a separate check, as specified by the employee.

6. Expense Violations and Consequences

6.1 Policy Violations:

· Any violation of this Expenses Policy may result in non-reimbursement of expenses and disciplinary action, up to and including termination.

6.2 Fraudulent Expenses:

· Submitting false or fraudulent expenses is considered a serious offense and may result in immediate termination and legal action.

7. Record-Keeping and Auditing

7.1 Record Retention:

· All expense-related records, including receipts and reports, must be retained for a minimum of [specified duration, e.g., 3 years] for auditing purposes.

7.2 Auditing:

· Complete Food Solutions Limited reserves the right to conduct periodic audits to ensure compliance with this policy.

8. Exceptions and Special Circumstances

8.1 Exceptions:

· Exceptions to this policy may be granted on a case-by-case basis, subject to management approval.

9. Communication and Training

9.1 Communication:

· This Expenses Policy will be communicated to all employees upon hire and will be readily available for reference.

9.2 Training:

· Training sessions on this policy will be provided to new employees, and refresher courses will be conducted periodically.

10. Review and Updates

10.1 Policy Review:

· This Expenses Policy will be reviewed regularly to ensure its continued relevance and effectiveness.

10.2 Updates:

· Updates to the policy will be communicated to all relevant parties, and the latest version will be made available to employees.