Search Knowledge Base Articles

EXPENSE REIMBURSEMENT POLICY

Mototolo Platinum Mine – MPLATS ENTERPRISE (PTY) LTD

1. PURPOSE

This policy establishes guidelines for the reimbursement of reasonable and authorized business-related expenses incurred by employees, contractors, and suppliers during the course of official duties.

2. ELIGIBLE EXPENSES

Reimbursable expenses include, but are not limited to:

  • Travel costs (airfare, taxi, mileage, tolls, parking)

  • Accommodation and meals during business travel

  • Office supplies and materials required for work

  • Communication expenses (business calls, internet when approved)

  • Training and conference fees (pre-approved)

  • Other expenses directly related to official company business

3. NON-REIMBURSABLE EXPENSES

The following are examples of expenses NOT eligible for reimbursement:

  • Personal expenses or non-business related costs

  • Alcoholic beverages (unless pre-approved for business entertaining)

  • Fines or penalties (e.g., traffic tickets)

  • Luxury or extravagant accommodations or services

  • Expenses without proper documentation or receipts

4. PROCEDURE FOR REIMBURSEMENT

  1. Pre-Approval:
    Certain expenses, especially travel and training, require prior written approval from the employee’s manager or department head.

  2. Submission:
    All reimbursement requests must be submitted on the official Expense Reimbursement Form within 30 days of incurring the expense.

  3. Documentation:
    Original, itemized receipts and supporting documents must accompany every reimbursement claim.

  4. Review and Approval:
    The Finance Department will review submitted claims for compliance and approval before processing payment.

  5. Payment:
    Approved reimbursements will be paid via payroll or electronic funds transfer within the next payment cycle following approval.

5. RESPONSIBILITIES

  • Employees: Ensure expenses are reasonable, business-related, and supported by proper documentation. Submit reimbursement requests promptly.

  • Managers: Review and approve expense claims ensuring compliance with policy.

  • Finance Department: Verify claims, ensure timely payment, and maintain records for auditing purposes.

6. CONTACT FOR REIMBURSEMENT QUESTIONS

Did you find this article useful?

Related Articles