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DORIS Expense Submission Policy

Purpose

Sentence/phraseThis explainingpolicy why we do this task
Example:Convene client leaders + decision-makers withoutlines the process for submitting expenses incurred on a DORIS teamcredit tocard, betteran understandemployee’s theirpersonal needscredit card, and mileage reimbursements.

Responsible Party

WhoAll doesDORIS the task?
Example: Sales Lead
employees

Interdependencies

What

  • A charge has been made on a DORIS credit card, or
  • An employee has incurred a personal expense (debit, credit, cash, or check).

General Rules

  • If you spend it, you send it! Every receipt must be submitted.

  • Receipts can be photos (e.g., gas pump screen, mobile order), not just paper copies.

  • Missing receipts must be tracked down by the employee.

  • All receipts are required for audit purposes.

 
DORIS Credit Card Expenses

When to happenuse: beforeFor all work-related expenses (see DORIS Handbook for details).
When not to use: Avoid personal purchases.

Submission requirements:

  • Send an email to Pat and cc: Tab within 24 hours of the purchase.

  • Include:

    • Receipt(s)

    • QB code

    • Project to bill

Tab will follow up with any questions.

 
Project Expenses

When incurred during business travel:

  • Submit all project-related expenses within 24 hours of returning.

  • Send to Pat and cc: Tab with:

    • Receipt(s)

    • QB code

    • Project to bill

You do not need to complete an expense report—Tab will add these to the project travel form.

 
Personal Credit Card, Stipends, Mileage & Per Diem

When to use: Only if you forget your DORIS card or in unusual cases. Otherwise, avoid using personal cards for work expenses.

Submission requirements:

  • Use the Expense Report Form (with Instructions tab for guidance).

  • Save the file as: Name Month Year

  • Include any receipts tied to work expenses.

Approval routing:

  • Ops Team: Send to Pat and Tab.

  • Sales/Office Manager: Send to Sam and Pat.

Notes:

  • Food receipts are not required if you use your personal card during travel; instead, claim the daily per diem rate (see GSA.gov).

  • Submit all expenses for the previous month by the 1st of the month. Expenses received after this task?deadline will not be reimbursed.

  • Example:Reimbursements will be processed within 1 week of submission and included in the next 1–2 payroll periods.

 
Mileage & Fuel

    • Mileage reimbursement covers all variable costs of operating a vehicle (gas, maintenance, insurance, depreciation, etc.).

    • Parking and tolls are reimbursed separately.

    • If using your own car:

      • The Sales Lead should have engaged with the client and vetted their fit for a project before scheduling.
        • This meeting

          Do happensnot neardouble-claim thefuel. endIf ofyou thecharged sales process. After the meeting is scheduled, the Ops Team can preparegas to conductyour theDORIS meeting.card, subtract it from your mileage claim.

        Directions

        Example:

        1. The Sales Lead meets with the VP of Operations to identify who on the Ops Team is available to facilitate the Alignment Meeting.
        2. The Sales Lead communicates with the client to find a time when the client leaders and DORIS representatives are available. 
          • Duration: 90 minutes
          • Location: In-person at the client site is preferred
          • Attendees: Client leadership team including final decision-maker, DORIS Sales Lead, DORIS Ops Rep (to facilitate)
        3. The Sales

          If Leadrenting invitesa allcar attendeesfor business travel:

            • Charge fuel to the meeting or asks the client to invite bothyour DORIS attendeescard toas thea meeting.project expense.

            • The
            Sales Lead updates the Ops Manager once the meeting is confirmed

Resources

and

Example:
Mileage Rates

Pre-salePersonal AlignmentExpenses MeetingTemplate

Analysis

QB Toolcode

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