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{"sheet":"T's & C's","index":0,"n_rows":57,"n_cols":4,"rows_kept":57,"merged":[[0,0,0,9],[10,0,10,1],[22,0,22,1]],"flags":["formulas_cached_only"]}
["Expense Claim Procedures"]
[]
["With effect from 1st October 2010, the following procedures need to be adhered to with regards to the claiming of expenses."]
[]
["As we have grown, it has become necessary to institute the need for expenses to receive approval prior to the expense taking place. "]
[]
["It is important to note that if all the conditions are not complied with, the expense WILL NOT be refunded and will be for your own account."]
["This will be seen as unauthorised expenditure and the company will not be considered as liable."]
["It is also required that the expense claim is signed by the staff member claiming."]
[]
["Submitting the Claim:"]
["When the claim is submitted, the pre-approval must be ATTACHED to the claim along with the "]
["relevant invoices and proof of payment if a credit card was used. "]
["If payments are made via a credit card and there is no slip eg: certification exams, a copy of your "]
["credit card statement is required. The credit card statement is also required for payments made by "]
["credit card for forex expenses so the exchange rate can be confirmed."]
[]
["Claims will only be paid if accompanied by the ORIGINAL invoice/slip."]
[]
["Where possible, the invoices must be made out to First Distribution and our VAT number must be included on the invoice. "]
["VAT No. 4630195222. The VAT number does not need to appear on entertainment expenses but all other."]
[]
["Approval Process:"]
["Please find below the criteria to be followed as to whether approval is required, from whom and who should be paying the bill:"]
["In all cases, a pre-approval must state the amount approved and what expenses are covered."]
[]
["Entertainment:"]
["The Account Manager who's customer is being entertained, must pay the bill at all times (unless they are not present)."]
["Account Managers can entertain their clients without approval up to R500.00. (Please refer to the Account Manager tab for more detail)"]
["If the expense is expected to be above R500 - preapproval must be obtained from the General Manager. (Tony for ITS and Peter for NIS)"]
[]
["Brand Managers can entertain their vendors without approval up to R500.00. (Please refer to the Brand Manager tab for more detail)"]
["If the expense is expected to be above R500 - preapproval must be obtained from the General Manager. (Ludwig for ITS and Peter for NIS)"]
[]
["Travel Expenses:"]
["All travel must be pre approved by the relevant General Managers."]
["* Full costs to be listed for approval eg: Accomodation, car hire, etc"]
["* Air travel invoices must have the original boarding passes attached or no refund will be eligible."]
["* No travel may be booked and the account sent to the company for payment - all bills must be settled with the supplier of the service"]
["  by the staff member directly. First Distribution will not assume liability for this expense in this case and you will need to settle and then claim."]
["* The maximum that can be claimed per day for meals - lunch and dinner R200.00."]
["  Breakfast is typically included in the accomodation rate."]
[]
["Other/Miscellaneous:"]
["* No money whatsoever may be spend by any staff member on behalf of the company without pre-approval by Debbie A or Caron P. "]
["* Training courses / certification exam refund claims must be accompanied by an invoice, passing certificate and proof of payment."]
["* Pre-approval for training expenses are required from the General Managers."]
[]
["Petrol:"]
["* No petrol to be claimed via this Expense Claim procedure"]
["* If long distance travel is required ie. Trip from JHB to Bloemfontein, prior approval is required from"]
["   the General Managers. If approved, please revert to Caron as to how the claim is to be submitted."]
["   The following info will need to be provided. Please note the refund is prepared as per the AA's rate for petrol only."]
["        Make and Model ",null,null,"Purchase price"]
["        Engine capacity",null,null,"Annual Distance  (KM)"]
["        Year ",null,null,"Vehicle type (eg passenger diesel)"]
["        Date purchased"]

{"sheet":"Account Managers","index":1,"n_rows":13,"n_cols":1,"rows_kept":13,"merged":[[0,0,0,9],[16,0,16,1],[29,0,29,1]],"flags":["formulas_cached_only"]}
["Expense Claim Procedures - Account Managers - ITS"]
[]
["With effect from 1st October 2010, the following procedures need to be adhered to with regards"]
["to the claiming of expenses."]
[]
["* Only Sales Teams that are above 80% of GP target Year-to Date may entertain clients based on the T's & C's tab."]
["   Sales Teams below this level must get approval's in all cases."]
[]
["* Sales Teams with monthly entertainment \"allowances\" operate as per their sales plans T's & C's."]
["  Any entertainment for your clients, irrespective of who pays the bill, will be allocated against this allowance, except when "]
["  the General Manager initiates the expense."]
[]
["Please refer to the 2011/2012 Sales Plans for updated information."]

{"sheet":"Brand Managers","index":2,"n_rows":15,"n_cols":1,"rows_kept":15,"merged":[[0,0,0,9],[23,0,23,1],[36,0,36,1]],"flags":["formulas_cached_only"]}
["Expense Claim Procedures - Brand Managers - ITS"]
[]
["With effect from 1st October 2010, the following procedures need to be adhered to with regards"]
["to the claiming of expenses."]
[]
["* Should a Brand Manager want to entertain a client that is allocated to a Sales Team, pre-approval must be obtained from the relevant  "]
["   Account Manager as this expense will be allocated against their allowance and the same rules for the Account Managers will apply."]
[]
["* Should a Brand Manager want to entertain a client that is NOT allocated to a Sales Team, pre-approval must be obtained from the relevant  "]
["  General Manager. (Tony in this case)"]
[]
["* Any spend for marketing must be pre-approved by Guy Duncan.  "]
["   This spend as far as possible must form part of the pre-approved marketing plans that be formulated over the next few months. "]
[]
["Please refer to the 2011/2012 Incentive Plans for updated information."]

{"sheet":"Claim Form Entertainment","index":3,"n_rows":24,"n_cols":10,"rows_kept":24,"merged":[[5,0,5,1],[5,2,5,4],[5,5,5,6],[5,7,5,8],[7,0,7,1],[7,2,7,4],[7,5,7,6],[7,7,7,8],[9,0,9,9],[10,1,10,2],[10,5,10,6],[11,1,11,2],[11,5,11,6],[12,0,12,9],[13,1,13,2],[13,5,13,6],[14,1,14,2],[14,5,14,6],[15,1,15,2],[15,5,15,6],[16,1,16,2],[16,5,16,6],[17,1,17,2],[17,5,17,6],[18,1,18,2],[18,5,18,6],[19,1,19,2],[19,5,19,6],[20,1,20,2],[20,5,20,6],[21,1,21,2],[21,5,21,6],[22,1,22,2],[22,5,22,6],[23,0,23,7],[24,2,24,3],[24,5,24,7],[25,2,25,3],[25,5,25,7],[26,2,26,3],[26,5,26,7],[27,2,27,3],[27,5,27,7],[28,2,28,3],[28,5,28,7],[29,2,29,3],[29,5,29,7],[30,2,30,3],[30,5,30,7],[31,2,31,3],[31,5,31,7],[32,5,32,7]],"flags":["formulas_cached_only"]}
[]
[]
[null,null,"EXPENSE CLAIM FORM - Entertainment"]
[]
[]
["STAFF NAME",{"$nulls":4},"CLAIM DATE",null,"2011-05-03T10:55:40.530"]
[]
["STAFF SIGNATURE",{"$nulls":4},"CLAIM VALUE",null,{"v":0,"d":"R 0.00"}]
[]
["Example"]
["2006-05-26","Giovanni's",null,"Credit Card","Lunch: Vision IT Account No. COR001","Chris Bar and Henry Sangster, FD staff - Shane and Tony",null,4,"R10 000.00","ITS Entertainment"]
["Date","Vendor/Supplier",null,"Payment method","What is the expense for, who is the Reseller and what is their account number?","Who was entertained and which FD staff attended",null,"Total No. of Guests","Amount ","Allocation "]
["Claims - Entertainment"]
{"$rows_empty":10}
["Claim Total",{"$nulls":7},{"v":0,"d":"R 0.00"}]

{"sheet":"Claim Form Travel","index":4,"n_rows":24,"n_cols":9,"rows_kept":24,"merged":[[5,0,5,1],[5,2,5,4],[5,5,5,6],[5,7,5,8],[7,0,7,1],[7,2,7,4],[7,5,7,6],[7,7,7,8],[9,0,9,8],[10,1,10,2],[10,5,10,6],[11,1,11,2],[11,5,11,6],[12,0,12,8],[13,1,13,2],[13,5,13,6],[14,1,14,2],[14,5,14,6],[15,1,15,2],[15,5,15,6],[16,1,16,2],[16,5,16,6],[17,1,17,2],[17,5,17,6],[18,1,18,2],[18,5,18,6],[19,1,19,2],[19,5,19,6],[20,1,20,2],[20,5,20,6],[21,1,21,2],[21,5,21,6],[22,1,22,2],[22,5,22,6],[23,0,23,6],[24,2,24,3],[24,5,24,6],[25,2,25,3],[25,5,25,6],[26,2,26,3],[26,5,26,6],[27,2,27,3],[27,5,27,6],[28,2,28,3],[28,5,28,6],[29,2,29,3],[29,5,29,6],[30,2,30,3],[30,5,30,6],[31,2,31,3],[31,5,31,6],[32,5,32,6]],"flags":["formulas_cached_only"]}
[]
[]
[null,null,"EXPENSE CLAIM FORM - Travel"]
[]
[]
["STAFF NAME",{"$nulls":4},"CLAIM DATE",null,"2011-05-03T10:55:40.530"]
[]
["STAFF SIGNATURE",{"$nulls":4},"CLAIM VALUE",null,{"v":0,"d":"R 0.00"}]
[]
["Example"]
["2006-05-26","Kulula",null,"Credit Card","Oracle Lunch & Learn in Durban - airfare","Brandon McDonald",null,{"v":2000,"d":"R 2,000.00"},"ITS Local Travel"]
["Date","Vendor/Supplier",null,"Payment method","Reason for the Travel & Expense detail","Who is traveling",null,"Amount ","Allocation "]
["Claims - Travel"]
{"$rows_empty":10}
["Claim Total",{"$nulls":6},{"v":0,"d":"R 0.00"}]

{"sheet":"Claim Form Overseas Travel ","index":5,"n_rows":24,"n_cols":13,"rows_kept":24,"merged":[[5,0,5,1],[5,2,5,4],[5,5,5,6],[5,7,5,9],[7,0,7,1],[7,2,7,4],[7,5,7,6],[7,7,7,9],[9,0,9,12],[10,1,10,2],[10,5,10,7],[11,1,11,2],[11,5,11,7],[12,0,12,12],[13,1,13,2],[13,5,13,7],[14,1,14,2],[14,5,14,7],[15,1,15,2],[15,5,15,7],[16,1,16,2],[16,5,16,7],[17,1,17,2],[17,5,17,7],[18,1,18,2],[18,5,18,7],[19,1,19,2],[19,5,19,7],[20,1,20,2],[20,5,20,7],[21,1,21,2],[21,5,21,7],[22,1,22,2],[22,5,22,7],[23,0,23,7],[24,2,24,3],[24,5,24,7],[25,2,25,3],[25,5,25,7],[26,2,26,3],[26,5,26,7],[27,2,27,3],[27,5,27,7],[28,2,28,3],[28,5,28,7],[29,2,29,3],[29,5,29,7],[30,2,30,3],[30,5,30,7],[31,2,31,3],[31,5,31,7],[32,5,32,7]],"flags":["formulas_cached_only"]}
[]
[]
[null,null,"EXPENSE CLAIM FORM - Overseas Travel "]
[]
[]
["STAFF NAME",{"$nulls":4},"CLAIM DATE",null,"2011-05-03T10:55:40.530"]
[]
["STAFF SIGNATURE",{"$nulls":4},"CLAIM VALUE",null,{"v":0,"d":"R 0.00"}]
[]
["Example"]
["2006-05-26","Marriott",null,"Credit Card","IBM Partner Conference London - Hotel Accomodation","Ludwig Dedekind",null,null,"Euro ",{"v":75,"d":"75.00"},{"v":9.6,"d":"9.60"},{"v":720,"d":"R 720.00"},"ITS O/seas travel"]
["Date","Vendor/Supplier",null,"Payment method","Reason for the Travel & Expense detail","Who is traveling",null,null,"Foreign Currency","Foreign Value","Rate of Exchange","Rand Value","Allocation "]
["Claims - Overseas travel"]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
[{"$nulls":11},0]
["Claim Total",{"$nulls":7},0,{"v":0,"d":"0.00"},null,{"v":0,"d":"R 0.00"}]

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[]
[]
[null,null,"EXPENSE CLAIM FORM - Other"]
[]
[]
["STAFF NAME",{"$nulls":4},"CLAIM DATE",null,"2011-05-03T10:55:40.530"]
[]
["STAFF SIGNATURE",{"$nulls":4},"CLAIM VALUE",null,{"v":0,"d":"R 0.00"}]
[]
["Example"]
["2006-05-26","Makro",null,"Credit Card","New chairs for the Durban Sales Office - and names listed",{"$nulls":3},"R10 000.00","ITS Fixed Assets"]
["Date","Vendor/Supplier",null,"Payment method","What is the expense for?",{"$nulls":3},"Amount ","Allocation "]
["Claims - Other"]
{"$rows_empty":10}
["Claim Total",{"$nulls":7},{"v":0,"d":"R 0.00"}]