EXPENSE TYPE HELPER In an effort to assist with commonly asked questions and guidance for timely submission of expense reports, the Expense Type Helper was created as a quick reference tool. This tool is not a substitute for the Corporate Finance Manual (CFM) or US Policies & Proceduures (USP&P) guidelines. You may obtain and read the CFM's and USP&P through the Abbott Homepage for exact wording to policies and procedures. Examples/Additional Expense Type Expense Detail Required Documentation Information Will pre-pop into the Company Card Screen Issued to restrictive groups and only in the expense report system (CTE) and Further expenses should be added to the Advance Request used for hotel, car rental, meals and should be added to an expense report within expense report to reconcile the advance. other business related expenses. two weeks of travel completion. Awards to Employee Employee Special Compensation form required for any dollar amount, and must be Itemized Receipt if $25 and greater. Amex Gift Check attached to the expense report. Social Includes Amex Gift Checks Employee Special Compensation Form security numbers must be included for all recipients. Cash equivalents include any instrument Employee Special Compensation form that may be used in lieu of cash, such as required for any dollar amount, and must be deposits to debit cards, bearer checks, Itemized Receipt if $25 and greater. Cash Award attached to the expense report. Social travelers checks, widely accepted gift Employee Special Compensation Form security numbers must be included for all certificates, such as Amex, Visa or any recipients. instrument that may be redeemed in cash by the holder. Gift Certificates that are not widely Employee Special Compensation form accepted, such as restaurant gift required for any dollar amount, and must be certificates, are considered non-cash Itemized Receipt if $25 and greater. Gift Certificate attached to the expense report. Social awards. Gift certificates that allow the Employee Special Compensation Form security numbers must be included for all employee to receive a reduction of the recipients. balance on his or her account are cash equivalents. Non-Cash awards bearing Abbott logo or name greater than $250, and length of service or retirement gifts greater than $400 require an employee special If the award is under $25 per recipient, add Itemized Receipt if $25 and greater. compensation form. only your name under attendees and put in Employee special compensation form for Included in this expense type are: Safety the comments section that the award is under Non-Cash awards greater than $25, Non- Non-Cash Award plaques and trophies, Awards bearing $25 per recipient. Over $25 per recipient Cash awards bearing Abbott logo or name Abbott name or logo, Length of service required a list of the employee(s) the greater than $250, and length of service or or retirement and all other non-cash award(s) was given to. retirement gifts greater than $400 awards. Gift Certificates that are not widely accepted, such as restaurant gift certificates, are considered non-cash awards. When expensing communications, statement must include name of account holder as well as a breakdown of charges, note that Communications only current charges will be reimbursed and negative amounts or credits cannot be applied or paid. If the statement is issued under a spouse/partner, please indicate in remarks section of expense entry why the statement is not under the employee's name. Itemized receipt required for expenses $25 Current charges only. Bundled packages and greater. Documentation should 1st Home Business Line Monthly home business line charge must be broken out on the bill. Early contain employee name, current charges termination fees are not reimbursable. and total charges (summary pages showing this information). Itemized receipt required for expenses $25 Current charges only. Bundled packages and greater. Documentation should 2nd Home Business Line Monthly fax line charge must be broken out on the bill. Early contain employee name, current charges termination fees are not reimbursable. and total charges (summary pages showing this information). Itemized receipt required for expenses $25 International calling cards. Does not and greater. Documentation should Calling card used while traveling for business Calling Card include air cards or wireless modem contain employee name, current charges purposes only cards and total charges (summary pages showing this information). Monthly cell phone charges and blackberry bills. Equipment is NOT included under this Current charges only. Bundled packages Itemized Receipt if $25 and greater, Only Cellular/Mobile Phone expense type, ONLY usage charges. must be broken out on the bill. Early the invoice summary pages are required Accessories should be placed under desk termination fees are not reimbursable. for reimbursement. supplies Itemized Receipt if $25 and greater, Only Daily Wireless Network Charge Daily fee for internet usage outside of plan Wireless Hot Spot Fees the invoice summary pages are required for reimbursement. Itemized receipt required for expenses $25 Current charges only. Bundled packages and greater. Documentation should Monthly Internet Service Provider Monthly internet bill must be broken out on the bill. Early contain employee name, current charges (VPN) termination fees are not reimbursable. and total charges (summary pages showing this information). Updated 9/10/2018 1 EXPENSE TYPE HELPER In an effort to assist with commonly asked questions and guidance for timely submission of expense reports, the Expense Type Helper was created as a quick reference tool. This tool is not a substitute for the Corporate Finance Manual (CFM) or US Policies & Proceduures (USP&P) guidelines. You may obtain and read the CFM's and USP&P through the Abbott Homepage for exact wording to policies and procedures. Examples/Additional Expense Type Expense Detail Required Documentation Information Itemized receipt required for expenses $25 Current charges only. Bundled packages and greater. Documentation should Pager Monthly pager bill must be broken out on the bill. Early contain employee name, current charges termination fees are not reimbursable. and total charges (summary pages showing this information). Company Car Company Car Expense (Applicable only to Fleet Car participants, unless otherwise noted) City Stickers Stickers for company cars only Copies of application acceptable. Itemized Receipt if $25 and greater. Must be selected and added from company Company Car Charge Must be expensed monthly. No Documentation Required card. Itemized Receipt if $25 and greater. For For use by employees that are not issued a Company Car Oil - PHH card holders you must have an PHH card Approval letter from Fleet Company Car Wash Car wash and detailing No Fleet approval letter required. Itemized Receipt if $25 and greater. For use by employees that are not issued a Itemized Receipt if $25 and greater. For Gasoline PHH card. Comment must be included in - PHH card holders you must have an report Approval letter from Fleet License & Taxes For company cars only Copies of application acceptable. Itemized Receipt if $25 and greater. Emergency tow, tire repair, lockout, and Itemized Receipt if $25 and greater. Other Company Car Expense - maintenance repair Approval Letter from Fleet Traffic ticket or toll violation issued by Contact [email protected] to Traffic Violation For company cars only Element dispute Itemized Receipt if $25 and greater. For Window Fluid For company cars only - PHH card holders you must have an Approval letter from Fleet Itemized Receipt if $25 and greater. For Wiper Blades For company cars only - PHH card holders you must have an Approval letter from Fleet Conference/Seminar Itemized Receipt if $25 and greater. Current charges only. Includes Receipt from vendor should include the Audio Conference Conference calls Intercall/WebEx conferences employees name and detailing the service provided. Invoice must include name and date of Registration fees are reimbursable in Other Conference/Seminar conference/seminar and proof of Itemized Receipt if $25 and greater. advance payment. Driver Safety training and SMITH Training Work related training courses are allowed, tutition is NOT Itemized Receipt if $25 and greater. allowed. Registration fees are reimbursable in Invoice must include date of conference User Conference Itemized Receipt if $25 and greater. advance and proof of payment. Itemized Receipt if $25 and greater. Current charges only. Intercall Receipt from vendor should include the Video Conference Conference calls with video conferences employees name and detailing the service provided. Display Cost Approval and documentation must be Approved by Division Review Expenses with prior approval from the Approval and documentation must be attached to report. Refer to US Policies Procedure division attached to report. & Procedures (USP&P) for details Purchase of equipment over $500 are Itemized Receipt if $25 and greater, If over exception to policy and require the $500 approval from the Corporate V.P. of Audio Visual Equipment Fee Rental fees for audio visual equipment. Corporate V.P. of Purchasing and the Purchasing and the appropriate Divisional appropriate Divisional Controller Controller approval. Booth Setup/Breakdown Service Cost associated with setting up booth - Itemized Receipt if $25 and greater Itemized Receipt if $25 and greater, General Program Support Form (If for an May be funded,