• Only expenses related to AMS business are covered by this policy and expenses of a personal nature will not be reimbursed.
• Expenses for a spouse or other individual accompanying the employee will not be reimbursed, however special consideration may be given with prior approval.

• When appropriate, the Employee may be requested to use a personal automobile for travel purposes.
• AMS will reimburse any out of pocket expenses for such travel but will not pay mileage. AMS will assist the Employee claim for such mileage as a valid tax deduction from the Government.
• Travel to and from the airport will not be reimbursed, however parking at the airport will be paid.
• In general, local trips by an Employee are not claimable, but where an Employee makes frequent trips in the normal performance of their duties, special consideration may be given with prior approval.

• AMS does not have a Company Automobile.

General

• The Employee’s place of work will be based out of their personal residence.

Equipment and Supplies

AMS will pay for telephone, fax, Internet access, and other required office supplies pertinent to the business of AMS.
• AMS will supply required computers and associated equipment necessary to perform work related duties.
• Providing the necessary Property and Theft Insurance coverage of AMS company equipment at your home or during your travels, will be the responsibility of AMS. Within reason, all necessary precautions will be taken on behalf of the Employee to safe guard AMS company equipment.

Office Space

• AMS will not pay for rent, lease, repairs & maintenance, cleaning materials, utilities such as heating and lighting, capital cost allowance, property taxes, house insurance, mortgage interest, or other similar costs to use this portion of their personal residence. AMS will assist the Employee claim for such expenses as a valid tax deduction from the Government.

General

• When traveling beyond the city of Calgary (or normal place of residence) when required to perform Work in another city, AMS considers those to be travel expenses.
• Travel expenses are the ordinary and necessary expenses of traveling away from home for your business, profession, or job.
• To minimize costs for the client, AMS will reimburse costs associated with adding car rental insurance coverage for SEF20 (Loss of Use), SEF25 (Collision), and/or SEF27 (Legal Liability for Damage to Non-Owned Automobile) or similar Endorsements to your personal automobile policy.

Airfare and Hotel

• AMS will attempt to prepay airfare and hotel. In some situations, the Client may prepay for airfare and hotel expenses.
• The Employee understands that a Client of AMS may stipulate travel conditions and the Employee will endeavor to respect the Client’s requests.
• If airfare and hotel are unable to be prepaid by AMS or the Client, the Employee understands that they may be required to provide payment for such expenses.

Car Rental

• Car rental and associated expenses such as rental insurance, parking fees, bridge & road tolls, and gasoline.
• Work-related running costs for a car owned or leased by somebody else – a borrowed car.
• Fares for taxis or other types of transportation between the airport or train station and your hotel, the hotel and the work location, and from one customer to another.
• Expenses for using the Employee’s personal car are covered in Personal Automobile.

Incidentals

• Reasonable small expenditures where it is either impractical or impossible to acquire receipts may be claimed. Such expenditures would include such items as meter parking, coin telephone, subway tokens, reasonable gratuities for baggage assistance, etc.
• While receipts are not required, such actual expenditures must be itemized for each travel day.

Cash Advances

• In general, travel advances will not be given to Employees, however special consideration may be given with prior approval.
• Costs will be reimbursed in advance of travel for expenses incurred in order to obtain discounts e.g. airline tickets purchased in advance in order to obtain discounted pricing.
• In the event a trip, for which a cash advance was provided, is cancelled, a refund of the cash advance may be immediately requested.
• Unused portions of Cash Advances should be returned along with the completed expenses form.
• Further advances will not be granted if previous advances have not been accounted for or repaid.

Other

• Meals, out of province (state and/or country) travel emergency medical insurance premiums, and other required living expenses within reason.
• Tips you pay for services related to any of these expenses.
• Proof of cost of obtaining foreign currency.

• AMS will not reimburse employees for the use of their own equipment except for the cost of business calls necessarily incurred while carrying out their duties, and where detailed evidence of the costs is submitted.

• AMS does not provide a corporate credit card to its Employees.
• If a separate credit card is required to keep track of work related expenses, or an increase in credit limit is required, AMS will assist the Employee with documentation required from the Bank or other such lenders.
• With prior approval from AMS, AMS may suggest each Employee get a personal USA Visa for company travel in the USA. AMS's accounting department will add those credit cards to the web banking capabilities so that the outstanding balances can be paid directly should the need arise. AMS will assist the Employee with documentation required from the Bank or other such lenders in obtaining a personal USA Visa.

• The Employee will provide proof of payment for incurred expenses to AMS, before AMS will reimburse the Employee for such expenses.
• Expense Statements submitted between 15th and end of month will be paid with the next payroll at the 15th. Expense Statements submitted between 1st and 15th of the month may make the 15th. If company travel is heavy, there could be an extra cheque run at the end of the month. Extenuating circumstances may occur if Doug (who has signing authority of the cheques) is ever out of town for a month.
• The Reimbursement Payment is not late until any deadline is upon us. If this affects any personal financial planning, it is the Employee’s responsibility to make appropriate arrangements. It is best that there is no dependency on early payment from AMS to meet personal financial obligations.
• For all expenses not submitted to AMS for repayment, and if those expenses are applicable to local and current tax laws, the Employee may claim for such incurred expenses as a valid Employment Expense tax deductions from the Government.

There are no general questions at this time.