How are different expense categories treated in New Zealand for reimbursement?

Expenses Invoicing Requirements

Ensure all expenses claim submitted by the employee is with receipt attached except mileage and Per diem.

Passports/Work Permits/Visa

Reimbursable - Expenses for obtaining/maintaining a passport may

be reimbursable upon supervisory approval and will form a Taxable Expense.

Transportation Expenses

Reimbursable

Per diems

Reimbursable without receipt(80$-Domestic). Per Diems Are Allowed and VG-Defined

Air Travel/Bus and Train

Reimbursable

Taxi, Cabify, Uber, and related apps

Reimbursable

Car Rental

Reimbursable

Car Parking Fees

Car parking is only claimable where it is required at or near a client’s premises. Parking at home or at the office is not reimbursable.

Tolls

Reimbursable - Toll fees are only claimable where travel is required from the home office or the office

to/or returning from a client.

Other Business Travel-Related Expenditure

Reimbursable with receipts

Travel Insurance

Reimbursable with receipts

Mileage and Fuel

Reimbursable without receipt and rates are as per the policy

Accommodation

Reimbursable with receipts

Meals (travel/events/during work)

Reimbursable with receipts

Client Entertainment

Reimbursable with receipts - Approval prior to incurring

entertainments costs is required.

Staff Entertainment

Reimbursable with receipts - Approval prior to incurring

entertainments costs is required.

Mobile Phone bills

Reimbursable with receipts only for business purpose

Broadband (Internet)

Reimbursable with receipts only for business purpose

Computer Equipment, Software, Office Space, Furniture, Phones, Other Assets

Below 500 USD reimbursable, Above 500 USD (Gross up) - Internal Fixed Asset Policy

Furniture

Below 500 USD reimbursable, Above 500 USD (Gross up) - Internal Fixed Asset Policy

Stationery

Reimbursable with receipts only for business purpose

Gifts

N/A

Coworking and Office Rentals

Any monthly, quarterly or yearly office rental of any cost (Above or less than $500) will not be reimbursed through expenses and be considered though gross-up paid via main run.

Bank Charges

Annual Fees for Bank Credit Cards can be reimbursed if it is a work only credit card and an actual cost, and receipts would be required for records.

Foreign Currencies

Reimbursable with receipts

Annual subscriptions

Reimbursable with receipts

Training Expenses

Reimbursable with receipts

Medical Claims/Health Check Up and related items/Medical Insurance

Any “Personal Health Insurance Premium” claims under FRP must be grossed up. When an employee has a health insurance and submits it for reimbursement, this should be treated as an expense to be grossed up.

Exception and Other tpyes of expenses

Xray and MRI charges can be reimbursed through FRP as a normal process. (As per MSP).

If the expenses claim under Self-care, eg: Gym /massage /Yoga /Human Dance /Wellness / Fitness, it shall fall under taxable expenses and is paid through FRP but also we add this in CXP as Expense for Reporting Purpose only.

Event expenses (trade shows/conferences)

N/A

Meals (travel/events/during work)

N/A

Di minimus expenses (Tips, no receipt)

N/A

Payroll Reporting

N/A

Additional Reporting

N/A

Review process

N/A