Spreadsheet: jonathan_mckay__16833__ T&E form
Sheet: Guidance

 | T&E Reimbursement Report
 | Instructions and GL Accounts
 | You may refer questions to: AP Helpdesk, Stamford, [PHONE]
 | All employees must use the T&E form located on the bank’s intranet at http://stmweb.stm.swissbank.com/TE_Expenses/index.html.  T&E forms that are received with improper or incomplete coding or approval will be returned to the claimant.
 | Employees must obtain approval for expense reports prior to submitting them to Accounts Payable.  Signing authority is based on rank, and approval limits are as follows:
 | Rank | Maximum Expense Amount
 | Associate Director | 1000
 | Director | 10000
 | Executive Director | 50000
 | Managing Director | Unlimited
 | Please note that employees may not sign their own expense reports, regardless of rank, and that a subordinate may not sign his manager’s expense report, regardless of the subordinate’s rank.  Also, some business areas have implemented additional approval requirements.  Please check with your business manager to determine the specific T&E policy in your department.
 | Listings of valid company codes, cost centers and GL accounts are available on the intranet at http://ldndomweb.ldn.swissbank.com/ggl/gglcontrolgroup.nsf/MAINFRAMESET.  From this page, click on “Request Forms” and select from the available options.  For an easy reference, please review the listing of GL accounts most commonly used on T&E forms included below.
 | The following information is required on all T&E reports submitted to Accounts Payable:
 | GPIN (Global Personal Identification Number): This is a nine-digit identifier that is unique for each employee.  To determine an individual’s GPIN, go to https://peopleplus.ldn.swissbank.com/scripts/nd_CGI_50.exe/Wand/pgAdvancedSearch and type in the family name and the given name of the person.  Then click the “search” icon at the bottom right of the screen.  The employee’s GPIN is in the top right-hand corner of the information box that appears.  In the event that more than one employee name appears, click on the yellow arrow to the left of the name of the relevant employee.
 | Employee Classification, Check one: Indicate your employee status by placing a check on the appropriate line.
 | Employee Name (Last, First): Enter the name of the claimant, last name first.
 | Cost Center name: Enter the name of the cost center or business area that is to receive the charge.
 | Cost Center Number: Enter the five digit cost center number.  Please note that an employee’s cost center is listed in the same information box as his GPIN.
 | Company code: Enter the four digit company code assigned to the employee’s cost center.  To determine the company code, go to http://ldndomweb.ldn.swissbank.com/ggl/gglcontrolgroup.nsf/MAINFRAMESET and select “Communication” from the right-hand side of the screen.  Then select “North America,” at which point several options will appear in the center of the screen.  Choose “List of Cost / Profit Centers” and search column “A” of the Excel spreadsheet that appears for the cost center.  The assigned company code is displayed under column “D”.
 | Period Covered in this Report: Enter the time period over which the expenses were incurred.
 | Please State Business Purpose (Enter in column E, Text will wrap): Enter a brief description of the business purpose for the claimed expenses.
 | Expense Type: All expenses should be summarized by expense type on the first page of the T&E report.  Also, there are separate columns within the form that must be used depending on the purpose of the expense (i.e. training, non-project, etc.).  Please use the second page to provide the detail of expenses by receipt.
 | Ten Character General Ledger Code: Enter the appropriate ten digit GL account for the type of expenses summarized in each row on the first page of the expense report.  The GL accounts most commonly used on expense reports are as follows:
 | Account Number | Account Description
 | [PHONE]-Annual staff parties
 | [PHONE]-Books
 | [PHONE]-Car Rental - Client
 | [PHONE]-Car Rental - Non-Client
 | [PHONE]-Chauff/Limo/Car Svcs - Client
 | [PHONE]-Chauff/Limo/Car Svcs-Non-Client
 | [PHONE]-Club membership
 | [PHONE]-Donations
 | [PHONE]-Education - Seminars
 | [PHONE]-Gifts - Client
 | [PHONE]-Gifts (Corporation)
 | [PHONE]-License Fees
 | [PHONE]-Meals & entertainment - Client
 | [PHONE]-Meals & entertainment-Non-Client
 | [PHONE]-Misc Expense - Other
 | [PHONE]-OE  Mobile usage
 | [PHONE]-OE  Telephony usage
 | [PHONE]-( tolls, parking & mile)-Client
 | [PHONE]-(tolls,parking & mile) -Non-Client
 | [PHONE]-Pagers
 | [PHONE]-Postage Expenses
 | [PHONE]-Printing Services
 | [PHONE]-Promo- Prof Dues
 | [PHONE]-Promotional Gifts
 | [PHONE]-Staff Entertainment
 | [PHONE]-(non travel inc. overtime meals)
 | [PHONE]-Subway/local rail - Client
 | [PHONE]-Subway/local rail - Non-Client
 | [PHONE]-Taxi - Client
 | [PHONE]-Taxi - Non-Client
 | [PHONE]-Tckts-Sprts,Thtre & OE -Client
 | [PHONE]-Tckts-Sprts,Thtre & OE-Non-Client
 | [PHONE]-Training
 | [PHONE]-Travel Airfare/Rail - Client
 | [PHONE]-Travel Airfare/Rail - Non-Client
 | [PHONE]-Travel Lodging - Client
 | [PHONE]-Travel Lodging - Non-Client
 | [PHONE]-Travel Meals / Subst.- Client
 | [PHONE]-Travel Meals / Subst -Non-Client
 | Please note that the above list contains only the most commonly used accounts, and is by no means exhaustive.  Consult the comprehensive account listing available on the [NAME] for additional accounts.
 | In addition to the information that is always required on the T&E form, the claimant must also include the following information, where applicable:
 | For Entertainment Expenses, Include All Client/Employee Names, Firm Names, and [NAME] and Reason for the Entertainment: Please record this information on the second page of the T&E form or a separate attachment, where relevant.
 | Internal Order Number (Clients or Projects): Enter a project or client code for all applicable expenses.  PLEASE NOTE THAT YOU MUST INCLUDE A SEPARATE EXPENSE LINE FOR EACH APPLICABLE PROJECT CODE ON THE FIRST PAGE OF THE T&E FORM.  FOR EXAMPLE, IF YOU HAVE $100 OF PROJECT ENTERTAINMENT THAT IS TO BE EVENLY SPLIT BETWEEN TWO PROJECT CODES, THE FIRST PAGE OF THE FORM SHOULD CONTAIN TWO LINES OF PROJECT ENTERTAINMENT FOR $50 EACH.
 | Please make sure to include the name and telephone number of the individual that prepared the T&E form, the claimant, and the approver.  Both the claimant and the approver must sign the T&E form prior to reimbursement.  In the event that the Accounts Payable staff can not discern who the approver is, the form will be returned to the claimant.
 | All receipts and supporting documentation must be affixed to letter sized paper and stapled to the back of the T&E form.  Original receipts are required for all expenses over $25.  Finally, all employees are responsible for obtaining an original VAT eligible receipt for all lodging expenses incurred in Europe.  Accounts Payable will not reimburse any expense for lodging in Europe without an original VAT eligible receipt.