CODING TIPS

Meal Per Diem

  • Route Overnight Per Diem:
    • Account Managers and Area Assistants servicing customers on route requiring an overnight stay in hotel
  • Overnight Meal Per Diem – all other overnight travel $55:
    • WH support, all team meeting, trade shows, store openings
  • Extended Day Dinner Allowance $30:
    • atypical workday requiring travel late into the evening but not requiring an overnight stay

Other Meal Expense Types

  • Business Meals (attendees): highest-ranking member should pay for the meal and add the names of ALL team members present.
    • Use comment section, business purpose field or write on receipt
  • Meal Training and Education:
    • New team member meals during onboarding OR
    • When a current TM uses their PCard to purchase meals for a new team member they are training that hasn’t been through onboarding (**list “Training new TM name” in business purpose field)

Hotel

  • Hotel Route Overnight:
    • Team Members servicing VCPs on route
  • Hotel Business Development:
    • Team Members prospecting VCPs and store openings
  • Hotel Trade Shows:
    • NACS, GACS, PACE, IMPACT etc.
  • Hotel Training and Education:
    • All Team Meeting, Leaders Conference, other training opportunities
  • Hotel Warehouse Support:
    • Team Members overnight travel to support other districts for anything other than a route overnight

Supplies

  • Warehouse:
    • water, work gloves, tools, cleaning supplies, electrical cords
  • General Office:
    • pens, furniture, filing cabinet, calculator
  • Computer:
    • ink, paper, keyboard, mouse
  • Store Setup:
    • onion, pepper, bungy cords, tape

AR Personal Expense

  • Accidental personal use of your company card
    • Choose “AR-Personal Expense” and we will deduct charges from next paycheck
    • Use comment section to explain charges
    • Intentional use of your company card for personal expenses is a violation of company policy

Fraudulent Charges

  • All fraudulent charges still need to be added to an expense report
  • Code charges and credits to “AR-Company Billover” and use comment section to note explanation
  • All suspicious activity must be reported to Joyce Shew or Bryan Berry ASAP

Out of Pocket Expenses

  • Submit in expense report using appropriate expense type i.e. HOTEL – ROUTE OVERNIGHT
    • Choose Out-of-Pocket under Payment Type
    • Reimbursements will be included in following paycheck

TOP 5 MOST COMMON MISTAKES

  • Submitting meal per diem without corresponding hotel overnight charge.
    • All per diem expenses submitted without a hotel overnight charge will be sent back to team member for correction or explanation.
  • Choosing Overnight Meal Per Diem – all other overnight travel.
    • Please use Route Overnight Meal Per Diem for route overnight stays
  • Choosing Business Meal Attendees without including all team members included with the meal purchase
    • Please add TM names in the comments, business purpose field, or on the receipt
  • Choosing Hotel – Business Development for All Team and Leaders Meeting
    • Please use Hotel – Training and Education
  • Work gloves should be coded under Supplies – Warehouse
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