All items purchased for client gifts from the company store adhere to our company policy outlined in the ZRG Company handbook: Business Development Gifts, Section 6-Accounting, subsection 6-1 Business Expense Reimbursement.

For all employees outside of US, we will follow notice period requirements according to the employment laws of your country. Please refer to the notice period expectations in your employment agreement.

‍

[[divider]]

‍

Overview

Employees will be reimbursed for reasonable approved expenses incurred in the course of business in accordance with IRS guidelines and ZRG Partners Business Travel & Expense Reimbursement Policy. Employees are expected to exercise restraint and good judgment when incurring expenses and expenses must be properly documented, submitted, and approved to be eligible for reimbursement. You should contact your supervisor in advance if you have any questions about whether an expense will be reimbursed. ZRG Partners utilizes Concur Travel & Expense to automate the reporting, approving, and processing of travel & business expense reports. For US employees, American Express Global Business Travel is the company’s travel management partner and should be used for booking all business airfare, rail, and lodging. Note that in reading these policies, pre-approval means written approval (signature or email) of the CEO, COO or CFO of ZRG Partners.

IRS accountable plan rules

In order to avoid treatment as taxable to an employee in the US, any reimbursement to an employee must follow IRS Accountable Plan rules. Under these rules, reimbursements and/or allowances are not considered taxable income to the employee if the expense has a reasonable business connection, is reported to the employer within a reasonable amount of time, and any excess reimbursement/allowance is returned to the employer. Non-US based employees should refer to governing rules for their specific country.

Expense reporting & reimbursement

All expense reporting will be processed through Concur Travel & Expense and expense reports are to be completed on a monthly basis. Each employee shall be given access to this program and may log into their account at https://www.concursolutions.com. Itemized receipts are required in most cases and employees are expected to enable Concur’s e-receipts feature and utilize the ExpenseIt mobile app to facilitate report generation. Please a refer to the chart below for reimbursement method and schedule. It is the responsibility of the employee to notify accounting of any error on their expense report that results in an overpayment and ZRG Partners reserves the right to reverse any overpayments which have occurred for any reason. Employees should plan to submit only one expense report per month, expenses from multiple months may be combined onto a single report if needed.

Expense report cycle

US employees:
Expense reports completed and submitted require a minimum of 2 business days for processing and approval. Additional time may be required for items which fall outside of normal policy or for items which require additional support.

Non-US employees:
Expense reports completed and submitted require a minimum of 2 business days for processing and approval. Additional time may be required for items which fall outside of normal policy or for items which require additional support.

Payment cycle

US employees:
Weekly, expenses approved by Friday will be paid in the Concur batch the following week.

Non-US employees:
Twiice a month on or about the 10th and the 23rd calendar day, subject to revision.

Payment method

US employees:
Direct Deposit through Concur program

Non-US employees:
Wire

[[divider]]

Business development expenses:

Gifts
For all gifts, the business purpose of the gift must be documented including the name of the recipient as well as the details of the amount spent. Gifts should not be lavish, or for personal purposes, and monetary gifts are not allowed. Gifts for ZRG employees will not be reimbursed and ZRG employees should comply with the policies of our clients as they pertain to gifts given to their employees. Per IRS regulations, gifts >$25 are not deductible business expenses so care should be taken to stay under that amount. However, for gifts which are shared by multiple people, e.g. holiday gift baskets sent to an office, this limit may not apply.