The purpose of this policy is to provide Supplier, its employees, agents or subcontractors with guidance related to travel and expenses in order to fulfill the services requested by Ingersoll-Rand or its affiliates, as applicable (“Buyer”). This policy establishes responsibilities, expense reporting and company reimbursement practices.
To be reimbursable, travel and expenses must conform to this policy and be pre-approved by Buyer in writing.
This policy sets forth the general rules related to how travel and expenses of Supplier may be reimbursed. The term “affiliate” means an entity that directly or indirectly through one or more intermediaries, controls or is controlled by, or is under common control with, Ingersoll-Rand Company.
Buyer shall reimburse the Supplier for reasonable costs for travel and expenses, subject to Buyer’s prior written approval.
Ingersoll Rand’s Business Partners Code of Conduct and Ingersoll Rand’s Code of Conduct (“Codes”) support Buyer’s values and helps Buyer comply with specific laws and regulations. The Codes specifically prohibit payments that would violate the Foreign Corrupt Practices Act ("FCPA") or any other law that prohibits corrupt payments, bribery or other improper inducements to non-U.S. officials (including employees of public international organizations such as the United Nations) in connection with any business transactions or payments.
Suppliers should use their best judgment when traveling for Buyer business and make expense decisions with Buyer’s best interests in mind, in a manner consistent with the spirit of the policy. Travel expenditures should be consistent with business needs and Supplier should neither gain nor lose financially due to business-related travel.
Buyer’s preferred travel suppliers must be used at all times, unless they are not available to the Supplier or if the Supplier can acquire less expensive rates through their own preferred suppliers. Supplier shall work with Buyer’s primary contact to get a list of Buyer’s preferred travel suppliers.
No Miscellaneous or Incidental Expenses:
Incidental and miscellaneous expenses are generally not reimbursable by Buyer. Travel time, when not conducting work under the related agreement and statement of work (e.g. time spent driving or waiting to board an airplane), is also not reimbursable. Other examples of inappropriate, non-reimbursable expenses include, but are not limited to: movies, periodicals, gambling, money spent on adult entertainment or at a sexually oriented venue.
Invoicing for reimbursement:
Expenses must be billed monthly, in arrears, and at cost with no markup. All applicable receipts shall be included in each invoice sent to Buyer for expense reimbursement. Receipts must be legible and are subject to Buyer’s audit. Costs related to t assembling and submitting invoices and receipts to Buyer are not reimbursable to Supplier. Payment of reimbursements hereunder will be made using the same payment terms applicable for the underlying transaction between Buyer and Supplier.
Exceptions to this policy can only be granted in special situations with the advanced written approval of the Buyer and Supplier must submit a copy of the written exception with their invoice.
Note that in the event of a conflict between this policy and a written agreement between the Buyer and Supplier, such written agreement governs.
Policy Revised August 26, 2014