Homecoming Expenses

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Your main travel costs (your flight and accommodation) will be billed directly, but anticipated additional expenses could include meals*, checked bags, cell phone roaming charges for international travellers, and taxis/Ubers. 

The payroll team has made separate expense report templates available to be used when submitting your Homecoming costs for reimbursement; see the expenses confluence page here. Please use these templates and submit all Homecoming-related expenses according to the coding guidelines as provided in those templates.

If you and your teammates plan anything outside of the Homecoming agenda, please note this would come from your team's budget. 

PiggyBank

Expense Guidelines

  1. Incur expenses prudently to help us save costs related to Homecoming. For example, whenever possible, share a cab with a few coworkers on the way to and from the office.

  2. Utilize the lodging and food being provided by the team, because if they are being provided and you choose not to use them, you may not be reimbursed. For example, lunch cannot be expensed on Tuesday as we have lunch plans scheduled.

  3. Meals shared with fellow Benevity-ites are able to be expensed for those travelling as well as those local to Calgary. 

  4. Benevity will cover the cost of one alcoholic beverage per dinner. 

  5. If you have any questions on what you can or cannot expense, please check with your people leader.

MKTG-8619 - Homecoming illustrations Final-05

Expense Reports

  1. Expenses should be submitted within 60 days of being incurred.

  2. Cut off dates for expense reports can be found in the Benevity Wide Planning Calendar.

    Please note that if you submit your expenses for Homecoming within the deadline period outlined in the calendar, we will do our best to get them on your next pay. 

  3. Info on how to submit expenses can be found here.

  4. Please do not put any other expenses other than Homecoming on your Homecoming expense report, anything outside of Homecoming should be on a new expense report. Please note that the payroll team has provided links to separate expense report templates here to be used specifically for Homecoming.

  5. Please use code 535 for approved Homecoming expenses; other expenses should be coded to your own Team Code.  Note that there are detailed examples on coding included in the HoCo expenses report template.
  6.  Once your expense report has been completed, send it to your people leader for approval.  Your people leader will then either ask you to make edits to the report, or approve it and forward it to the appropriate e-mail for processing.