Travel and Entertainment With locations throughout the country, MarineMax Team Members may have to occasionally travel for business reasons. This section outlines what expenses are eligible for reimbursement or paid via Procurement Card (P-Card) and how we reimburse for expenses incurred by our Team Members
Policy Overview A. General Policy and Scope We recognize that business travel and entertainment expenses are incurred in order to further business objectives for many Team Members. The following guidelines outline the policies and procedures related to these expenses and should assist you in dealing with the majority of common business expense situations. As part of a publicly held company, MarineMax Team Members should be mindful of their fiduciary responsibility when incurring expenses on behalf of the company. For those situations not covered in the guidelines, we rely on the business ethics, common sense, and professional discretion of our team members. If confronted with a situation that you believe is not sufficiently covered within the guidelines, you should seek additional guidance and clarification from your Manager, Regional Controller, or Director of Human Resources prior to incurring the expense. Furthermore, it is the responsibility of every MarineMax Team Member to review and adhere to these guidelines. These guidelines will be periodically reviewed and updated and it is the team member’s responsibility to ensure that expenses are in accordance with the current policy prior to incurring the expense. Finally, Team Members who do not comply with this policy may be subject to withholding of reimbursement or disciplinary action, up to and including termination. B. Definition of a Business Expense A reimbursable business expense incurred by a Team Member can be described as one that (a) provides a direct benefit to MarineMax, and (b) is reasonable and appropriate, and (c) must be substantiated with evidence of the amount, time, place and business purpose of the expense. If all of these situations are true, then the expense should be submitted for reimbursement or is eligible for P-Card use in accordance with these guidelines. C. Documentation Requirements All expenses greater than or equal to $50 must be supported with detailed documentation and by original detailed receipts. Detailed documentation of expenses should include a description of the “who, what, where, when, and why” of the business expense. Detailed receipts should itemize all items that were purchased. Credit card receipts and credit card statements are not considered detailed receipts. Expenditures below $50 do not require receipts but should still include a description of the “who, what, when where and why” of the business expense. Please be advised that all detailed documentation is required for reimbursement of the expense from the company. Any exception will require a detailed explanation supported by any available documentation and the approval of the Team Member’s manager. 68
