Invoice #231001 to Maanta Theatre

Maanta Theatre Expenses Policy

Such policies are designed to guide on the submission of expenses while giving clear guidance to staff members at Maanta Theatre to ensure that claims are taken care of promptly, very fairly, and transparently.

1. General Principles
Maanta Theatre will reimburse those expenses incurred in direct support of its mission. Such include the production and promotion of Somali-focused cultural theatre. Team members should use good judgment and seek approval when in doubt about an expense.

1. Pre-Approval: Try to get pre-approval for as many expenses as possible with a manager or department head, especially high-cost items.
2. Reasonable and Necessary: The claim shall be reasonable and necessary for the Project or operational need.
3. Documented: Claims are supported by original receipts or invoices showing the expense incurred. Where paper receipts are not available electronic versions will be accepted.

2. Qualified Expense Categories

For convenience, the categories of eligible expenses and the rules for each are outlined below:

2.1 Travel Expenses
Maanta Theatre supports travel that is necessary for subsidized productions, workshops, community events, or outreach activities.

• Transportation: The airfare (economy class only), train or bus fare for official travel are reimbursed.
Mileage. A standard rate per mile/km applies for the use of a personal vehicle where that is the most economical option. Parking charges for official business travel are reimbursable, but parking tickets or fines for speeding are not.
- Accommodation: All official business stay will receive standard overnight accommodations including conference or production locations approved by the agency. Non-luxury hotels are preferred.
- Meals: While on mission, the meal allowance is on a daily basis that is only for breakfast, lunch, and dinner without alcohol.

2.2 Event and Production Costs
These are all costs of staging plays and other events.

Venue Rental- comprises of theatre space, rehearsal studios, and public engagement spaces.
• Costumes and Props: Purchase or rental expenses of those costumes, set pieces and props without which the production cannot be realized.
Technical Equipment: Rent or buy lighting, sound, and all other technical equipment.
- Licensing Fees: All copyright or performance rights fees needed for its creation.
- Marketing and Promotion: This includes approved ads, print, and media publicity pertaining to the production.

2.3 Office and Administrative Expenses
It also reimburses reasonable administrative expenses for everyday operations.

- Office Supplies: This will include paper, pens, and printer ink for official tasks.
- Software and Tools: Any subscription or licensing fees associated with software used in the production, administration, or promotional activities.
- Communication Costs: Includes phone and internet expenses if essential for project completion.

2.4 Hospitality Expenses
It can host events like networking events, community meetings, and post-production gatherings.

- Donor, Sponsor or Collaboration Meetings Refreshments for meetings with donors, sponsors or collaborators in direct support of Maanta Theatre's cause.
Community Events: Low food and beverage costs to host events at the Maanta Theatre for community events.
- Team Meetings: Small, approved gatherings, such as end-of-production parties, for team morale.

3. Ineligible Expenses

The following are not reimbursed expenses to prevent confusion:

- Personal Expenses: Clothing, personal items, entertainment, and other unrelated costs.
- Fines and Penalties: Including parking tickets and traffic violations.

- Unauthorized purchases. Items not approved or outside the scope of the objectives of Maanta Theatre. - Alcohol: Liquor products are not covered if pre-approved in advance for community events.

4. Expense Submission Process

Step 4.1 Report All Expenses

For prompt and proper reimbursement, please note the following:

1. Fill Out the Expense Form: Fill out the form indicating the category for every expense, the amount, and purpose of the expense.

2. Attach Receipts: Attach original or digital receipts with the report. Missing receipts shall be accounted for and described by reason.

3. Proof of Approval: Attach proof of pre-approval, if necessary (e.g., email from manager).

4. Time-bound Submissions: Expenses to be submitted within 30 days from the date of incidence.

4.2 Approval and Review Process

All expenses submitted will be reviewed by the finance team to ensure the expenditure conforms to this policy. Final approval from managers or department heads may also be required for higher expenses.

1. Pre-application review: The finance team checks for documentation and eligibility.

2. Reimbursement: Once approved, reimbursable allowable costs are paid.

3. Reimbursement: There is reimbursement within 14 business days of approved amounts by way of direct deposit or similar means. 

5. Expense Policy Infractions Failure to implement the policy may result in delayed or denied reimbursements. Violations include: - Expenses incurred without receipt or any paper work cannot be reimbursed. - Non-Allowable Costs: Application for non-refundable costs will not be entertained. - False Claims: Any false expense claim may be subject to disciplinary action. 

6. Additional Support and Guidance Any questions on eligible expenses or the submission process should be referred to the finance team. Also, when in doubt, seek pre-approval for big or unusual expenses to ensure that these are within policy guidelines. 

7. Policy Updates This is a policy that may change, and the changes will be communicated by Maanta Theatre to team members. We encourage all team members to review the policy periodically. 

Maanta Theatre is working towards transparency and accountability regarding its expenses. This approach will ensure our resources are effective in fulfilling our mission and values, empowering team members to commit confidently without the uncertainty brought about by financial concerns.