FRGS Employee Expense Policy
Introduction and Purpose. This FRGS Employee Expense Policy (the “Policy”) applies to Expenses incurred by FRGS[1] or its employees in connection with the performance of Time and Materials Services whether rendered to Client or Client’s Customer , if applicable. The purpose of the Policy is to ensure that Client understands its obligations to FRG and FRGS with respect to out of pocket Expenses incurred by FRGS Employees. Client shall be responsible for ensuring that all of its employees or Client’s Customer employees, if applicable, who work with or engage an FRGS Employee receive a copy of, and understand, the Policy. Expenses to be reimbursed by Client hereunder include, without limitation, airfare, train fare, lodging, meals, parking, rental car fees, gas and mileage (at the then current rate set by the IRS), and other out of pocket costs and incidentals.
Expense Approval Process. FRGS Employees shall submit all Expenses into FRG’s or FRGS’ timekeeping system along with supporting documentation. Once submitted, the Expense request and supporting documentation shall be electronically sent to a Client representative for approval. Within five (5) business days of Client’s receipt of an Expense request (the “Expense Review Period”), Client shall either approve or dispute the expense request. If Client fails to inform FRG or FRGS of its dispute of any item on an expense request during the Expense Review Period, Client shall be deemed to approve all aspects of the expense request. If Client disputes any item on an expense request, Client shall immediately notify FRG or FRGS of the dispute in writing and the reason(s) therefor. Client shall pay each approved expense request within seven (7) days of the date of the invoice. Client cannot refuse to pay, reject or dispute any expense item based, in whole or in part, because Client is disputing any other FRG or FRGS invoice, Expenses or timesheet or if it is dissatisfied with the Recruitment Services or the Time and Materials Services.
Legitimate Business Expense and Authority. Regardless of whether the expense was incurred at the request of, or for the benefit of, Client or Client’s Customer, it shall be Client’s, not Client’s Customer’s, obligation to pay or reimburse FRG or FRGS for such expense. Client or Client’s Customer’s approval of an expense item on an expense request shall be deemed conclusive proof that such expense is a legitimate business expense. Client represents and warrants to FRG and FRGS that any employee, agent or representative of Client or Client’s Customer who pre-approves any expense or approves an item on an expense request is authorized and qualified to do so, and that such approval is binding on Client for all purposes.
General. FRG and FRGS will construe and interpret this Policy in accordance with all applicable law. Client acknowledges and agrees that there may be unusual or unplanned circumstances that result in an FRGS Employee incurring business expenses that differ from what was anticipated or agreed. Therefore, Client shall approve and pay any expense item that is different or higher than previously agreed so long as the unusual or unplanned circumstances, and resulting charge, was not the sole fault of the FRGS Employee. FRG and FRGS reserve the right to change the Policy at any time. This Policy supersedes all other prior and contemporaneous agreements and statements, whether written or oral, express or implied, pertaining in any manner to expense reimbursement of FRGS Employees. To the extent that the practices of Client or Client’s Customer, now or in the future, apply to FRGS Employees but are inconsistent with the terms of this Policy, the provisions of this Policy shall control.
[1] Unless otherwise defined in this FRGS Employee Expense Policy, all capitalized terms used herein shall have the meanings ascribed to them in the Agreement.
