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    Expense and Travel Policy

    Content

      

    1. Purpose

    DGS Data Governance Systems LLC is committed to ensuring responsible, transparent, and compliant business travel and expense management. This policy establishes clear guidelines for managing corporate travel, business-related expenses, per diems (viáticos), and reimbursements while preventing misuse, excessive spending, or conflicts of interest.

    This policy aligns with our Anti-Corruption Policy and Gifts and Hospitality Policy to ensure that travel-related expenditures comply with ethical business practices.

      

    2. Scope

    This policy applies to:

    • All  employees, contractors, consultants, and business partners who incur expenses on behalf of DGS.
    • All travel, entertainment, and hospitality expenses associated with business operations.
    • Any expense requiring reimbursement from DGS or its subsidiaries.

      

    3. General Guidelines

    3.1. Expense Authorization & Pre-Approval

    • All business-related expenses must be pre-approved by a direct manager or department head.
    • Travel expenses for international or high-cost destinations require senior management approval.
    • Any expense exceeding $500 must have prior written authorization.


    3.2. Eligible Expenses

    • Transportation: Airfare (economy class unless pre-approved for business class), taxis, rental cars (mid-sized unless required otherwise).
    • Lodging: Hotel accommodations within standard corporate rates.
    • Meals & Per Diems: Daily meal allowances must comply with the established corporate rate per region.
    • Business Entertainment: Meals or activities with clients must be directly related to business development and must not create conflicts of interest (see Gifts & Hospitality Policy).
    • Miscellaneous Expenses: Parking, Wi-Fi, business-related phone calls, and reasonable tips.


    3.3. Non-Reimbursable Expenses

    • Personal expenses (e.g., mini-bar, personal entertainment).
    • First-class or luxury accommodations without pre-approval.
    • Unjustified or excessive entertainment expenses.
    • Alcohol, except when part of an approved business meal.

      

    4. Travel & Per Diem (Viáticos) Guidelines

    4.1. Travel Class & Accommodation Standards

    • Air travel should be booked at least 14 days in advance to secure reasonable fares.
    • Employees should choose cost-effective accommodations aligned with business needs.


    4.2. Per Diems (Viáticos) & Meal Allowances

    • Employees on business travel exceeding 24 hours are entitled to per diem allowances.
    • The daily per diem covers meals, transportation, and minor incidentals.
    • Per diems must not exceed corporate limits and should align with local regulations.


    4.3. Business-Related Entertainment & Client Meetings

    • Entertainment expenses must be directly related to business objectives and must not influence business decisions.
    • Any entertainment or hospitality expenses exceeding $100 must be pre-approved.
    • The company strictly prohibits lavish or excessive entertainment that may be perceived as bribery (see Anti-Corruption Policy).

      

    5. Reporting, Compliance & Monitoring

    5.1. Expense Reporting & Documentation

    • Employees must submit detailed receipts and expense reports within 30 days of incurring the expense.
    • Reports must include the purpose of the expense, attendees (if applicable), and supporting documentation.
    • Falsifying expense reports will result in disciplinary action.


    5.2. Compliance Monitoring & Audits

    • The Finance Department conducts quarterly reviews to ensure policy compliance.
    • Expenses      are subject to internal and external audits to prevent fraud and misuse.


    5.3. Violations & Disciplinary Actions

    • Non-compliance may result in denied reimbursements, disciplinary action, or contract termination.
    • Severe violations may lead to legal consequences.

      

    6. Approval & Contact Information

    This policy is approved by the Senior Management / Board of Directors.

    For any questions, approvals, or clarifications, contact:
    📧compliance@dgs-online.com


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    • Environmental Policy
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    • CSR Policy
    • Anti-Corruption Policy
    • Expense and Travel Policy
    • 3rd-Party Risk Policy
    • Final Beneficiary Policy
    • Ethics Reporting

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