Author: Marcia Mclaughlin

EXPENSIFY – USER GUIDE!

Welcome to Expensify – the new way to create, submit and approve your Travel & Entertainment(T&E) expenses at Iconix Brand Group, Inc.

In the following link, you will find all you need to know to utilize Expensify for: creating and submitting expense reports for reimbursement as a submitter; reviewing and approving expense reports as an approver.

https://iconixbrandgroup.sharepoint.com/sites/intranet/_layouts/15/DocIdRedir.aspx?ID=A2Z47HS4ZR35-786892687-125&e=30d8cd55398341b185b5dab7f25abec4

Should you have any comments, questions, or even tips, the Expensify team at Iconix is here to help. Please see our contact information below.

Thank you!

Santosh – x8533 or 212-293-8533 or SAmradkar@iconixbrand.com

Marcia – x2082 or 212-819-2082 mmclaughlin@iconixbrand.com

Iconix Brand Group Expense Report (for Domestic Consultants)

Expense Report – Consultant (Domestic)

How-To Fill out Expense Report Template:

PAGE 1 of the Expense Report:Expense Report Template-Employee:

The report allows you to enter information in certain fields:

  • You can type your name, the business purpose of the expenses, phone extension, and the from and to dates of your expenses.
  • You can enter dates of your expense(s) using the format indicated – “mm/dd/yyyy”.
  • You can enter dollar amounts in the fields located below the date format – “mm/dd/yyyy”.
  • You can also type in a new expense name in the blank fields located under the Categories:  Travel, Lodging, Meals, and Other Expenses.
  • The report is formatted to automatically sum the dollar amounts that are entered.

PAGE 2 of the Expense Report:

As stated in the Iconix T&E policy, descriptions are required for business meetings, business-related Entertainment, and mostly everything that is listed under Other Expenses.

Please use Page 2 to enter this information under the designated areas for these categories.

Please note: Once you have completed filling out your expenses and affixed original receipts, please sign the hard copy of the expense report. A typed signature will not be accepted.

Iconix Brand Group, Inc. Expense Report (for International Consultants)

Expense Report Template-Consultant (International)

How-To Fill out Expense Report Template:

 

Enter all expense items on page 2 of the Expense Report template under their respective categories.

As each of the 3 categories of charges are being listed by the employee on Page 2 in USD, there is an automatic tallying of the USD amounts of each of the 3 categories of charges on Page 1 of the expense report.

The USD Grand Total of each of the 3 categories of charges on Page 2 will equal the Total of each of the 3 categories of charges on Page 1 – in their individual respective areas (see the blue-shaded areas).

  1. Also, on Page 2, you have the option of entering an exchange rate (XR) or currency type (i.e. pounds, euros) used for each transaction. If the transaction appears on your credit card statement in USD, you need not list the XR.  However, list:  the currency type, the Foreign Currency Amount (FC) and the USD amount.
  2.  If the transaction was in cash, please list the exchange rate (XR) used by you to convert the Foreign Currency Amount to US Dollars (USD).

Please note: Once you have completed filling out your expenses and affixed original receipts, please sign the hard copy of the expense report. A typed signature will not be accepted.

Iconix Brand Group Expense Report Assembling Tips

Sample Expense Report with Exhibits

  • Tape (not staple) receipts to an 8 ½ x 11 paper (one-sided, preferably)

  • Enter date(s) in the area provided for each or group of expense items (that total to one amount) (See attached sample expense report & receipts)

  • Combining several receipts into one total amount (to be listed on your report)?  Please reference the receipts being added together by either:

    • Denoting the total dollar amount on the individual receipts: (See attached sample expense report & receipts)
    • Denoting the expense total with a hand-written letter or number on the expense template, and using that same letter or number to either denote the individual receipts or a group of receipts (organized on the same page).  Please make sure that receipts or group of receipts are clearly denoted when receipts are being combined into one total amount.  (See attached sample expense report & receipts).
  • Not enough room for additional receipts?  You can list additional expenses either by:

    • Utilizing the blank rows under any of the four categories on Page 1 of the Expense Report template
    • Starting a new report

 

Iconix Brand Group, Inc. Expense Report Preparation Tips

CAR RENTAL

In order to avoid exorbitant car rental bills while traveling for business,  please do the following:

  • Decline Fuel Surcharge –  Please fill up the  vehicle prior to returning it to the car rental company.  Fuel surcharges generally cost almost double/mile the average fuel cost/mile
  •  Insurance Coverage 
    • If you are traveling in the US, Puerto Rico, or Canada, decline all insurance coverage as employees and damage to rental cars are covered under the corporate insurance plan
    • If you’re traveling outside of the US, Puerto Rico, or Canada, you must accept Collision Damage & Liability Insurance Coverage

MILEAGE

  • Beginning on Jan. 1, 2017, the standard mileage rate for the use of a personal car (also vans, pickups or  panel trucks) is:: 53.5 cents per mile for business miles driven
  • Please use the “Mileage Log” on Page 2 of the Expense Report template to log information pertinent to mileage reimbursement

HOTEL

When submitting hotel expenses for reimbursements on the Employee Expense Report, please submit the following:

  • Hotel itemized bill
  • Proof of payment (credit card statement showing payment of hotel; screenshots or portion of credit statement showing payment are acceptable)
  • Please remember to take into consideration pre-paid amounts when computing your total for reimbursement (i.e. hotel reservations paid for by the corporate credit card)

HOTEL MEALS

  • Please remember to deduct all meals from the hotel bill (including minibar and water) and include in the portion labeled “MEALS” on the Employee Expense Report
  • List all business/entertainment meals (from the hotel bills) under “Meals, Business Meals” or “Entertainment, Business”; all others should be listed as either “Meals, Breakfast (self)”; “Meals, Lunch (self)”; “Meals, Dinner (self)”

MEALS (non-hotel)

  • Please use page 2 to give a description of all meals listed under “Meals, Business Meals” or “Entertainment, Business” under the portion labeled “Meals and Entertainment Detail”
  • Itemized Receipts for All Meals including those on the hotel bill.  Please submit both the itemized receipts and the payment receipt for all meals

OTHER EXPENSES

In this part of the Employee Expense Template, you can list expenses (besides the ones listed above).  Of course, if you need to list additional expenses from the list above, you can use the “blank spaces” in this part of the template as well.   A few things to note:

  • Telephone – All submission for reimbursements should be accompanied by the relevant wireless bill(s)
  • Other Expenses  other than Magazines/Newspapers, Phone, Fax , Internet, Postage & Shipping require an explanation on Page 2 of the Expense Report under the portion labeled “Other Expenses”

NO RECEIPTS?

If for any reason, you don’t have a receipt for an expense on your expense report, please provide an explanation on Page 2 of the report.

 

DENOTING MARKETING BRANDS

  • Please denote the brand (s) for which you traveled on your expense reports in the area labeled “Business Purpose”
  • Also, denote the brands (s) for specific expenses where applicable, such as shoot related expenses, sample shopping, business/entertainment meals, etc.

Should you need further clarification, please contact either Marcia or Martha in Accounts Payable.

Iconix Brand Group, Inc. Expense Report Template (Domestic Employees)

Expense Report Template-Employee

How-To Fill out Expense Report Template:

PAGE 1 of the Expense Report:Expense Report Template-Employee:

The report allows you to enter information in certain fields:

  • You can type your name, the business purpose of the expenses, phone extension, and the from and to dates of your expenses.
  • You can enter dates of your expense(s) using the format indicated – “mm/dd/yyyy”.
  • You can enter dollar amounts in the fields located below the date format – “mm/dd/yyyy”.
  • You can also type in a new expense name in the blank fields located under the Categories:  Travel, Lodging, Meals, and Other Expenses.
  • The report is formatted to automatically sum the dollar amounts that are entered.

PAGE 2 of the Expense Report:

As stated in the Iconix T&E policy, descriptions are required for business meetings, business-related Entertainment, and mostly everything that is listed under Other Expenses.

Please use Page 2 to enter this information under the designated areas for these categories.

Please note: Once you have completed filling out your expenses and affixed original receipts, please sign the hard copy of the expense report. A typed signature will not be accepted.