Company Entertainment Expense Management Measures
Article 1
To strengthen and standardize the management of the company’s business entertainment expense expenditures, these Measures are formulated in accordance with the principles of "practicing thrift, making reasonable expenditures, exercising strict control, and assuming personal responsibility for overspending" and in combination with the company’s actual situation.
Article 2
The scope of application of these Measures includes:
(1) Expenses for cigarettes, alcohol, fruits, beverages, etc., used to entertain visiting customers;
(2) Expenses for entertaining customers with meals, accommodation, food, alcohol, etc.;
(3) Expenses for gifts, presents, souvenirs, etc., given to customers.
(1) Expenses for cigarettes, alcohol, fruits, beverages, etc., used to entertain visiting customers;
(2) Expenses for entertaining customers with meals, accommodation, food, alcohol, etc.;
(3) Expenses for gifts, presents, souvenirs, etc., given to customers.
Article 3
Entertainment Expense Standards and Targets
The entertainment expenses mentioned in this Article mainly refer to meal expenses.
Meal standards are divided into four grades: Ordinary, Mid-level, Senior, and Special.
The entertainment expenses mentioned in this Article mainly refer to meal expenses.
Meal standards are divided into four grades: Ordinary, Mid-level, Senior, and Special.
(1) Ordinary Grade
- Applicable Personnel: Business staff, general technical staff, and middle managers of customer units.
- Accommodation: The company may assist in coordinating accommodation arrangements according to the requirements of the other party’s personnel, but shall not bear accommodation expenses (unless otherwise agreed).
- Catering Standard: Lunch expenses shall be controlled within RMB 50 per person; dinner expenses shall be controlled within RMB 60 per person (including alcohol and beverages).
- Accompanying Personnel: General employees / Department Managers.
(2) Mid-level Grade
- Applicable Personnel: Key handlers of projects, and senior assistants.
- Accommodation: Economy business hotels. The company may assist in coordinating accommodation arrangements, but shall not bear accommodation expenses (unless otherwise agreed).
- Catering Standard: Lunch expenses for 5 people shall be controlled within RMB 300; for additional personnel, the standard shall be RMB 50 per person. Dinner expenses for 5 people shall be controlled within RMB 350; for additional personnel, the standard shall be RMB 70 per person (including alcohol and beverages).
- Accompanying Personnel: Project Leaders / Department Managers.
(3) Senior Grade
- Applicable Personnel: Key project leaders of customers, senior executives of enterprises / government agencies, and key personnel of cooperative projects.
- Accommodation Standard: Economy business hotels / 3-star hotels or above. The company shall not bear accommodation expenses in principle.
- For personal visits of customers (not for official business) where accommodation is indeed necessary: Economy business hotels / 3-star hotels or above.
- Catering Standard: Lunch expenses for 5 people shall be controlled within RMB 400; for additional personnel, the standard shall be RMB 70 per person. Dinner expenses for 5 people shall be controlled within RMB 500; for additional personnel, the standard shall be RMB 80 per person (including alcohol and beverages).
- Accompanying Personnel: Project Leaders / Deputy General Managers / General Managers.
- Other Reception Items: Applications may be made to arrange visits for customers to major local scenic spots or evening entertainment activities. If necessary, souvenirs may be given to customers when they depart (to be decided by the General Manager based on the cooperation status between the two parties).
(4) Special Grade
- Applicable Personnel: The company’s Chairman, Group Directors, key government personnel, specially invited leaders of the company, and other special personnel.
- The expense standards and activity details shall be applied for by the Chairman’s Secretary.
Article 4
Among the aforementioned standards, except for the Special Grade, all other entertainment expenses shall not be reimbursed if they exceed the standards. If the actual business indeed requires a higher standard, reimbursement shall only be allowed with the approval of the Chairman.
Article 5
Meal expenses attended by the General Manager or the Chairman shall be reimbursed based on actual expenditures.
Article 6
With the approval of the General Manager or the Chairman, the accompanying driver may join the meal, but shall not consume alcohol.
Article 7
Procedure Requirements:
(1) Personnel applying for entertainment shall obtain an "Entertainment Expense Application Form" from the General Office, fill in the details of the entertainment target, reason, and number of guests, and submit it to the General Manager for approval. After approval, the General Office shall contact the company’s contracted restaurants to reserve a table based on the information in the Application Form. For field staff who cannot fill out the form in person, they shall explain the situation via text message, and may apply only after obtaining the General Manager’s approval.
(2) For reimbursement, the applicant shall submit the "Entertainment Expense Application Form" together with the invoice to the Finance Department. Field staff shall print the application text message and the approval reply as attachments.
(3) Meal invoices shall be issued by the same restaurant; invoices from other restaurants shall not be included. If invoices from multiple restaurants are provided, only the amount on one of the invoices shall be counted. Accommodation invoices shall include the company’s name, number of accommodation days, check-in date, and accommodation amount.
(4) Incurred entertainment expenses shall be reimbursed within one week. Each expense attachment form shall only reflect one entertainment expense, and the applicant shall be the reimburser. Accompanying personnel who participated in the entertainment shall sign the attachment form in person.
(1) Personnel applying for entertainment shall obtain an "Entertainment Expense Application Form" from the General Office, fill in the details of the entertainment target, reason, and number of guests, and submit it to the General Manager for approval. After approval, the General Office shall contact the company’s contracted restaurants to reserve a table based on the information in the Application Form. For field staff who cannot fill out the form in person, they shall explain the situation via text message, and may apply only after obtaining the General Manager’s approval.
(2) For reimbursement, the applicant shall submit the "Entertainment Expense Application Form" together with the invoice to the Finance Department. Field staff shall print the application text message and the approval reply as attachments.
(3) Meal invoices shall be issued by the same restaurant; invoices from other restaurants shall not be included. If invoices from multiple restaurants are provided, only the amount on one of the invoices shall be counted. Accommodation invoices shall include the company’s name, number of accommodation days, check-in date, and accommodation amount.
(4) Incurred entertainment expenses shall be reimbursed within one week. Each expense attachment form shall only reflect one entertainment expense, and the applicant shall be the reimburser. Accompanying personnel who participated in the entertainment shall sign the attachment form in person.
Article 8
Guests visiting the company shall be accompanied by the staff responsible for the relevant work during meals, with a general limit of 2 accompanying personnel. Personnel unrelated to the work shall not participate in the meal, except for Deputy General Managers and company car drivers. In principle, the total number of participants in each entertainment shall not exceed 10 people. For special cases requiring more accompanying personnel, approval from the General Manager shall be obtained.
Article 9
Fruits, cigarettes, alcohol, gifts, presents, souvenirs, etc., used for entertainment shall be purchased by the General Affairs Office. The applicant shall fill out a "Gift Application Form", and after obtaining signatures and approval from leaders at all levels, collect the items from the General Affairs Office.
Article 10
These Measures shall come into force on March 15, 2023.
