Employee Accountable Plan Agreement

EMPLOYEE ACCOUNTABLE PLAN AGREEMENT

This Employee Accountable Plan Agreement (the Agreement) is entered into between Employer Name: and Employee Name: . The parties agree that reimbursements and advances made under this Agreement shall be governed by the terms set forth below and by the employer's documented accountable plan policies.

PARTIES AND CONTACT INFORMATION

POSITION AND COMPENSATION

Reporting Manager:   Start Date:   Salary:

PLAN EFFECTIVE DATE AND PURPOSE

Plan Effective Date:

Purpose: The purpose of this Accountable Plan is to establish the terms under which the employer will reimburse or advance funds to the employee for ordinary and necessary business expenses incurred on behalf of the employer and to require timely substantiation and return of any amounts that do not comply with the terms of this Agreement.

ELIGIBLE EXPENSES

Expenses eligible for reimbursement under this Agreement include documented business travel, lodging, meals (subject to employer policy), mileage for business use of a personal vehicle, business supplies, and other ordinary and necessary business expenses specifically authorized in writing by the reporting manager.

Travel    Meals    Lodging    Mileage    Supplies    Other:

SUBSTANTIATION AND TIME LIMITS

To be treated as an accountable reimbursement, the employee must provide within the required time period: an itemized receipt or equivalent documentation showing the amount, date, vendor, and business purpose of the expense; the identity of attendees for business-related meals or entertainment; and any other supporting documentation reasonably requested by the employer.

Submission requirement: Expenses must be submitted for reimbursement within days of the expense date, unless otherwise approved in writing by the reporting manager. Failure to substantiate within this period may result in the expense being treated as non-accountable and therefore taxable to the employee.

ADVANCES, RECONCILIATION, AND REPAYMENT

The employer may provide advances for anticipated expenses. Any advance must be reconciled with actual substantiation within days after completion of the expense. Any amount advanced that exceeds substantiated expenses, or that is not substantiated in accordance with this Agreement, constitutes an obligation of the employee and must be repaid to the employer within days of written notice.

RECORDKEEPING AND AUDIT RIGHTS

The employee is required to retain and submit originals or legible copies of receipts and supporting documentation. The employer reserves the right to audit any reimbursement or advance and to require repayment of any amounts that cannot be satisfactorily substantiated or that otherwise do not comply with this Agreement.

TAX TREATMENT

Reimbursements and advances under this Agreement will be accounted for in accordance with the employer's policies. Substantiated reimbursements shall not be included in the employee's taxable income. Any amounts that are not substantiated or that do not meet the requirements of this Agreement will be reported as taxable compensation to the extent required by applicable tax and payroll procedures.

CONFIDENTIALITY; RECORDS RETENTION

All records submitted under this Agreement remain the property of the employer. The employee agrees to maintain the confidentiality of any proprietary information observed in connection with expense reporting and agrees to comply with the employer's records retention policies.

AMENDMENT AND TERMINATION

The employer may amend or terminate this Accountable Plan at any time by written notice to the employee. Any amendments or termination will apply prospectively, except where otherwise required by law or where an intervening reconciliation or repayment is necessary.

APPLICANT / EMPLOYEE HISTORY (HR REQUIRED)

Provide the two most recent prior employers.

EDUCATION

REFERENCES

Provide three professional references.

LEGAL DISCLOSURES

At-Will Employment: Nothing in this Agreement alters the at-will nature of the employment relationship unless expressly stated in a separate written agreement executed by an authorized representative of the employer.

Equal Opportunity: The employer provides equal employment opportunity and makes reimbursement decisions without regard to protected characteristics. Any questions regarding the application of this policy should be directed to human resources.

AUTHORIZATIONS AND CERTIFICATIONS

By signing below, the employee certifies that all information provided in connection with this Agreement is true and complete to the best of the employee's knowledge, that reimbursed expenses were incurred for legitimate business purposes, and that the employee authorizes the employer to contact prior employers and references for verification purposes and to conduct any background checks in accordance with employer policy and applicable law.

I authorize previous employers and references to release employment information and I authorize the employer to conduct background checks as required for employment and reimbursement purposes.

I certify that all statements and supporting documentation submitted under this Agreement are true, accurate, and complete. I understand that falsification or failure to repay amounts due may result in disciplinary action up to and including termination and legal action.

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