The Client Entertainment Policy serves as a crucial governance document for organizations operating in Canada, providing clear guidelines for business-related entertainment activities. This policy becomes necessary as organizations engage in client relationship management while ensuring compliance with Canadian tax regulations, anti-corruption laws, and provincial requirements. It addresses key areas including spending thresholds, acceptable entertainment activities, approval processes, and documentation requirements. The policy helps organizations maintain proper financial controls, ensure tax compliance, and prevent potential ethical issues while fostering positive business relationships. It is particularly important given Canada's specific requirements regarding business entertainment expense deductibility and anti-corruption regulations.
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1. Purpose and Scope: Outlines the objectives of the policy and defines who it applies to within the organization
2. Definitions: Defines key terms used throughout the policy including 'client entertainment', 'business purposes', 'reasonable expenses', etc.
3. General Principles: Sets out the fundamental principles governing client entertainment activities
4. Approval Requirements: Details the approval process for entertainment activities and spending
5. Acceptable Entertainment Activities: Lists and describes permitted types of entertainment activities
6. Spending Limits: Specifies monetary limits for different types of entertainment activities
7. Documentation Requirements: Outlines required documentation for entertainment expenses
8. Reimbursement Procedures: Details the process for submitting and receiving reimbursement for entertainment expenses
9. Compliance and Legal Requirements: Addresses relevant legal and regulatory requirements
10. Roles and Responsibilities: Defines responsibilities of employees, managers, and finance department
11. Policy Violations: Describes consequences of policy violations and reporting procedures
1. International Entertainment Guidelines: Additional guidelines for entertainment activities in international locations
2. Special Event Procedures: Specific procedures for large-scale entertainment events or conferences
3. Gift Giving Guidelines: Separate section on gift-giving policies if not covered in a separate policy
4. Industry-Specific Requirements: Additional requirements specific to certain industries (e.g., financial services, healthcare)
5. Virtual Entertainment Guidelines: Guidelines for virtual client entertainment activities
6. Sustainability Guidelines: Guidelines for ensuring entertainment activities align with company's environmental policies
1. Schedule A - Expense Limits Table: Detailed table of spending limits for different types of entertainment activities
2. Schedule B - Pre-Approval Form: Standard form for requesting approval for entertainment activities
3. Schedule C - Expense Report Template: Template for submitting entertainment expenses
4. Schedule D - Prohibited Activities List: Comprehensive list of prohibited entertainment activities
5. Schedule E - Regional Variations: Specific guidelines for different regions or jurisdictions
6. Appendix 1 - Tax Compliance Guidelines: Detailed guidance on tax implications and compliance requirements
7. Appendix 2 - Required Documentation Checklist: Checklist of required documentation for different types of entertainment
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