Rio Financial Services, Inc. - Excessive or Luxury Expenditures Policy
The purpose of this policy is to establish parameters and internal controls governing the expenditures of Rio Financial Services, Inc. (the “Company” and together with its subsidiaries and controlled affiliates, referred to hereafter as the “Organization”). Expenditures of the Organization should be customary, prudent, consistent with applicable laws and regulations, and reasonably related to the Organization's business objectives and needs. This policy identifies expenditures that are excessive or luxury expenditures, creates processes that are reasonably designed to eliminate such expenditures, and establishes accountability for compliance. Routine operating expenses, capital expenditures, and other reasonable expenses are not prohibited by this policy.
E. Excessive or Luxury Expenditures
(1) Entertainment or events. This category includes fees, dues, tickets costs related to social, athletic, artistic and dining clubs, activities, celebrations or other events, and similar expenditures. Expenditures for charitable contributions and charitable events are not included in this category. Entertainment or events expenditures in an amount exceeding
(2) Office and facility renovations. This category includes costs and allowances for office renovation, including expenditures related to furniture, art, office personalization, interior finishing, design and decoration, and similar expenditures. Office and facility renovations expenditures in an amount exceeding $25,000 must be approved by the Board.
(3) Aviation or other transportation services.
(i) This category includes charter fees, tickets, slip or docking fees, vehicle installment payments, reservation and travel agent expenses, and similar expenditures associated with transportation services (e.g., airline, train, rental cars, or vans). Mileage reimbursable according to current Internal Revenue Service mileage rates is exempt from this policy. Transportation services in an amount less than $5,000 per instance, and $20,000 on an annual aggregate basis per individual, are exempt from this policy.
(ii) The Chief Executive Officer may establish or delegate to an appropriate executive officer the authority to establish processes for reimbursement of reasonable travel expenditures, which processes must be reviewed by executive management no less frequently than annually.
(4) Tax gross-ups. This category includes any reimbursement of taxes owed with respect to any compensation. This category does not apply to tax equalization agreements for employees subject to tax from a non-U.S. jurisdiction.
(5) Other similar items, activities, or events for which the Organization may reasonably anticipate incurring expenses or reimbursing an employee for incurring expenses.
(i) Expenditures related to other items not listed in the preceding categories are exempt from this policy in an amount less than $10,000 per instance, and together with all expenditures permitted under this policy, may not exceed $20,000 on an annual aggregate basis per individual.
(ii) For the avoidance of doubt, reasonable operational expenditures and capital investments in facilities, technology, equipment, and similar items that expand the long- term capability of the Organization to provide products and services to its customers and community are not excessive or luxury expenditures.
(iii) The Chief Executive Officer may establish or delegate to an appropriate executive officer the authority to establish processes for the evaluation and approval of expenditures in the preceding categories that are not luxury or excessive expenditures and that are not otherwise exempt from this policy. These processes must be reviewed by executive management no less frequently than annually, as well as any additional threshold expenditure amounts per item, activity, or event, or a threshold expenditure amount per employee receiving the item or participating in the activity or event under this policy. Such approvals must be reported to the Board (which may be in an appropriate summary form) no less frequently than annually.
F. Exceptions or Violations
(1) Any exception or violation of this policy must be promptly reported to the Organization's:
(2) Any employee or officer that is aware of any circumstance that may indicate a violation of this policy is required to report such circumstance to his or her supervisor or the Organization's principal compliance officer or compliance group. The Organization prohibits retaliation against any employee or officer for making a good faith report of actual or suspected violations of this policy. A finding of retaliation against any such employee or officer may result in disciplinary action up to and including termination. Failure to promptly report known violations by others may also be deemed a violation of the Organization's code of conduct.
(3) Employees and officers may ask questions, raise concerns, or report instances of non- compliance with this policy and/or any of the existing underlying relevant policies by contacting the following: firstname.lastname@example.org.