I run this post once a year because it is important.   I always want to stress the importance of knowing your company’s expense policies and also stress avoiding even the most correctable errors.   Proper personal expenses management is that part of your sales activities that merely helps you maintain your credibility and gives managers confidence that you will do the right thing when no one is looking.

Following the program correctly won’t necessarily get you a lot of additional points, but it will secure you in the mind as someone who can be trusted. Be smart and in control of the process.  Knowledge counts here.  Read this and remember, ignorance of the policy is no excuse.  Read on…

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Business entertainment, especially customer dining, is an event that we may take for granted.  It is important for most businesses but always suspect as an expense that can be smartly trimmed in terms of cost, and even frequency.

Business entertainment is a tool that when used wisely can aid in relationship building.  When done correctly, this can result in far greater returns than the business meal or entertainment actually amounts to.

If you desire to claim a business lunch, dinner, or other entertainment, these expenses should be directly related to the business purpose.  The meal or refreshments should be related to the legitimate image business activity, and should be able to stand the test of proof.  Technically, only then would you and your employer be allowed to treat these expenditures as expenses, and not as income when the burden of proof comes along.

Getting Technical

The IRS sets some basic rules that individuals and business follow.  A quick review of the rules that the IRS as set forth will show a couple of rather simple tests:

Directly Related Test

To qualify for reimbursement under the directly-related test for entertainment, including meals, you must be able to prove the following:

• The main purpose of the combined business and entertainment was the active conduct of business.
• You did engage in business with the individual during the entertainment period
• You had more than a general expectation of getting income of some other business benefit at some future time

The Associated Test

If the expenses meet the directly-related test, they may qualify under the associated test.

This test states that entertainment is:

• Associated with the active conduct of your trade or business and,
• Directly before or after a substantial business discussion.

This test includes the Substantial Business Discussion rule that is a requirement of deductibility for your employer.

According to Publication 463 – Travel, Entertainment, Gift, and Car Expenses for 2010 from the Internal Revenue Service, “A business discussion will not be considered substantial unless you can show that you actively engaged in the discussion, meeting, negotiation, or other business transaction to get income or some other specific benefit.”

Keeping Credibility

Accuracy and truthfulness are at the heart of professional credibility for the Black sales professional.  Even greater is the fact that only one instance of inaccuracy or untruth can do away with years of work establishing the credibility.  There is more on credibility in the last Black Sales Journal 3/31, Credibility – A Goal of the Black Sales Professional.

I am going to cite some basics, and these are truly basics for expense report integrity.  Here are some suggestions for keeping your standing and credibility intact regarding expenses:

• Be timely - Submit your expenses no later than 1 week after they are due.
• Be organized - Keep information in a system that allows you to produce your receipts and expense forms as is necessary.
• Insure accuracy - If you do your expenses regularly, you will be under no time pressure.  The accuracy in your reports builds confidence.
• Be honest - Above all, there is truly nothing worthwhile to gain by having your employer pay for a lunch for you and your friend.  It is frankly not worth it!  Only claim what you can prove using receipts.
• Be Knowledgeable – Know intimately your organization’s expense policy.

Some Business Entertainment Specifics

We all have a particular responsibility when it comes to business entertainment, and especially meals.  We should make sure that the meal or event matches the business purpose.  There should be no instance where entertaining at the most expensive restaurant in town happens for a casual business discussion.  Remember, being modest and practical is prudent and a sign of good judgment.

Here are some basics entertainment do’s and don’ts that you may benefit from:

• Take Ownership – Forget the roulette that takes place where you the participants of a meal wait for the bill to come, then “wait” each other out to see who will pick up the check.  Unless the customer has advised that they are picking up the meal, they are probably not going to do it.  “Own” the event and then the rest of these strategies will be possible.
• Wine – If you are the host, only you should order the wine.  You may not realize why if you have never been burned, but the ordering of wine is an extremely high expense at an upscale meal.  If you are unsure you can accept someone’s counsel, yet your job is to order, and replenish the wine.  Feel comfortable stating to the server, or wine steward that you are responsible for the meal, and you will be responsible for the wine.
• Cordials and Liqueurs – If you open up to your guest having these, you could be in for a surprise.  Once you open that gate, you are hard pressed to control the cost of any one of them.  An aged port could definitely be in range, yet some of these items could be the price of a small pony.
• Order First – It may seem like bad manners, yet the host ordering first begins to set the tone.  When you order a fairly simple strip or filet, you are sending a message that the ‘market-priced’ lobster, which then attaches itself to a filet to make surf and turf, is probably above the price point.  Now, they may still do it, but the majority of people get the hint.
• Know When to ‘Cut it Off’ – This is always uncomfortable, yet practical.  After the meal, when the laughter and libation goes on, know when to say to the server that you need the check.  That does cut it off…at least for you.  If someone else wants to pick up the tab, it can start there.  This is responsible, and practical.  If it seems like it is wrong, think about the bill you are going to submit, and how management is going to react to it.
• Tip Correctly – If you tip correctly you will always find those who serve you eager to have your table.  Great service deserves 20% or more.  Good service deserves 15-20%.  I have had some mediocre service at times, yet did believe that 15% was warranted, because of the size of our group.  I cannot ever believe that a tip should be stiffed unless the server was rude, insensitive, and downright awful.  If that were the case, I would be having a conversation with the manager as well.  If you are unwilling to talk to a manager, then stiffing a tip is more retribution than anything else.
• Treat Wait Staff Properly – When you are entertaining, much can be ascertained about your view on your staff and others by the way you treat the wait staff.  They are not perfect, and you are not either.  I have seen customers make a decision to avoid a formal business relationship with a vendor when that vendor launches aggressively into a server for forgetting something small.  That is about rudeness, and even sometimes about power.

Use Good Sense

It is all about using good sense.  When you do it, the most common mistakes are avoided.  Don’t feel peer pressure, or the pressure that makes people do those things that are regrettable.

Build a relationship with your customers, not a game of one-up.  Be modest when they treat as well.  You will build a relationship with your consistency.

Your comments are welcome.

Amazingly enough, it is still not too late to be the first! Being the first is an important role in American society.  It is equally important in business.

I am going to use cite one iconic American company as an example. As a matter of fact, it is more than symbolic, because this organization took a leadership role.  This is a brief study in how an organization handles diversity.

A Leader in More Ways than One

In 1946 International Business Machines, also known as IBM, hired its first black sales representative. It was an individual named Tom (T.J.) Laster. This was well before the Civil Rights Act of 1963.  This act was also well before the Jackie Robinson broke the color barrier in professional baseball.  This was not a beauty products company, or someone selling durable goods products to the Black community, this was a business products company that was on the technical leading edge, and selling their product to basic ‘white’ America’s businesses.

The audience that Laster was something to was decidedly in the majority. If we think we see racial prejudice and racial preference, we need to recognize that we see nothing like this gentleman was faced with during his tenure as a sales professional.  A couple of years later, Laster joined the 100% Club, an honor for reaching his sales quota.  This was affirmation to many that this individual was a qualified and accomplished sales professional.

The 40s, 50s, and 60s were decidedly difficult time even dream of being “the first” in B2B sales, but someone had to do it.  Soon after Laster, IBM hired their first Black marketing representative (Lionel Fultz) in 1951, their first Black engineer in 1952 (Harry Cochraine), and their first Black engineering manager, (Calvin Waite) in 1956.  Lionel Fultz also was named branch manager in 1964.

This made IBM a leader in both business machines as well as employment diversity.  It also made Tom Laster a pioneer in the sales diversity situation.  He was willing, and obviously began destroying the racial perceptions that Blacks, or Negros as we were referred to in that time, could not handle the technical nature and business relationship issues related to B2B sales to a white business populace.  I would believe that partially as a result, many others Black professionals followed through the doors that were opened.

There was no greater a threshold in business sales as this one!  This was certainly important.  Although you probably won’t read books about it there is no doubt as to the impact.

Following this, IBM, assuming the leadership role again, penned and enacted its Equal Opportunity Policy through the Thomas Watson’s (the president of IBM) letter to his organization termed as Policy Letter # Four.  This September 21, 1953 letter directed his managers to “…hire people regardless of race, color, or creed.”  We wish it was as easy this declaration, but this was a start.

This is Significant, But Why is it Important?

I hope you see the significance in the story of Laster. He is truly a pioneer, and really knows what it feels like to be the first.  What is equally important is that you still can be the first Black sales professional in many organizations.

By the same token, you still can be that individual the changes everyone’s ideas about the abilities and work ethic of black professionals.  It would be nice not to worry about that, but it is significant.

I was not the first Black sale professional in the organization that I came up in. I was actually the third. I was the first Black sales manager, and the first Black vice president, senior vice president, and executive vice president.  I had some interesting experiences, which I try to share in this ‘journal’, but I am certain that many of these assertions would have paled in comparison to the stories that Laster could tell.

Be the Best

There are many small and medium sized organizations that have avoided, for whatever reason, employment diversity.  They could have avoided it because of their small size, or because they purposely have not hired Black sales professionals.  They may have other Blacks and minorities working for the company.  It does not matter what the reason might be, embrace that opportunity to work for and to change those organizations.  Show your stuff!

Your only requirement is to do be best that you can be at what you do.  By being the best, you increase your opportunities for success, as well as destroy ridiculous and erroneous racial perceptions.  Your success will be rewarded with a high compensation rate, but also in the pride you have in being the first!

Be the Best!  Your comments are appreciated.