Expense Reporting Workflow

1) Submit a complete report

• Create a report from My Reports and add each expense line with date, amount, and business purpose.
• Check totals and category labels before clicking Submit.
• Include context in notes for uncommon purchases to reduce back-and-forth during review.

2) Supervisor review

• Approved supervisors review pending reports from the dashboard assigned to their team.
• They validate policy compliance, spending reasonableness, and documentation quality.
• Each expense line is approved or rejected with feedback when details are missing.

3) Status outcomes

• DRAFT: report is still editable by the employee.
• SUBMITTED: report is locked and queued for supervisor action.
• APPROVED: all lines were approved and no further edits are required.
• REJECTED: one or more lines were rejected and updates are needed before resubmitting.

Receipt checklist

• Ensure every uploaded receipt clearly shows vendor, date, amount, and payment method.
• Attach legible files and avoid blurry screenshots or cropped totals.
• When no receipt exists, include an explanation in report notes and follow your reimbursement policy.

Official Expense Reimbursement Policy

The Company will reimburse employees for reasonable and necessary expenses incurred in the course of Company business. Reasonable expenses generally include transportation, travel expenses, business meals, and entertainment.

Reimbursable Expenses

Travel Expenses

• Domestic Airfare: Book the lowest available coach fare. First-class tickets and upgrades are not reimbursable.
• International Airfare: Business class is allowed only for trips with at least 8 continuous published air-travel hours (excluding layovers). Trips under 8 hours should use coach.
• Unused, Non-Refundable, and Lost Tickets: Refund unused tickets quickly when possible. Non-refundable amounts are applied to future corporate travel. Lost tickets are not reimbursable.
• Miscellaneous: Reasonable phone charges are reimbursable while traveling. Use calling cards or cellular phones instead of hotel room calls, especially for international travel. Reasonable hotel gym charges are reimbursable up to $15 per day.

Meals

• Only actual expenditures are reimbursed, and receipts are required for every meal regardless of cost.
• When a receipt is not available, maximum reimbursements are: Breakfast $10, Lunch $15, and Dinner $25.
• These amounts are guidelines; major metropolitan areas may require higher meal costs.

Entertainment

• Business-related entertainment expenses are reimbursable when they directly support Company business discussions (for example, potential client meals/entertainment).
• Personal-only entertainment expenses are not reimbursable.

Car Rental

• Car Size: Rent compact cars unless medical need requires a larger vehicle. Mid-size is acceptable when 2+ employees travel together.
• Insurance (U.S. and Canada): Purchase loss damage waiver, personal effects protection, and personal accident coverage offered by the rental company. Contact the Company if coverage levels are unclear.
• International Rentals: Arrange insurance and booking instructions with your Manager before departure.

Other Transportation

• Mileage Reimbursement: Reimbursed at current IRS rate for mileage above base commute mileage (round trip between home and work). Normal commute miles are not reimbursable.
• Parking, Taxi, Tolls, and Ground Transportation: Business-purpose parking/tolls and reasonable shuttle/taxi use are reimbursable with receipts.
• For travel lasting 36+ hours, use long-term airport parking or approved offsite lots.
• Contact your Manager before booking limousines or town cars when no alternatives exist.

Miscellaneous Travel

• Laundry: Laundry/dry cleaning/pressing is reimbursable only when a business trip exceeds 7 full days.
• Gratuities: Reasonable gratuities for meals, hotel shuttles, and similar services are reimbursable.

Cancellations

• You are responsible for notifying hotels, car rentals, airlines, and other vendors before cancellation deadlines to avoid no-show charges.
• No-show charges are not reimbursable unless unavoidable.

Non-Reimbursable Expenses

• Air phone charges, except emergency use with written explanation.
• Annual fees, interest, or late fees on credit cards.
• Personal sundries (for example, reading materials, medication, batteries, toiletries).
• Personal grooming services (for example, haircuts and manicures).
• Personal entertainment (for example, movies, videos, airline headphones) that is not business entertainment.
• Airline club dues.
• Travel accident insurance unless covered under a car rental insurance policy.
• Traffic and parking fines.
• Theft of personal property (including property stolen from personal or rental cars), unless covered by a car rental insurance policy.

Approvals, Submission Deadline, and Exceptions

• All business expenses must be approved in writing by the Vice President of Operations (implemented in-app through final Finance/Admin approval).
• Employees must submit approved expense reports with dated receipts at the end of the month in which expenses were incurred.
• Only the Vice President of Operations can authorize policy exceptions.
• Expense forms may be obtained from your Manager.
• Reimbursement checks are distributed in a timely manner after approved report submission. Expense reimbursements are not compensation.