Employee Expenses
Overview
The company understands that employees may incur expenses while carrying out business activities. This guide outlines the types of expenses you can claim, how to submit them, and what to expect during the approval and reimbursement process.
The goal is to ensure transparency, fairness, and compliance with company policy and financial regulations.
1. What Expenses Can I Claim?
You can claim reasonable, work-related expenses incurred while performing your duties. These include, but are not limited to:
| Category | Examples |
|---|---|
| Travel | Flights, taxis, ride shares, tolls, mileage (if using personal vehicle) |
| Accommodation | Hotel stays for approved business travel |
| Meals & Entertainment | Meals during business travel, client lunches/dinners |
| Office Supplies | Pre-approved stationery, peripherals, or small equipment |
| Telecommunications | Mobile data, Wi-Fi charges (if not company-covered), work-related calls |
| Remote Work Setup | Monitors, chairs, webcams — if approved under the home office policy |
⚠️ Note: All expenses must be business-related, reasonable, and supported by valid receipts or documentation. Personal purchases are not reimbursable.
2. What’s Not Covered?
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Personal travel or entertainment
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Alcohol unless part of approved client entertainment
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Fines or penalties (e.g., parking tickets)
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Upgrades (e.g., first-class flights, luxury hotels) without prior approval
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Subscriptions or tools not approved by your manager or IT
When in doubt, ask your manager or Finance before making the purchase.
3. Submitting an Expense Claim
To submit a claim:
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Collect receipts – Ensure receipts are itemized and include date, vendor name, and total amount
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Log into the Expense System – [Insert platform name, e.g., Concur, Zoho, Excel template]
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Fill in the claim form – Include details such as expense category, reason, and associated project or trip
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Attach receipts – Upload a photo or PDF of each receipt
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Submit for manager approval
๐ก Tip: Submit claims within 30 days of the expense to ensure timely processing.
4. Approval & Reimbursement Process
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Manager Review: Your manager will review and approve/reject your claim based on relevance and budget
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Finance Review: Finance will verify supporting documentation and policy compliance
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Reimbursement: Approved expenses are reimbursed in the next payroll cycle (or within 10 working days)
5. Currency & Conversions
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Expenses must be submitted in local currency, unless incurred internationally
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When claiming overseas expenses:
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Use the exchange rate from the date of the transaction (your receipt or bank statement may indicate this)
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Or refer to the company’s preferred exchange rate source (e.g., XE.com)
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6. Business Travel Guidelines
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Pre-approval is required for any overnight stays or flights
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Use company-preferred vendors when booking
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If using personal funds for travel, ensure the booking is refundable or insurable
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Submit per diem claims where applicable (see Travel Policy for daily allowances)
7. Compliance & Auditing
All expense claims are subject to internal audits. Falsifying or inflating claims is considered a serious policy breach and may result in disciplinary action.
Maintain transparency, and when in doubt, ask before you spend.
FAQs
Q: What if I lost my receipt?
A: You may submit a written explanation, but reimbursement is not guaranteed. Repeated missing receipts may result in rejections.
Q: Can I claim recurring expenses like home internet?
A: Only if it’s part of your approved remote work setup. Claims must include proof of business need and manager approval.
Q: When will I get reimbursed?
A: Typically within 10 business days after final approval, or with your next payroll cycle.
Q: Who do I talk to about policy exceptions?
A: Contact your manager or Finance team.