synthetic_policies/expense_reimbursement_policy.md

FIN-POL-014: Expense Reimbursement Policy

Effective Date: 2025-02-20 Revision: 1.1 Owner: Finance Department

1. Purpose

This policy provides guidelines for the reimbursement of reasonable, necessary, and appropriate business expenses incurred by employees in the performance of their duties.

2. General Principles

• Prudence: Employees are expected to exercise good judgment and spend company money as if it were their own.
• Approval: All expenses must be approved by the employee's direct manager.
• Timeliness: Expense reports must be submitted in a timely manner.

3. Eligible Expenses

• Travel: Airfare, lodging, and ground transportation for business travel. All travel must be booked in accordance with the Corporate Travel Policy (FIN-POL-015).
• Meals:
  • Business Meals: Meals with clients, partners, or prospects are reimbursable. The names of all attendees and the business purpose must be documented.
  • Travel Meals: When traveling, employees will be reimbursed via a per diem as outlined in the travel policy.
• Supplies and Software: Office supplies or software subscriptions under $100. For larger purchases, follow the Procurement Policy (FIN-POL-016).
• Professional Development: Expenses related to approved training or conferences as per the Professional Development Policy (HR-POL-009).

4. Submission and Reimbursement Process

1. Expense Report: Employees must submit an expense report through the Concur system within 30 days of incurring the expense. Reports submitted more than 90 days after the expense date may not be reimbursed.
2. Receipts: Original, itemized receipts are required for all expenses over $25. For meals, the itemized receipt (not just the credit card slip) is required.
3. Manager Approval: The report must be approved by the employee's direct manager, who is responsible for verifying the legitimacy and accuracy of the expenses.
4. Reimbursement: Approved expense reports will be processed for reimbursement within 10 business days. Reimbursements are made via direct deposit.

5. Non-Reimbursable Expenses

This is not an exhaustive list, but the following are examples of non-reimbursable expenses:

• Personal travel or services (e.g., haircuts, babysitting)
• Fines or tickets (parking, traffic violations)
• Alcohol (unless part of a client meal and within reasonable limits; spirits and shots are generally not reimbursable)
• First-class or business-class airfare (unless approved in advance by a VP)
• In-room movie rentals
• Lost personal property

6. Related Policies

• Corporate Travel Policy (FIN-POL-015)
• Procurement Policy (FIN-POL-016)
• Professional Development Policy (HR-POL-009)

7. Revision History

• v1.1 (2025-10-12): Added general principles and clarified receipt requirements.
• v1.0 (2025-02-20): Initial version.