Policy

1. Purpose

This Business Expense Management Policy is designed to clarify how employees should manage and report business expenses. It ensures transparency, consistency, and fairness in handling expenses while supporting your work-related needs.

2. What’s Covered

2.1. Eligible Expenses

2.1.1. Travel Costs: Includes transportation (e.g., flights, trains, taxis) and mileage if using a personal vehicle for business purposes.

2.1.2. Meals: According to the travel and meal expense policy, all expenses for meals during business travel or client meetings. Note that alcohol is typically not reimbursed, as per the employee expense reimbursement guidelines.

2.1.3. Lodging: Hotel stays or other accommodations required for business trips.

2.1.4. Other Costs: Any other expenses directly related to your business activities, such as conference fees or business supplies.

3. Approval Process

3.1. Pre-Approval

According to the company expense approval procedure, for expenses over a certain amount (e.g., $100), you need to get prior approval from your manager. This helps ensure the expense is justified and aligns with the budget.

3.2. Procedure

Submit a brief description of the anticipated expense and its business purpose for approval. You’ll receive confirmation once it’s approved.

4. Receipt Requirements

4.1. Keeping Receipts

Always keep original receipts or digital copies for all expenses. Receipts should clearly show the date, amount, and nature of the expense.

4.2. Missing Receipts

If a receipt is lost, provide a detailed explanation of the expense and why the receipt is missing. This will help in processing your reimbursement.

5. Submission Guidelines

5.1. Expense Report Form

Complete the expense report form with details of each expense, adhering to the business expense management guidelines. Include the date, amount, purpose, and any other relevant information, and complete the whole expense report submission process.

5.2. Attachments

Attach all receipts to the expense report. If you’re submitting digital receipts, ensure they are clear and legible, thereby complying with the business expense reporting deadlines.

5.3. Timing

Submit your expense report within 30 days of the expense to facilitate timely reimbursement. Reports submitted after this period may be delayed or denied.

6. Non-Reimbursable Expenses

6.1. Personal Costs

Expenses for personal activities, such as leisure or entertainment, are not covered.

6.2. Fines and Penalties

Costs like parking tickets or traffic fines incurred during business travel are not reimbursed.

6.3. Non-Business Related Costs

As per the business expense management policy, any expense not directly related to business activities or without prior approval falls under non-reimbursable.

7. Reimbursement Timing

7.1. Processing Time

Once your expense report is approved, reimbursement is processed within two weeks. You’ll receive payment through the same method used for your regular payroll.

8. Contact

8.1 Questions and Assistance

For any questions about eligible expenses, the approval process, or help with your expense report, contact the HR department. They are available to assist you with any concerns.

Remember: 

The business expense management policy ensures that all business expenses are handled consistently and fairly. Following these guidelines helps us manage expenses effectively and support your work-related needs. Thank you for your cooperation in keeping the process smooth and transparent!