Overview

The company provides an expense reimbursement system to ensure employees are repaid for out-of-pocket costs incurred for approved business purposes. This article outlines how the system works, what types of expenses are covered, and how to avoid common mistakes that can delay your reimbursement.

What Expenses Are Eligible?

Reimbursable expenses generally include:

• Travel & Transportation: Flights, mileage, ride shares, taxis, parking for business-related travel
• Meals: Within per diem limits and only during business travel or approved client meetings
• Supplies & Equipment: Office-related purchases with prior approval
• Event Fees: Conference tickets, training sessions, or industry memberships if job-related
• Internet or Mobile Costs: For remote employees (where part of the remote work agreement)

Non-reimbursable items usually include personal purchases, alcohol, luxury upgrades, or expenses without receipts.

Key System Features

The expense system (e.g. [Concur / Expensify / Zoho Expense]) allows employees to:

• Upload digital receipts
• Assign expenses to projects, departments, or clients
• Track approval status and expected payment dates
• Link credit card transactions (if corporate card is issued)

Most platforms are accessible via desktop or mobile app for convenience while traveling.

Submission & Review Process (At a Glance)

• You submit your expense report with attached receipts and a short description
• Your manager or department head reviews and approves
• Finance verifies the expense against policy and processes reimbursement
• Payment is issued via payroll or direct deposit (typically within 7–10 business days)

Note: Some expense categories may require pre-approval before incurring the cost.

Common Mistakes That Cause Delays

• Missing or blurry receipts
• Submitting beyond the allowed window (e.g. more than 30 days after expense)
• Incorrect expense coding (wrong department or client)
• Forgetting to include notes explaining business purpose
• Submitting duplicate claims

Always review your submission before finalizing and reach out if you're unsure about an expense’s eligibility.

Need Help?

For questions about what’s covered, reimbursement timing, or system troubleshooting:

expenses@yourcompany.com

Or open a Helpdesk ticket under “Finance & Reimbursements”

For urgent issues related to upcoming travel or large expenses, contact your department head for temporary escalation.