Employee Expense & Reimbursement Policy
Last updated March 2026 · Applies to all employees and contractors
This policy covers what the company will reimburse and the documentation we need to process a payment. Reimbursements are paid by ACH on the next run after an approver signs off. If something isn't covered here, ask your manager or finance before you spend.
Reimbursement limits
| Meals (per person) | Up to $60 domestic, $90 while traveling |
| Mileage | Standard IRS rate ($0.67/mi), log required |
| Ground transport | Actual cost, receipt required over $25 |
| Software / subscriptions | Pre-approved tools only; recurring seats via Accounting |
| Conferences & training | Manager approval on the Q-budget |
| Office supplies | Actual cost, itemized receipt |
Receipts
- An itemized receipt is required for any expense over $25.
- The receipt must show the merchant, date, items, and total.
- Personal cards are reimbursed; corporate-card charges reconcile automatically.
Not reimbursable
- Personal purchases, even if bought during a work trip.
- Gift cards, prepaid cards, and other cash-equivalent purchases.
- Alcohol beyond a reasonable amount with a client meal.
- Fines, late fees, and card activation fees.
- Anything without a valid receipt or business purpose.
Approver checklist
- Does the business justification match the receipt?
- Is the amount within policy for its category?
- Is it an allowable expense, and not on the not-reimbursable list?
- When in doubt, send it back with a note rather than approving.