Reporting Guidelines

Employees must submit expense reports (with receipts) no later than 30 days following the completion of the trip or of incurring the expense.

Expenses should be submitted mid-month and end of month for approval, previous to pay dates.

Receipts and an explanation of the business expense and a list of the individuals/company affiliations entertained (in the case of meal/entertainment receipts) must be documented. Receipts must include location, date and amount.

Receipts must be scanned to a single PDF document (no jpegs or images). Place as many receipts as possible on one page. If a receipt is not attached or receipts are scanned incorrectly, the expense will not be approved and will have to be resubmitted. This can cause reimbursement to be delayed.

When a receipt is not available, a full explanation of the expense and the reason for the missing receipt is required. All expenses must be reported, regardless of how they were paid.

Company Card use

If an employee has used the company card for an expense, the employee must add the description “USED COMPANY CARD” and flag the item as non-reimbursable.

Client Reimbursement Policies

Project managers should communicate to employees the client’s reimbursement policy.

If an employee alters travel arrangements outside of policy or without approval it is at his/her own expense.

Disregard for company policy or altering of receipts can result in disciplinary action up to and including termination.