Where to file expenses

All reimbursements should be submitted through the Expense Portal. Do not send receipts directly to finance unless someone has explicitly asked you to do so.

Each claim should include:

  • The itemized receipt
  • The date of purchase
  • The expense category
  • A short business reason
  • The relevant project or cost center, if applicable

What can be claimed

CategorySample rule
Business travelReimbursable with receipt
Client mealsReimbursable when work-related and reasonable
Home office itemsPre-approval required
Software or subscriptionsBuy only after manager approval
Personal purchasesNot reimbursable

When in doubt, ask before spending rather than after.

How to submit an expense

  1. Open the Expense Portal.
  2. Upload the receipt within 10 calendar days.
  3. Choose the right category.
  4. Add the business reason in one sentence.
  5. Submit for manager approval.

Approved claims submitted before the 20th of the month are typically reimbursed with the next payroll cycle.

Card payments and out-of-pocket costs

If the company issues a payment card, every transaction still needs a receipt and category in the expense tool. Card usage removes the reimbursement step, but not the documentation requirement.

For out-of-pocket spending:

  • Keep the original receipt.
  • Submit the claim promptly.
  • Use the correct VAT amount if your finance process requires it.

What slows reimbursement down

Most delays happen for predictable reasons:

  • Missing receipts
  • Vague descriptions like meeting or travel
  • Wrong category selection
  • No manager approval

Fast reimbursement depends on clean submissions, not finance chasing missing details.