> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge-base-starter.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense reimbursement

> What's covered, how to submit a claim, and typical reimbursement timelines.

We reimburse reasonable, work-related expenses. "Reasonable" means what a thoughtful person would spend of their own money on a business trip or work task.

## What's covered

| Category                | Covered                                                          | Not covered                                                     |
| ----------------------- | ---------------------------------------------------------------- | --------------------------------------------------------------- |
| Travel (business trips) | Flights, trains, approved hotels                                 | First-class upgrades (unless pre-approved), personal side trips |
| Meals (travel days)     | Up to \$XX/day                                                   | Alcohol (unless a team event)                                   |
| Home office             | See [home office setup](/policies/remote-work/home-office-setup) | Furniture beyond the stipend                                    |
| Software and tools      | Role-specific tools with manager approval                        | Subscriptions that duplicate company-provided tools             |
| Team events             | Team lunches, offsites with manager approval                     | Events without prior budget approval                            |
| Learning & development  | Courses, books, conferences within the annual budget             | Items outside the L\&D budget cap                               |

When in doubt, ask your manager before spending.

## How to submit

1. Log in to the expense tool (link in the HR portal).
2. Create a new report and attach receipts for every line item over \$XX.
3. Select the appropriate expense category and add a brief business justification.
4. Submit for manager approval.

**Deadlines:** Submit expenses within **30 days** of the expense date. Late submissions may be declined.

## Approval and reimbursement

* Manager approves the report.
* Finance reviews and approves within 3 business days.
* Reimbursement is paid via payroll on the next pay cycle, or via direct ACH within 5–7 business days (depending on your setup).

## Corporate card

Some roles have access to a corporate card. Corporate card expenses still require receipts and business justifications in the expense tool—they are not auto-approved.

## Travel bookings

Use the approved travel booking tool for flights and hotels. Booking outside the tool requires prior approval and may not be reimbursed at full cost.