Expense Reimbursement SOP

EXPENSE REIMBURSEMENT SOP

This Expense Reimbursement Standard Operating Procedure (SOP) is entered into by and between the following parties for the purpose of establishing uniform rules, controls and procedures governing the submission, approval and payment of business-related expenses.

WHEREAS

WHEREAS, Company Name: is responsible for promulgating policies governing business expenditures; and

WHEREAS, Department or Employee Group: and the employees and agents acting on behalf of the Company will follow the procedures set forth herein to ensure proper authorization, documentation and timely reimbursement of eligible expenses.

WHEREAS, Effective Date: the procedures described below shall apply to all reimbursable business expenses incurred after the effective date unless otherwise superseded by a subsequent written policy.

PURPOSE

The purpose of this SOP is to define eligible expenses, establish documentation and approval requirements, set reimbursement timing and remedies for late payments, and assign responsibilities for audit and compliance to protect Company funds and ensure consistent treatment of expense claims.

SCOPE OF WORK

ELIGIBLE EXPENSES

Eligible expenses are business-related and reasonable in amount. Typical categories include:

- Travel (airfare, lodging, ground transportation) — subject to class limits and per diem rules.
- Meals and entertainment while on approved business travel or client meetings, subject to applicable limits and documentation.
- Office supplies and approved client expenses incidental to performance of job duties.
- Other business expenses pre-approved in writing by an authorized approver.

SUBMISSION AND APPROVAL PROCESS

All expense claims must be submitted within days of the date incurred. Claims submitted after that period require written justification from the requestor and may be denied.

Required approver: Manager or Department Head: . Approvals must be obtained prior to submission where pre-approval is required by policy.

DOCUMENTATION REQUIREMENTS

Receipts or acceptable electronic copies are required for all expenses. Where a receipt is unavailable, the requestor must provide a written explanation and obtain written approval from the approver named above. Credit card statements alone are not acceptable in lieu of receipts except where expressly allowed by the Finance Department.

PAYMENT TERMS

Reimbursement shall be processed following approval and verification of documentation in accordance with the schedule: Reimbursement schedule: . Standard processing occurs within business days after approval.

Payment method: . Late payments not processed within the stated processing period will incur a late processing fee of of the reimbursable amount unless delay is caused by incomplete documentation or disputation of charges.

TERM AND TERMINATION

This SOP shall commence on Start Date: and continue until End Date: unless earlier terminated in accordance with this section. Either party may terminate this SOP upon written notice delivered at least days prior to termination.

CONFIDENTIALITY

All information submitted in connection with expense claims, including but not limited to proprietary client information, travel itineraries and vendor invoices, shall be treated as confidential to the extent permitted by law. Recipients shall restrict access to such information to personnel with a legitimate business need and shall not disclose confidential information to third parties without prior written authorization.

AUDIT, RECORDS AND COMPLIANCE

The Company reserves the right to audit expense claims, require additional documentation, and recover any amounts determined to be ineligible or fraudulent. Records supporting expense claims must be retained by the claimant for a minimum of years and made available upon request by Finance or internal audit.

GOVERNING LAW

This SOP shall be governed by and construed in accordance with the laws of the jurisdiction: without regard to conflict of law principles.

ENTIRE AGREEMENT & AMENDMENT

This SOP constitutes the entire agreement between the parties with respect to expense reimbursement procedures and supersedes all prior policies, understandings and communications, whether written or oral. Any amendment must be made in writing and signed by authorized representatives of both parties.

CERTIFICATION

By signing below, the Requestor certifies that the expenses claimed are true, accurate, incurred for legitimate business purposes, and comply with this SOP and any applicable law. The approver certifies that, to the best of their knowledge, the expenses are appropriate and necessary for business purposes.

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