HR Reimbursement Policy

HR REIMBURSEMENT POLICY

Purpose: This Reimbursement Policy establishes requirements and procedures for reimbursement of business-related expenses incurred by employees. The policy defines eligible expenses, documentation and approval requirements, limits and exceptions, tax treatment, audit and repayment obligations, and disciplinary consequences for noncompliance.

Personal Information

Position Information

Employment History

Provide at least two prior employers for verification.

Education

References

Provide three professional references.

Reimbursement Policy — Terms and Procedures

Eligible expenses: The Company will reimburse reasonable and necessary business expenses including travel, lodging, meals, client entertainment, training and approved supplies when properly documented and pre-approved where required. All expenses must be incurred in the performance of official duties and consistent with the employee's role.

Prior approval: Expenses exceeding the per-incident threshold or identified as requiring prior approval must receive written approval from the employee's manager before being incurred. Prior-approval categories (check all that apply):

Documentation and submission: Reimbursement requires original, itemized receipts showing date, vendor, and amount. For mileage claims, employees must submit the business purpose, start and end locations, and miles driven. Reimbursement requests must be submitted within days of the expense date unless an extension is approved in writing by the manager.

Per diem and mileage: The Company establishes per diem and mileage guidelines. Per diem for meals and incidental expenses is set at $ per day for domestic travel. Mileage is reimbursed at $ per mile.

Corporate card usage: Employees issued a corporate card must use it for approved business expenses. Personal charges on a corporate card are prohibited unless specifically authorized in writing and will be subject to repayment and disciplinary action.

Non-reimbursable expenses: The following are examples of non-reimbursable items: personal entertainment unrelated to business, traffic fines, spouse or guest travel unless pre-approved, upgrades beyond standard accommodations without prior approval, and items lacking required receipts.

Advances and exceptions: Expense advances may be issued only with manager approval and must be reconciled promptly. Any exception to this policy must be documented in writing and approved by the Department Head and Finance.

Tax treatment: Reimbursements made under an accountable plan are not reported as taxable income when substantiated in accordance with this policy. Any reimbursement that does not meet substantiation requirements will be reported as taxable compensation and subject to applicable withholdings.

Audit, repayment and disciplinary action: The Company may audit expense reports at any time. Employees must repay any overpayment within thirty (30) days of notice. Fraudulent claims or repeated noncompliance will result in disciplinary action up to and including termination and potential civil or criminal liability.

Recordkeeping and Retention

Receipts and supporting documentation must be maintained and submitted with reimbursement requests. The Company retains reimbursement records in accordance with applicable record retention schedules and applicable law, generally for a period of at least three (3) years.

Dispute and Appeal Process

Disputes regarding reimbursement determinations should be submitted in writing to the employee's manager. If unresolved, the dispute may be appealed to Human Resources and then to Finance for final determination. Appeals must identify the basis for reconsideration and include supporting documentation.

Legal Disclosures

At-will employment: Nothing in this Policy alters the at-will employment relationship between the Company and its employees where applicable. Employment may be terminated by either party at any time, with or without cause or notice, unless a separate written agreement states otherwise.

Equal opportunity: The Company is an equal opportunity employer and prohibits unlawful discrimination and harassment. All reimbursement decisions will be applied consistently and without unlawful discrimination.

Acknowledgment, Certification and Authorizations

By signing below, I certify that all expense claims I submit shall be true, accurate and incurred for legitimate business purposes. I acknowledge that failure to comply with this Policy may result in denial of reimbursement, repayment obligations, and disciplinary action. I authorize the Company to recover any overpayments from my compensation where permitted by law.

I authorize the Company to contact previous employers and references provided above for purposes of verification related to employment and compliance with Company policies. I consent to any background checks or verifications required by the Company as a condition of employment or continued employment.

Exceptions and Amendments

The Company reserves the right to interpret, amend, or waive provisions of this Policy as required. Any exception must be documented in writing and approved by the Finance Director or designee.

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