Overview

Contractors may occasionally incur business-related expenses while supporting company projects. This includes software, tools, subscriptions, client meetings, and other approved activities.

All expenses must be aligned with company needs and pre-approved when necessary to ensure smooth reimbursement.

Spending Limits

• Software / Subscriptions: Pre-approved subscriptions only; standard limit is $50/month.
• Tools / Equipment: Standard office equipment; larger purchases require pre-approval.
• Client Entertainment / Gifts: Up to $75 per person; higher amounts require approval.
• Office Supplies: Up to $50 per item; larger purchases require pre-approval.

Exceptions: Special circumstances, like premium software, high-value client gifts, or unique equipment, require written pre-approval from leadership.

Non-Approved Expenses

The following expenses will not be reimbursed:

• Personal software, subscriptions, or tools unrelated to work
• Luxury items or upgrades beyond standard business needs
• Any purchase without proper receipts or documentation
• Non-essential entertainment unrelated to company purposes

Pre-Approval Required

Before making high-cost or unusual purchases, contractors must obtain approval from their manager or point of contact. Examples include:

• Software subscriptions or tools above standard limits
• Equipment purchases over $200
• Any purchase outside the approved budget

Pre-approval ensures company resources are used responsibly and avoids reimbursement delays.

Reporting Guidelines

To ensure timely reimbursement, contractors should follow these steps:

1. Approval: Get pre-approval for any expenses above standard limits.
2. Submission: Submit expense reports via [Expense Tool / Email], including:
   • Receipts or invoices
   • Purpose of the expense
   • Date and amount
3. Deadlines: Submit expense reports by the 5th of the following month.
4. Reimbursement Timeline: Payments are processed within 14 days of approved submission.

Tip: Keep digital copies of all receipts and document any unusual circumstances for faster processing.