Expenses & Reimbursement
Submitting Expenses
Follow these steps to submit expense reports for reimbursement. Complete, accurate submissions are approved faster. The rates, limits and deadlines are set by the Expense Reimbursement Policy.
How to Submit
- Log in and go to Dashboard > Expenses
- Click New Expense Report
- Fill in required fields:
- Title – Assignment description (e.g., "Travel to client site")
- Amount – Total dollar amount
- Category – Select expense type
- Date Incurred – When the expense occurred
- Contract – Associated contract (if applicable)
- Description – Detailed explanation of business purpose
- Click Add Receipt and upload clear photo or PDF
- Review and click Submit for Approval
Tip
Submit expenses within a few days of incurring them—don't wait until the end of your contract!
Required Receipts
A valid receipt must include:
- Vendor/merchant name and contact information
- Date of transaction
- Itemized list of goods or services
- Total amount paid
- Payment method (credit card last 4 digits, cash, etc.)
Categories
Select the appropriate category for faster approval:
- Travel – Mileage (at the IRS business rate in the Expense Reimbursement Policy), airfare, rental car, rideshare, parking, tolls
- Lodging – Hotels for overnight work travel (actual cost up to the GSA maximum for the location, with receipt)
- Meals – Food during work travel (the GSA daily meals-and-incidentals rate; no receipts needed)
- Equipment – Work-related tools and equipment (pre-approval required)
- Materials – Project-specific consumables, supplies, shipping
- Professional – Certifications, training, memberships (if contract-required)
Expense Approval
Review Process
After you submit an expense:
- Initial Review – System checks for completeness
- Manager Review – Your approver reviews the report
- Decision – Approved, rejected, or returned for more information
- Payment – Approved expenses are paid on the net terms set for the contract
Timeline
- Approval to payment – On the net terms the customer set for the contract (shown on the contract)
Rejection Reasons
Common reasons expenses are rejected:
- Missing receipt – Upload valid receipt
- Unclear description – Add detailed explanation of business purpose
- Wrong category – Edit and reselect appropriate category
- Over limit – Request exception or reduce amount
- Not work-related – Provide business justification
- Duplicate submission – Remove duplicate entry
Important
Submit expenses within 30 days of incurring them. Expenses older than 60 days may be denied.
Frequently Asked Questions
Reimbursable expenses include travel costs (mileage at the IRS business rate stated in the Expense Reimbursement Policy, airfare, rental car, rideshare, parking, tolls), lodging and meals at the GSA per diem for the location, required safety equipment, and pre-approved tools, licensing or training. Non-reimbursable items include personal travel, entertainment, alcohol, and traffic violations. The Expense Reimbursement Policy is the full list, and your contract may set its own limits.
No. Under the Expense Reimbursement Policy a receipt is recommended but not required under $25, required from $25 to $75, and itemized over $75. Meals and incidentals paid at the GSA daily rate need no receipts. If you have lost a receipt, request a duplicate from the vendor or complete a Lost Receipt Affidavit.
Your approver reviews each expense after you submit it. Complete, accurate submissions with proper receipts are approved faster. The process: Submission → Initial Review → Manager Review → Approval → paid on the net terms set for the contract.
Common rejection reasons include: missing or illegible receipt, unclear description, wrong category selected, amount over contract limits, expense not work-related, duplicate submission, or expired submission window. Review the rejection notes in your notification email, make corrections, add explanatory notes, and resubmit.
Submit expenses within 30 days of incurring them. Under the Expense Reimbursement Policy, expenses older than 60 days may be denied, and a late submission needs a written justification. For best results, submit expenses within a few days of incurring them — don't wait until the end of your contract.
First, try to get a duplicate: contact the vendor, check your email for digital receipts, or check your bank/credit card statement. If none is available, complete a Lost Receipt Affidavit with a description of the expense, the amount, the date and location, and why the receipt is unavailable. Under the Expense Reimbursement Policy an affidavit needs manager approval, and at most two are accepted per quarter.
Approved expenses are paid on the net terms the customer set for the contract, shown on the contract. Once approved, the expense amount appears in your earnings statement.
Need help with expense reports?
Contact Expenses Team