Expenses & Reimbursement
Submitting Expenses
Follow these steps to submit expense reports for reimbursement. Complete, accurate submissions are approved faster.
How to Submit
- Log in and go to Dashboard > Expenses
- Click New Expense Report
- Fill in required fields:
- Title – Brief 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 ($0.67/mile), airfare, rental car, rideshare, parking, tolls
- Lodging – Hotels for overnight work travel (up to $200/night)
- Meals – Food during work travel (up to $80/day total)
- Equipment – Work-related tools and equipment (pre-approval required over $100)
- 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 (same day)
- Manager Review – Your approver reviews within 2-3 business days
- Decision – Approved, rejected, or returned for more information
- Payment – Approved expenses added to next payment cycle
Timeline
- Submission to review – Same day
- Manager review – 2-3 business days
- Approval to payment – Next payment cycle
- Total (best case) – 5-7 business days
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
Expenses must be submitted within 90 days of being incurred. Older expenses require special approval.
Frequently Asked Questions
Reimbursable expenses typically include: travel costs (mileage at $0.67/mile, airfare, rental car, rideshare, parking, tolls), lodging (up to $200/night), meals during work travel (up to $80/day), work-related equipment and materials, and safety gear. Non-reimbursable items include personal travel, entertainment, alcohol, and traffic violations. Always check your contract for specific limits.
Yes, receipts are required for all expenses regardless of amount. This ensures accurate record-keeping and tax compliance. Without a valid receipt, your expense may be rejected. If you've lost a receipt, you can request a duplicate from the vendor or submit a Missing Receipt Declaration.
Standard approval timeline is 2-3 business days after submission. Complete, accurate submissions with proper receipts are approved faster. The process: Submission → Initial Review (same day) → Manager Review (2-3 days) → Approval → Added to next payment cycle. Total best case is 5-7 business days.
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.
Yes, but expenses must be submitted within 90 days of being incurred. Older expenses require special manager approval and may be denied. 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 unavailable, submit a Missing Receipt Declaration with: written description of the expense, approximate amount, date and location, and reason receipt is unavailable. Note: declarations are reviewed case-by-case and may delay approval.
Approved expenses are included in your next scheduled payment (typically weekly or bi-weekly depending on your contract). Once approved, the expense amount appears in your earnings statement. Payment timing then follows your normal payout schedule and method.
Need help with expense reports?
Contact Expenses Team