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Expense Reimbursement Policy

Purpose:


This policy outlines the guidelines for employees to claim reimbursement for work-related expenses. It ensures that

employees are fairly compensated for necessary expenses incurred in the course of their duties while maintaining

transparency and accountability.


Scope


This policy applies to all employees who incur authorized business expenses while performing their duties,

including travel, meals, accommodations, and other work-related costs.


General Guidelines


  • Pre-Approval: All expenses must be pre-approved by the employee's manager or relevant department head unless explicitly stated otherwise in this policy.

  • Receipts Required: Employees must provide itemized receipts for all reimbursable expenses. In the absence of receipts, employees may submit a written explanation, subject to managerial approval.

  • Submission Deadline: Expense claims must be submitted within 30 days of incurring the expense using the company’s designated reimbursement form.

Reimbursable Expenses


Travel Expenses


Transportation:


  • Airfare: Will be booked by the head office

  • Mileage: Reimbursed at $0.58 per kilometer (based on CRA guidelines).

  • Ground transportation: Costs for taxis, rideshares, public transit, or rental cars are reimbursable when supported by receipts.

Lodging:


  • Accommodations must be reasonable and within the company’s approved rate. Upgrades are at the employee's personal expense unless pre-approved.

Meal Allowance


  • Employees receive per diem at a rate of $50.00 CAD / per day for Canadian jobs and $60.00 CAD / day for US jobs, no additional meal expenses will be reimbursed.

Work-Related Supplies


Supplies purchased for business purposes (e.g., office materials, tools) are reimbursable with prior approval and submission of receipts.


Non-Reimbursable Expenses


The following expenses are not reimbursable unless explicitly approved:


  • Personal items or services (e.g., laundry, personal entertainment, or spa treatments).

  • Alcoholic beverages.

  • Fines, penalties, or parking tickets.

  • Expenses incurred without prior approval where required by this policy.

Reimbursement Process


1. Submission:


Employees must complete the company’s Expense Reimbursement Form and attach all relevant receipts.


2. Approval:


Claims must be reviewed and approved by the employee’s manager or department head.


3. Payment:


Approved reimbursements will be processed and paid via direct deposit or payroll within 15 business days.


Policy Violations


Employees found falsifying expense claims or submitting unauthorized expenses may face disciplinary action, up to and including termination.


Review and Updates


This policy will be reviewed annually and updated as needed to comply with legal requirements and company

objectives.

For questions or clarification, employees should contact their manager.

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