Expense Reimbursement Categories

Eligible Expense Categories

Understanding what expenses are reimbursable and category guidelines.

Travel Expenses

Airfare

• Coach/economy class only
• Book at least 14 days in advance when possible
• Use company travel portal or approved agency
• Upgrades not reimbursable

Lodging

• Standard room rate (not suites)
• Reasonable rate for city (contact Finance for limits)
• Book through company travel portal
• Personal charges (movies, minibar) not covered

Ground Transportation

• Taxi, Uber, Lyft: Reasonable rates
• Rental car: Compact or midsize (with approval)
• Parking fees
• Tolls
• Public transportation

Meals

• Daily limit: $75 per day
• Breakdown:
  • Breakfast: $15
  • Lunch: $25
  • Dinner: $35
• Receipt required for amounts over $25
• Alcohol: Up to 2 drinks, included in daily limit

Client Entertainment

• Requires manager pre-approval
• $150 per event limit
• Must include business purpose and attendees

Mileage Reimbursement

• Rate: $0.67 per mile (2026 IRS rate)
• Requirements:
  • Business purpose
  • Start and end addresses
  • Total miles
  • Date
• Commute to/from home not eligible

Office Supplies

• Requires pre-approval from manager
• Use company vendors when possible
• Receipts required

Professional Development

• Conference registration
• Training courses
• Professional certifications
• Books and materials
• Requires manager approval BEFORE purchase

Technology

• Software subscriptions (with approval)
• Hardware not reimbursable (request through IT)

Non-Reimbursable Expenses

• Personal items or services
• Fines or penalties
• Commuting costs
• Gym memberships (unless prescribed)
• Personal grooming
• Loss or theft of personal items

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