Expense Reimbursement Policy

Document ID: WBL-FIN-ER-v1.0 Version: 1.0 Effective Date: [DATE] Applies To: All team members, contractors, and subcontractors who incur expenses on behalf of Webility or for client projects Owner: [Managing Director / Finance] Next Review: [DATE + 12 MONTHS]

Purpose: This policy governs the reimbursement of expenses incurred by team members in the course of performing work for Webility or for client projects. It applies to both internal expenses (costs of running the business) and pass-through expenses (costs incurred for a specific client project and billed to the client).

1. General Principles

1.1 Core Rules

• No surprise expenses. Any expense not pre-approved may not be reimbursed.
• Receipt required. No receipt, no reimbursement. No exceptions over [AMOUNT].
• Business purpose required. Every expense must have a documented, legitimate business purpose.
• Reasonable and necessary. Expenses must be reasonable for the nature of the work. Luxury options are not reimbursable when a reasonable alternative exists.
• Timely submission. Submit expenses within [30] days of incurring them. Late submissions may be declined.

1.2 Who This Policy Applies To

2. Pre-Approval Requirements

2.1 When Pre-Approval Is Required

2.2 How to Request Pre-Approval

1. Email the approver before incurring the expense
2. Include: description of the expense, estimated amount, business purpose, and project/client it relates to
3. Approval must be in writing (email confirmation is sufficient)
4. Save the approval email and attach it to your expense submission

No retroactive approvals. An expense incurred without pre-approval (when required) will not be reimbursed without Managing Director sign-off and a written explanation of why pre-approval was not obtained.

3. Eligible Expense Categories

3.1 Project-Related Expenses (Pass-Through)

These are costs incurred specifically for a client project and are typically billed to the client (at cost + [10]% administrative fee, per contract terms).

All pass-through expenses must be tracked per project for accurate client billing.

3.2 Business Travel

Personal travel day add-ons: If a team member extends a business trip for personal travel, the personal portion of accommodation and transport is not reimbursable. Webility pays only for business days and the most direct travel routing.

3.3 Client Entertainment and Meals

3.4 Software and Technology

3.5 Professional Development

3.6 Non-Reimbursable Expenses

The following are never reimbursable:

4. Expense Submission Process

4.1 How to Submit

Submission method: [EXPENSE TOOL NAME / Google Form / email to finance@webility.local]

Required for every submission:

1. Receipt(s) — photo or digital copy; must show: vendor name, date, amount, and itemization
2. Business purpose — what was purchased and why
3. Project/client reference — if project-related, specify the project ID
4. Pre-approval email — if pre-approval was required (attach)
5. Mileage log — if claiming personal vehicle mileage

Submission deadline: Within [30] calendar days of the expense date. Expenses older than 30 days will be reviewed case-by-case and may be declined.

4.2 Submission Schedule

4.3 Review and Approval

4.4 Expense Disputes

If a team member believes a reimbursement decision is incorrect, they may appeal in writing to the Managing Director within [10] business days of the denial. The Managing Director's decision is final.

5. Client Expense Billing

5.1 Pass-Through to Clients

Eligible project expenses are billed to the client at cost + [10]% administrative fee, unless the client contract specifies otherwise.

Requirements before billing:

• Expense must be documented and pre-approved by the PM
• Receipt(s) must be available
• The expense must be within the scope of the client's project
• The PM must confirm it is billable per the client's contract

How to mark an expense as client-billable: On the expense submission, indicate: Client: [CLIENT NAME] | Project: [PROJECT ID] | Billable: Yes

5.2 Non-Billable Project Expenses

Some project expenses may be incurred but are not passed to the client (e.g., a tool licensed for internal use across multiple projects). These are absorbed as agency overhead and still require pre-approval.

6. Company Credit Card / Corporate Account

(If applicable — complete if Webility issues a corporate card)

7. Record Retention

Expense records (receipts, approvals, submissions) must be retained for [7] years in compliance with tax authority requirements.

Finance maintains records digitally in [FINANCE TOOL / DRIVE FOLDER].

Team members must retain their own copies of original receipts until they receive confirmation of reimbursement.

Appendix A — Per Diem Summary

(Quick reference for travelers)

Per diem rates are reviewed annually. Actual rates confirmed by Finance at time of travel authorization.

Webility — WBL-FIN-ER-v1.0 | Expense Reimbursement Policy Internal document — not for client distribution. Last reviewed: [DATE]. Next review: [DATE + 12 MONTHS].