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| 1 | +# Expense Policy — Frequently Asked Questions |
| 2 | + |
| 3 | +## Meals |
| 4 | + |
| 5 | +**Q: Can I expense coffee or snacks during the workday?** |
| 6 | +A: Daily coffee/snacks under $10 are not reimbursable (considered personal). Coffee purchased during a client meeting or team working session is reimbursable as a team meal. |
| 7 | + |
| 8 | +**Q: What if a team dinner exceeds the per-person limit?** |
| 9 | +A: The $75/person limit applies as a guideline. Overages up to 20% are accepted with a written justification (e.g., "client dinner at venue chosen by client"). Overages beyond 20% require pre-approval from your VP. |
| 10 | + |
| 11 | +**Q: Do I need to list every attendee?** |
| 12 | +A: Yes. For client meals, list the client's name and company. For team meals, list all employee names. For groups over 10, you may attach a separate attendee list. |
| 13 | + |
| 14 | +## Travel |
| 15 | + |
| 16 | +**Q: Can I book a premium economy or business class flight?** |
| 17 | +A: Economy class is the standard. Premium economy is allowed for flights over 6 hours. Business class requires VP pre-approval and is generally reserved for flights over 10 hours or medical accommodation. |
| 18 | + |
| 19 | +**Q: What about ride-sharing (Uber/Lyft) vs. rental cars?** |
| 20 | +A: Use ride-sharing for trips under 30 miles round-trip. Rent a car for multi-day travel or when ride-sharing would exceed $100/day. Always choose the compact/standard category unless traveling with 3+ people. |
| 21 | + |
| 22 | +**Q: Are tips reimbursable?** |
| 23 | +A: Tips up to 20% are reimbursable for meals, taxi/ride-share, and hotel housekeeping. Tips above 20% require justification. |
| 24 | + |
| 25 | +## Lodging |
| 26 | + |
| 27 | +**Q: What if the $250/night limit isn't enough for the city I'm visiting?** |
| 28 | +A: For high-cost cities (New York, San Francisco, London, Tokyo, Sydney), the limit is automatically increased to $350/night. No additional approval is needed. For other locations where rates are unusually high (e.g., during a major conference), request a per-trip exception from your manager before booking. |
| 29 | + |
| 30 | +**Q: Can I stay with friends/family instead and get a per-diem?** |
| 31 | +A: No. Contoso reimburses actual lodging costs only, not per-diems. |
| 32 | + |
| 33 | +## Subscriptions and Software |
| 34 | + |
| 35 | +**Q: Can I expense a personal productivity tool?** |
| 36 | +A: Software must be directly related to your job function. Tools like IDE licenses, design software, or project management apps are reimbursable. General productivity apps (note-taking, personal calendar) are not, unless your manager confirms a business need in writing. |
| 37 | + |
| 38 | +**Q: What about annual subscriptions?** |
| 39 | +A: Annual subscriptions over $200 require manager approval before purchase. Submit the approval email with your expense report. |
| 40 | + |
| 41 | +## Receipts and Documentation |
| 42 | + |
| 43 | +**Q: My receipt is faded/damaged. What do I do?** |
| 44 | +A: Try to obtain a duplicate from the vendor. If not possible, submit a Lost Receipt Affidavit (available from the Finance SharePoint site). You're limited to 2 affidavits per quarter. |
| 45 | + |
| 46 | +**Q: Do I need a receipt for parking meters or tolls?** |
| 47 | +A: For amounts under $15, no receipt is required — just note the date, location, and amount. For $15 and above, a receipt or bank/credit card statement excerpt is required. |
| 48 | + |
| 49 | +## Approval and Reimbursement |
| 50 | + |
| 51 | +**Q: My manager is on leave. Who approves my report?** |
| 52 | +A: Expense reports can be approved by your skip-level manager or any manager designated as an alternate approver in the expense system. |
| 53 | + |
| 54 | +**Q: Can I submit expenses from a previous quarter?** |
| 55 | +A: The standard 30-day window applies. Expenses older than 30 days require a written explanation and VP approval. Expenses older than 90 days are not reimbursable except in extraordinary circumstances (extended leave, medical emergency) with CFO approval. |
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