# Employee%20Reimbursement%20Policy course: AI Clinic module: AI-Clinic type: pdf source_url: https://personal-learn.armco.dev/files/AI-Clinic/General/Session_Files_20-09-2026/Employee%20Reimbursement%20Policy.pdf pages: 1 --- [page 1] Employee Reimbursement Policy 1. Business Expenses Only Employees may claim reimbursement only for reasonable expenses incurred for legitimate business purposes. 2. Pre-Approval for Large Expenses Any significant or unusual expense must be approved by the employee’s manager before it is incurred. 3. Keep Proof of Payment Employees must provide a valid receipt, invoice, or other proof of payment for every reimbursement claim. 4. Submit Claims Promptly Reimbursement claims should be submitted within 30 days of the expense being incurred. 5. Travel and Client Expenses Are Allowed Reasonable expenses for business travel, client meetings, conferences, meals, transportation, and similar business activities may be reimbursed when they are work-related. 6. Reasonable and Appropriate Spending Employees are expected to choose reasonably priced options. The company will reimburse necessary business expenses, not premium or excessive spending without prior approval. 7. Personal Expenses Are Not Reimbursable Personal purchases, entertainment, shopping, fines, penalties, and other non-business expenses will not be reimbursed. 8. Alcohol and Recreational Expenses Are Not Reimbursable Alcohol, recreational activities, gambling, and similar expenses are not eligible for reimbursement unless specifically approved as part of an official company event. 9. No Duplicate or False Claims Employees must not submit the same expense more than once, claim expenses paid by another party, alter receipts, or submit false or misleading information. 10. Company Approval Is Final All reimbursement claims are subject to review and approval by the company. The company may reject expenses that do not comply with this policy, even if a receipt is provided.