Skip to main content
Last reviewed: [Date] — Next review due: [Date] — Policy owner: Finance

​
Purpose

Blevins Holdings reimburses employees for reasonable, necessary, and properly documented business expenses incurred in the performance of their job responsibilities. This policy defines what expenses are reimbursable, how to submit a claim, and the timeline for reimbursement.

​
Scope

This policy applies to all employees who incur business expenses on behalf of Blevins Holdings, including those using personal funds, company-issued credit cards, or a combination of both. Contractors should refer to their contract for applicable expense terms.

​
Reimbursable expenses

Blevins will reimburse the following categories of expense when they are reasonable, necessary, and supported by receipts:

​
Travel

  • Flights — Economy class for domestic travel; business class requires CFO pre-approval for flights over 6 hours
  • Hotels — Standard business-class accommodation; expenses at premium properties require pre-approval
  • Ground transportation — Taxis, rideshare, public transit, and rental cars (standard category)
  • Mileage — Personal vehicle use reimbursed at the current IRS standard mileage rate; must include origin, destination, and business purpose

​
Meals

  • Business travel — Reasonable meal costs while traveling on company business; per-diem limit: $[X] per day (to be set by Finance)
  • Client meals — Up to $[X] per person; must include the names and company affiliations of all attendees and the business purpose

​
Business supplies

Office supplies, shipping costs, and minor equipment purchases under $[X] incurred for a clear business purpose and not covered by an existing department budget.

​
Professional development

Conference registrations, books, and training materials pre-approved by your manager and HR.

​
Pre-approval requirements

The following categories require written pre-approval before the expense is incurred:
CategoryApproval thresholdApprover
Air travelAll bookingsManager
Hotel accommodationsOver $300/nightManager
Client entertainmentAny amountManager
Team mealsOver $[X] totalManager
Business suppliesOver $[X] per itemManager
Conference or event registrationAny amountManager + HR
Expenses incurred without required pre-approval may not be reimbursed. When in doubt, ask your manager before spending.

​
Non-reimbursable expenses

The following expenses will not be reimbursed:
  • Personal entertainment, meals, or purchases not related to a specific business purpose
  • Alcohol (unless approved as part of a client entertainment budget within set limits)
  • Traffic fines, parking tickets, or other penalties
  • Expenses incurred by a spouse, family member, or non-employee
  • First-class or premium airfare upgrades without CFO approval
  • Luxury hotel stays beyond the standard rate
  • Personal hygiene or clothing items (unless required for a specific work purpose and pre-approved)
  • Tips exceeding 20% of the bill

​
Submission process

  1. Collect receipts — Keep original receipts for all expenses. Itemized receipts are required for meals and hotel stays. Credit card statements alone are not sufficient.
  2. Submit in the expense system — Log in to [expense management system — link to be added] and create a new expense report. Each expense must include:
    • Date and amount
    • Vendor and location
    • Business purpose
    • Attached receipt (photo or scan)
    • Budget code (ask your manager if you don’t have one)
  3. Submit within 30 days — Expense reports must be submitted within 30 days of when the expense was incurred.
Expenses submitted more than 60 days after the date incurred will not be reimbursed without written approval from the Finance Director. This is a firm deadline.

​
Approval and reimbursement

StepOwnerTimeline
Manager review and approvalDirect managerWithin 5 business days of submission
Finance reviewFinance teamWithin 3 business days of manager approval
Reimbursement paymentFinance / PayrollNext payroll cycle following Finance approval
Reimbursements are processed through payroll. If you need an earlier reimbursement due to a large balance, contact Finance to request an off-cycle payment — these are handled on a case-by-case basis.

​
Corporate credit cards

Employees issued a corporate credit card are expected to:
  • Use the card only for approved business expenses
  • Submit receipts and code expenses within 7 days of each transaction
  • Not allow others to use the card
  • Report a lost or stolen card to Finance and IT immediately
Corporate card transactions are reconciled monthly by Finance. Unexplained or personal charges may be deducted from payroll after notice.

​
Policy violations

Submitting false or inflated expense claims is considered fraud and will result in disciplinary action up to and including termination, and may result in referral to legal authorities. Blevins Holdings reserves the right to audit expense reports at any time.
Policy owner: Finance