Expenses now need to be submitted within 30 days of the receipt date (expenses) or the last travel date (travel). Anything outside of 30 days risks denial. This applies to all out-of-pocket work expenses – mileage, events, meeting/conference expenses (flights, hotels, parking, meals, etc.).
The policy for advance expenses such as registration, airfare, or any other conference fees has not changed. Although they are typically paid well before the conference (outside of the 30-day window), the employee must wait until after they’ve returned from the event to submit for reimbursement on the final meeting expense report. Using HPC International for payment of conference and registration fees is encouraged whenever possible to avoid out-of-pocket expenses for the employee. Also note – All expense receipts should be scanned as one pdf and not a separate upload of each individual receipt.
This policy is not necessarily new, but they are going to begin reinforcing it. This allows for better clarity on financials for the organization and faster processing so employees are reimbursed more quickly.