Expense Reporting

Expense Reporting is one of those things that sounds super boring but is actually quite satisfying. Don't believe us? Well think about all those great training courses you just purchased on your personal credit card and how you can get reimbursed for those! That coffee meeting you had with the client on your personal card? Well, get ready for some cash to flow your way. This can be reimbursed as well!

There are two types of expense reporting that you can do: Project Expenses and General Expenses.

Project Expenses

Only project managers should make project-related purchases. They have access to the company credit card and should charge the expense directly to that. They should then add the expense to Harvest. Please add such expenses to Harvest on the same day they are made. Finance reconciles our books regularly, and if the expense is not in Harvest, it takes time for them to figure out what it is.

Failure to add the expense to Harvest on the same day will result in grave penalties like not having credit card access anymore 😜

Examples of Project Expenses

  • Font or Image licensing costs for fonts or images used on the project.
  • Plugin Licensing costs for use on a project for use on a project, such as Craft CMS Licensing or Wordpress plugin Licensing fees.
  • Travel-related expenses for client-mandated out-of-town meetings.

Project expenses typically should not include hosting costs (like Digital Ocean), as we ask clients to set up payment for those using their own payment methods.

General Expenses

For anything not directly project-related, please purchase it yourself and submit for reimbursement.

Here are some examples:

  • Software costs that are used across all projects, such as Adobe Photoshop
  • Costs for team member benefits like training (video editing class, conference costs)
  • Meals/Coffee if you work from a coffee shop

We recommend that you get approval from your manager prior to making the purchase. If you make the purchase first and then request approval/reimbursement, please accept that we may disagree with the wisdom of the purchase and deny reimbursement. It is most likely that for anything under $100, it won’t be a problem.

If you need a physical item worth more than $100, you must get manager approval, and fill out an “Equipment Use Agreement” prior to purchase.

Once you have made the purchase, please submit for reimbursement in Xero (Procedure TK)

For a reference on a description of each expense category and the type of expenses that should go into that category, please refer to this procedure: .

If you are uncomfortable or unable to make the purchase yourself and wait for reimbursement, you are welcome to request that the Operations department make the purchase on your behalf using the company credit card. Just speak to your manager. Keep in mind that this will likely take longer, so please allow more time for processing.

For additional clarification on what kinds of expenses are covered for team members and consultants please refer to the Handbook entry

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We understand that occasionally there are some expenses that come up that may need to be purchased before getting manager approval, especially when traveling. For any recurring expenses that happen repeatedly, getting approval just once is perfectly acceptable.