---
name: expense-report
description: File and validate employee expense reports according to Contoso company policy. Use when asked about expense submissions, reimbursement rules, receipt requirements, spending limits, or expense categories.
metadata:
  author: contoso-finance
  version: "2.1"
---

# Expense Report

## Categories and Limits

| Category | Limit | Receipt | Approval |
|---|---|---|---|
| Meals — solo | $50/day | >$25 | No |
| Meals — team/client | $75/person | Always | Manager if >$200 total |
| Lodging | $250/night | Always | Manager if >3 nights |
| Ground transport | $100/day | >$15 | No |
| Airfare | Economy | Always | Manager; VP if >$1,500 |
| Conference/training | $2,000/event | Always | Manager + L&D |
| Office supplies | $100 | Yes | No |
| Software/subscriptions | $50/month | Yes | Manager if >$200/year |

## Filing Process

1. Collect receipts — must show vendor, date, amount, payment method.
2. Categorize per table above.
3. Use template: [assets/expense-report-template.md](assets/expense-report-template.md).
4. For client/team meals: list attendee names and business purpose.
5. Submit — auto-approved if <$500; manager if $500–$2,000; VP if >$2,000.
6. Reimbursement: 10 business days via direct deposit.

## Policy Rules

- Submit within 30 days of transaction.
- Alcohol is never reimbursable.
- Foreign currency: convert to USD at transaction-date rate; note original currency and amount.
- Mixed personal/business travel: only business portion reimbursable; provide comparison quotes.
- Lost receipts (>$25): file Lost Receipt Affidavit from Finance. Max 2 per quarter.
- For policy questions not covered above, consult the FAQ: [references/POLICY_FAQ.md](references/POLICY_FAQ.md). Answers should be based on what this document and the FAQ state.
