Spending Company Money

Expense Philosophy

We trust our team to spend company money responsibly. When making purchasing decisions, ask yourself: “Would I spend my own money this way if this were my company?”

General Guidelines

Spend Wisely: Make cost-effective choices

Get Approval First: For purchases over your limit, get manager approval via GitLab issue or Slack before buying

Document Everything: Keep receipts and document business purpose

Use Company Resources: Check if we already have a license or subscription before buying

Expense Limits

Individual Contributors: Up to $100 per purchase

Managers: Up to $500 per purchase

Directors: Up to $2,500 per purchase

VP/C-Level: Up to $10,000 per purchase

Over $10,000: Requires CFO approval

Note: Recurring expenses (subscriptions) are calculated annually

Reimbursable Expenses

Home Office Setup

One-Time Budget: $1,500 for home office equipment

Eligible Items:

• Desk and chair
• Monitor(s)
• Keyboard and mouse
• Webcam and microphone
• Desk lamp
• Cable management

Not Covered: Rent, utilities, or home improvements

Professional Development

Annual Budget: $1,000 per person

Eligible Expenses:

• Books and courses
• Conference tickets
• Professional certifications
• Industry publications

Software and Tools

As Needed: Tools required for your job

Pre-Approval Required: Get manager approval first

Eligible Items:

• Design software (Figma, Adobe, etc.)
• Development tools (IDEs, services)
• Productivity apps (Notion, etc.)

Company-Wide Licenses: Check with IT before purchasing

Travel

Flights: Economy class for domestic, premium economy for international 6+ hours

Hotels: Mid-range hotels, typically $150-250/night depending on city

Meals: Reasonable per diem rates:

• Breakfast: $15
• Lunch: $25
• Dinner: $50

Ground Transportation: Use most economical option (public transit, rideshare, rental car)

Team Events

Team Dinners: Covered for team gatherings

Customer Entertainment: Covered for customer meetings

Pre-Approval: Get manager approval for events over $500

Submitting Expenses

Process

1. Make the Purchase: Using your personal card or corporate card if issued
2. Save the Receipt: Digital or paper
3. Submit in Expensify: Within 30 days of purchase
4. Include Details:
   • Business purpose
   • Who attended (if a meal)
   • Receipt/invoice
   • Approval if required

Reimbursement Timing

Approved Expenses: Reimbursed in next payroll cycle

Missing Information: Held until documentation is complete

Rejected Expenses: You’ll receive explanation and can appeal

What’s Not Covered

Personal Expenses: Anything not directly related to work

Gifts: Personal gifts to customers or team members (unless pre-approved)

Alcohol: Reimbursed only for customer/team entertainment, not personal consumption

First-Class Travel: Unless medically necessary with documentation

Luxury Items: High-end items when reasonable alternatives exist

Corporate Cards

Eligibility: Issued to managers and above, or as needed

Usage: Only for business expenses

Reconciliation: Must reconcile monthly

Lost/Stolen: Report immediately to Finance

Questions

Unsure if an expense is reimbursable? Ask your manager or finance@selorahomes.com before purchasing.

Dispute a rejection? Email finance@selorahomes.com with additional context.