Reimbursements

Expense Reimbursement Request

Expense Reimbursement Form

Reimbursement Policy

Purpose

Employees are encouraged to utilize company-issued payment methods. However, under certain circumstances this may not be possible and in those scenarios this policy should be adhered to. 

This policy outlines the process for reimbursement of approved business expenses incurred by employees using personal funds when a company-issued payment method (e.g., Ramp card) is not available. The Company reserves the right to review and determine eligibility of all reimbursement requests

Falsifying reimbursement requests may result in disciplinary action, up to and including termination of employment.

Company Issued Credit Cards

All employees should utilize Company-issued credit cards as the primary form of payment, unless prior approval has been provided in writing. Personal cards should not be utilized for business purchases. Additionally, the primary Company card should be utilized rather than other credit cards. 

Approved Business Expenses

Approved business expenses are defined as reasonable and necessary costs incurred by employees to support legitimate business purposes that are not otherwise covered through standard Company procurement processes. 

Pre-Approval Requirement

All expenses must be approved in advance by the employee’s manager or senior leadership prior to purchase. Expenses incurred without prior approval may not be eligible for reimbursement.

Submission Requirements

All reimbursement requests must be submitted within two (2) weeks of the date of purchase.  Failure to reconcile within this timeframe could result in Ramp Card access being removed.

Timely submission ensures accurate recordkeeping and prompt payment processing.

Any request submitted more than sixty (60) days after the date of purchase will be outside the eligible submission window. Expenses submitted after this deadline are forfeited and will not be eligible for reimbursement. Exceptions will not be granted for submissions received outside of this timeframe.

Employees are encouraged to submit expenses as soon as possible following a purchase to avoid forfeiture.

To receive reimbursement, employees must:

• Complete and submit a reimbursement form

  • Reimbursement Form Link: Ampleo Reimbursement Form

• Attach itemized receipts for all expenses

• Obtain manager or senior leadership approval on form

• Submit all reimbursements via link: Expense Reimbursement Request

Emailed, incomplete submissions, or missing documentation may delay processing or may not be processed.

Reimbursement Timeline

Reimbursement requests should be submitted promptly after the expense is incurred.

Reimbursements are processed through the Ampleo’s payroll system on the following schedule:

• 5th of the month

• 20th of the month

Submission Deadlines:

• Expenses approved and submitted by the last day of the month at 11:00 AM will be included in the payrun on the 5th of the month.

• Expenses approved and submitted  by the 15th at 11:00 AM will be included in the payrun on the 20th of the month.

Submissions received after these deadlines will be processed in the next available payroll cycle.