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Reuse Request

Can we have a policy that employees’ expense claims must be turned in by a certain time period?

Yes. Employers may require employees to submit expense claims within a specified time period.

Labor Code Section 2802 requires employers to reimburse all necessary business expenses but does not set a deadline for submitting claims.

Employees may have up to four years to submit expense claims under the statute of limitations, but employers may establish shorter internal deadlines (for example, monthly submissions).

Late claims must still be paid, unless they exceed the statute of limitations, in which case legal counsel should be consulted.

Employers may discipline employees for failing to follow submission deadlines and should apply policies consistently.

The law does not specify when reimbursements must be paid, and they are not subject to final paycheck timing requirements. However, employers should process payments promptly according to established policies.

Clear, consistently enforced policies for both submission and payment are recommended.

Read about Expense Reimbursements in the HR Library.

Q&As

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