To ensure timely reimbursement, expenses must be submitted and approved before the 15th of the month. If the 15th falls on a weekend or public holiday, the submission should be completed by the last business day before the 15th.
Reimbursement Schedule:
On-Time Submission: If your expenses are submitted and approved by the 15th (or the previous business day), you will receive your reimbursement on the last pay day of that same month.
Late Submission: If expenses are submitted and approved after the 15th, the reimbursement will be processed and paid on the last pay day of the following month.
No single federal law mandates expense reimbursement across all US states: requirements vary significantly by state. Expenses must be submitted using the Remote People platform; proper documentation including invoices and receipts is required for reimbursement and for potential tax-free treatment.
1. Overview & Platform Requirement
Expenses must be submitted through the Remote People platform. Only platform-processed expenses can be reimbursed and treated as tax-free where applicable.
2. How to Submit an Expense
Please refer to How can I submit expenses? for guided steps.
3. State-by-State Breakdown:
State | Is Reimbursement Required? | Key Law |
California | Yes (strict) | Labor Code §2802 — all necessary business expenses; broad interpretation |
Colorado | Yes | COMPS Order — includes remote work expenses in some cases |
Illinois | Yes | IL Wage Payment & Collection Act — requires written policy |
Massachusetts | Yes (indirect) | Minimum wage law — applies mainly to low-wage workers |
Montana | Yes | State labor laws |
Washington | Partial | Case law & employer policies |
New York | No (general) | No explicit statute; industry-specific rules may apply |
Pennsylvania | No | No explicit law; minimum wage protection applies |
Texas | No | No state law; follow federal minimum wage rules |
Florida | No | No state law; federal law governs |
4. Federal Baseline (All States) Even in states with no law, FLSA requires reimbursement if expenses would drop a non-exempt employee's pay below the federal minimum wage ($7.25/hr).