If you spend your own money on something for work, you may be able to claim it back through Remote People, but not every cost qualifies. This article explains what generally counts as a legitimate, reimbursable business expense, and what to check before you submit a claim.
The general rule
A business expense is a cost that is necessary, reasonable, and directly related to doing your job. To be reimbursed, it must be:
Incurred for a genuine business purpose (not personal use)
Reasonable in amount for what it is
Supported by a valid receipt or invoice
Approved by your line manager before it is considered for payment
Commonly reimbursable expenses
Business travel (flights, trains, taxis, mileage where applicable)
Accommodation while travelling for work
Client meals and reasonable business entertainment
Work-related equipment or software, where agreed in advance
Professional subscriptions or certifications required for your role
Postage, courier, or printing costs for work purposes
Generally not reimbursable
Personal items or costs unrelated to your work
Commuting between home and your regular place of work
Alcohol, unless part of an approved client entertainment budget
Fines, penalties, or costs resulting from personal negligence
Anything without a valid receipt or proof of payment
Before you spend
Where possible, agree the cost with your line manager before you incur it, especially for anything unusual or above a typical amount. This avoids a rejected claim after the fact.
Country-specific rules apply
What counts as reimbursable, and how it must be documented for tax purposes, varies by country. Some countries have specific rules on per diems, mileage rates, or what receipts must show. Always check your country's expense guidelines in addition to this article before submitting a claim. Local rules take precedence over the general guidance here.