Rymco LLC – Expense Reporting Policy

To ensure all business-related expenses are properly documented, justified, and aligned with company purchasing protocols, all team members must follow the submission requirements outlined below.


Required Fields for Submission

All expenses must be submitted using the QuickBooks Expense Form and must include the following:

1. Amount

Enter the total dollar amount of the expense.

2. Reimbursement Checkbox

Check “I need to be reimbursed” only if the purchase was made using personal funds.

3. Transaction Date

Provide the exact date the purchase occurred.

4. Vendor

List the name of the business or merchant where the item was purchased.

5. Category

Select the correct expense category from the dropdown menu.

6. Location

Choose the store number or department associated with the purchase.

7. Business Purpose

This section must include the following details: (Paste this template into the business purpose section, even if you’ve used the dropdowns.)

Who: [Your Full Name]
 Department: [Store #, Market Name, or Department Name]
 What: [Items Purchased or Purpose of Expense]
 Why: [Why the expense was necessary for business]
 Current Mileage: [Odometer reading at time of expense, if a company vehicle was used]

All fields must be completed clearly. Mileage is only required when a company vehicle was used.

8. Receipt Upload

Attach a clear photo or PDF copy of the receipt.
 Submissions without a receipt will not be processed.


Corporate Card Usage

Use of a corporate credit card is limited to:

Marketing expenses

Emergency store items


Use of a corporate credit card is NOT permitted for:

If you're unsure about an expense, please check with Munir.

All other store supply purchases must be submitted through the Store Needs Form and fulfilled using the Rymco Amazon account, unless prior approval is obtained.

Failure to follow these procedures may result in suspension or revocation of corporate card privileges.