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Effective Date: August 1, 2025 This policy outlines the process for employees to submit Toyota billable expenses for reimbursement, including submission deadlines and required documentation.

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Key Requirements

1. Submission Deadline: Submit all Toyota billable expenses to Accounting, with your manager's approval immediately. The maximum allowable time to ~submit with approval~ is 15 days from the expense date on the receipt.
   1. Note: Any expense submitted after the 15th day may be rejected for reimbursement and face disciplinary actions. No exceptions.
   2. Note: Submit TMS Billable receipts separately from other personal or non-Toyota expenses. Do not combine them in the same report.
2. Required Documentation: Every expense must include:
   1. Original, itemized receipts.
   2. The correct Toyota job number.
   3. A clear reason/business purpose for the expense (e.g., who, what, when, where, why).
   4. Submit all Toyota billable expenses in one separate Expense Report, WITHOUT any other expenses. Billable expenses with different Toyota job numbers can be combined in one Expense Report.
   5. Name the billable Toyota reimbursement: first name initial.last name.month.date.year.TMS. For example: A.Lee.07.20.25.TMS so Accounting can expedite processing of billable expenses.

Approval & Processing

• Your manager must approve all expense reports before submission to Accounting.
• Managers check the accuracy of the expenses within the approved budget and follows the Toyota expense guidelines, all expenses in the Expense Report are for Toyota Billable, File Name complies with the Accounting policy.

Policy Violations

• Failing to follow this policy, especially missing the deadline or not providing proper documentation, may result in the denial of your reimbursement and will be documented in the annual performance review.
• Final submission beyond 15 days due to revisions to fix errors and approval time is considered a violation of the Policy. A record of the delay will be noted in both the employee’s and the manager’s annual performance reviews.
• For further questions, please contact: [email protected]