How should employees process expenses in Brazil?

At Horizons, managing and processing expenses efficiently is essential for both employees and the company. Here’s a guide on how to navigate the expenses process according to our policies.


Expense Policies and Documentation

Company Policies: Horizons sets clear policies regarding reimbursable expenses. It is crucial that employees familiarize themselves with these policies, which outline what expenses are eligible for reimbursement.

Documentation Requirements:

  • Receipts and Invoices: Employees must keep detailed records of all expenses, including receipts and invoices. These documents are necessary for reimbursement and must adhere to both company policy and legal requirements.
  • Invoice Details:For expenses to be processed, invoices or fiscal documents must include:
    • Issuer Information: Full name or business name of the vendor, address, and CNPJ or CPF.
    • Description of Expense: A detailed description of the goods or services purchased.
    • Amount and Tax Information: The total amount, including taxes, and a breakdown of applicable taxes (e.g., ICMS, ISS).
    • Employee Information: Although not always required on the invoice, the employee’s name should be mentioned in the reimbursement request or accompanying documentation.


Types of Reimbursable Expenses

  • Business Travel: Includes airfare, lodging, and meals related to business trips. These expenses must be documented and in compliance with company policy.
  • Office Supplies: Expenses for necessary office supplies and equipment are reimbursable.
  • Entertainment: Client entertainment expenses are reimbursable if deemed necessary for business and in accordance with company policies.


Record Retention

Both Horizons and employees must retain records and receipts for a specified period, usually up to 5 years. This practice ensures compliance and facilitates audits.


Reimbursement Process

  1. Submission: Employees should submit their receipts (invoices) along with any required documentation for approval.
  2. Approval: Obtain approval from a supervisor or designated person within the company to ensure the expense aligns with company policy and budget.
  3. Processing: Once approved, the finance department will process the reimbursement.

Supporting Documents Needed:

  • Receipts: Original or copies providing proof of the expense.
  • Payment Proof: Bank statements or transaction confirmations if available.
  • Expense Report: A report detailing the nature of the expense, date incurred, amount, and purpose.


By following these guidelines, employees of Horizons can ensure that their expense reports are processed smoothly and in accordance with company policies. For any questions or further assistance, please contact the HR or Finance department.

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article