How are different expense categories treated in Japan for reimbursement?

Expenses Invoicing Requirements

N/A

Passports/Work Permits/Visa

Reimbursable

Transportation Expenses

Reimbursable

Per diems

Reimbursable

Air Travel/Bus and Train

Reimbursable

Taxi, Cabify, Uber, and related apps

Reimbursable

Car Rental

Reimbursable

Car Parking Fees

Reimbursable

Tolls

Reimbursable

Other Business Travel-Related Expenditure

Reimbursable

Travel Insurance

Reimbursable

Mileage and Fuel

In Japan fuel receipts are the preffered method. Mileage claims are possible but we need to define the rate, which is not stipulated by the local authorithies and it has to be one rate for all employees. Since we have always used fuel receipts and clients always ask us for different mileage rates, we prefer to not set a mileage rate and only use fuel receipts

Accommodation

Reimbursable

Meals (travel/events/during work)

Reimbursable

Client Entertainment

Reimbursable

Staff Entertainment

Reimbursable

Mobile Phone bills

Reimbursable

Broadband (Internet)

Reimbursable

Computer Equipment, Software, Office Space, Furniture, Phones, Other Assets

expenses under 500 USD reimbursable, Above 500 USD to be Gross up

Furniture

expenses under 500 USD reimbursable, Above 500 USD to be Gross up

Stationery

expenses under 500 USD reimbursable, Above 500 USD to be Gross up

Gifts

Reimbursable

Coworking and Office Rentals

Day rent Reimbursable; monthly quaterly, yearly is Non Reinbursable and to be grossed up

Bank Charges

N/A

Foreign Currencies

N/A

Annual subscriptions

N/A

Training Expenses

Reimbursable

Medical Claims/Health Check Up and related items/Medical Insurance

Reimbursable

Exception and Other tpyes of expenses

N/A

Event expenses (trade shows/conferences)

N/A

Meals (travel/events/during work)

N/A

Di minimus expenses (Tips, no receipt)

N/A

Payroll Reporting

N/A

Additional Reporting

N/A

Review process

N/A