Expenses in Mexico Internal

What can or cannot be expensed?

While conducting business in Mexico, supported employees may be required to incur different types of expenses or disbursements to carry out necessary tasks (e.g., purchase of assets and materials, travel expenses, local meals, taxis, etc.). The expenses, once verified, will be reimbursed to the supported employee by Velocity Global.

How are expenses reimbursed?

Velocity Global uses a cloud-based expense platform to simplify the expense-reporting process. We will reimburse expenses via direct deposit to your supported employee’s bank account (no cash or checks) if all of the following conditions are met:

• The supported employee’s supervisor has approved the expenses
• The expense must be incurred wholly, exclusively, and necessarily in the performance of the supported employee’s duties
• All expenses must demonstrate that the expenditure has been incurred for professional purposes
• The expense, whatever its amount is, must be duly supported with the correct evidence

Can supported employees avoid paying out of pocket and waiting for expense reimbursements?

No, this is not possible. We can only reimburse an expense once your supported employee submits it in our cloud-based expense platform and provides the supporting documentation.

What are the country-specific expense regulations?

Please reference our Mexico Expense Policy for details.

How do expenses need to be documented in Mexico?

Expense invoices are required to be submitted digitally in Mexico using digital invoicing.

Can Velocity Global help us provide per diems instead of expenses? Can Velocity Global provide per diems for business travel?

You are required to cover the expenses of your supported employee while they are traveling for business. Our Expense Policy for Mexico states the maximums for lodging, taxis, meals, mileage, and transportation. The supported employee pays for the expenses and is reimbursed through Expensify. If the supported employee provides an invoice, then it is tax-free. If there is no invoice, then the expense needs to be grossed up and paid through payroll.

All expenses that are required for the supported employee’s job and have a legal invoice will be reimbursed tax-free. If they are not necessary for your supported employee’s job, we will need to gross them up.