What to do if…
you are asked to pay for a work purchase with your own money

What to do now

1. Ask for the request in writing. Ask your manager to confirm the item, the vendor or approved choice, the maximum total cost, and who approved the purchase.
2. Ask for a company payment method. Request a company card, a company vendor account, direct invoicing to the company, or an approved advance.
3. Ask for reimbursement details before paying personally. Ask which expense process to use, what proof is needed, and the expected payment date.
4. Use a simple boundary if you cannot cover the cost. State that you can place the order once a company payment method or written reimbursement process is provided.
5. If you already paid, document it promptly. Save the itemized receipt, order confirmation, and messages showing who requested the purchase. Submit the expense through the employer’s process or email payroll, finance, or HR and ask for confirmation of the expected payment date.
6. Keep the expense record with your pay records. For an employee covered by applicable federal wage protections, a required cost that primarily benefits the employer may raise a wage issue if it cuts into required minimum wage or overtime pay. The details depend on the work arrangement and the facts for the workweek.
7. Check the rule for the state where you work if reimbursement is delayed or refused. State rules vary. California and Illinois are examples of states with statutes addressing reimbursement of necessary work-related expenses.
8. Use an outside contact only if needed. If the internal process fails or the expense may have affected your pay, you can contact your state labor office or the U.S. Department of Labor Wage and Hour Division to ask about your options.