Business cards are one of the basic items in professional networking—the essential tool for making contacts and holding out your organization to the world. In California, whether your employer should pay for business cards may turn on a number of legal factors and company policies. Let’s explore about business card expenses situation using California law and understand your rights and obligations.
Legal Background in California
California Labor Code Section 2802
Under California Labor Code Section 2802, an employer is required to reimburse employees for all necessary expenditures incurred in carrying out their employment duties. This includes direct business expenses related to your job, including business cards, as long as the use of the card is business-related, such as dealing with clients or networking.
Section 2802 states:
“An employer shall indemnify his or her employee for all necessary expenditures or losses incurred by the employee in direct consequence and scope of his or her employment.”
If business cards are necessary to do your job, and you spend money on them, the law requires your employer to pay you back.
California Wage Orders
Specific wage orders may also govern expense reimbursement practices. Wage orders applying to specific industries or occupations often contain provisions for business expenses. The wage order applicable to your industry must be reviewed for compliance.
When Business Card Expenses Should Be Covered
Job Requirements and Professional Representation
If you engage in substantial client dealings, business development, or professional networking for your job, then business cards are normally a necessary expense. Your employer would probably be required to provide for this cost in that case, as it would be directly related to supporting your professional responsibilities.
Company Policy on Reimbursements
Many businesses have policies on the expense reimbursement process for work-related expenses, and these can include business cards. Many of these policies parallel California Labor Code Section 2802. Be sure to check your company’s policy on expense reimbursement to see if business cards are noted within.
Expense Reimbursement Process
Under California law, you are required to submit your expenses in accordance with your employer’s procedures for expense reimbursement. Keep detailed receipts and documentation of the business card expenses and submit them in accordance with your company’s protocol. Failure on the part of your company to reimburse you may give you a legal basis to pursue the claim under Labor Code Section 2802.
Scenarios Where Business Card Expenses May Not Be Covered
Personal Use and Branding
Unless one is procuring business cards for personal branding like customized digital business card or other off-duty activities not tied to their job, the cost comes from the pocket of the employee. Business cards that are used for personal reasons cannot be claimed as job-related expenses.
Company Size and Budget Constraints
In a small organization or any startup with a small budget, spending controls are going to be tighter, and business card expenses may not be covered unless they are considered vital to your role. It’s best to discuss the need for that expense with your employer.
Role Clarity
If your job description does not clearly require the use of business cards, then the employer might not be liable to pay for such expenses. Be sure that the need to use business cards is central to the discharge of your job duties before you request payment for such.
How to Request Reimbursement for Business Card Expenses
Review and Understand Policies
Familiarize yourself with your company’s reimbursement policy and California Labor Code Section 2802. This understanding will enable you to frame your request in the right context.
Justification Preparation
Prepare a justification for why business cards are required for your position. Outline how they will facilitate your work and ultimately contribute to the attainment of the firm’s goals and objectives.
Submit an Official Request
Notice how your company handles expense reimbursement. Submit an official request, detailing the expense, along with all receipts and a justification for them.
Speak to an Attorney if Necessary
If your employer will not reimburse you, and you believe that you are eligible for reimbursement under California law, consider contacting an attorney or the State of California Division of Labor Standards Enforcement (DLSE) for advice.
Conclusion
Under California law, the reimbursement of business card expenses is generally covered by Labor Code Section 2802. The section states that an employer shall reimburse employees for necessary expenses incurred in carrying out their duties. If business cards are a requirement of your employment, your employer is most likely obligated to provide you with reimbursement. Knowing your rights and following the proper steps are critical to securing your reimbursement.
