If you incur out-of-pocket costs while working on a WXLLSPACE project, you may be eligible for reimbursement.
However, not all expenses qualify. This guide explains:
What gets reimbursed
What does not
How to get approval
How to submit receipts correctly
This ensures you get paid without delays or rejections.
When This Applies
This applies when:
You are working on an active WXLLSPACE mural project
You need to purchase materials, travel, or equipment
You plan to submit expenses for reimbursement
You are booking travel or accommodations
Step-by-Step Instructions
Step 1: Confirm the Expense Is Eligible
Check that the expense falls into an approved category:
Materials (from project estimate)
Travel (flights, transportation)
Lodging (standard hotels)
Equipment rentals
Permits or site fees
If it is not listed or unclear, assume it is NOT reimbursable until approved.
Step 2: Get Pre-Approval
Before purchasing:
Email the Project Manager (Isabel)
Include:
Item description
Cost
Why it is needed
Wait for written approval
Do not purchase until approval is confirmed.
Exceptions:
Emergency replacements
Small items under $50 (still require receipts)
Step 3: Make the Purchase
Once approved:
Buy only the approved items
Stay within the approved amount
Step 4: Save Your Receipts
You must keep:
Itemized receipts (not just totals)
Clear photos or PDFs
Vendor name, date, and line items
Credit card statements alone are not accepted.
Step 5: Submit Your Expenses
Submit all receipts:
Within 7 business days of project completion
With all required documentation
Late submissions may be rejected.
Step 6: Receive Reimbursement
Approved reimbursements are:
Added to your final payment
Paid via ACH, check, or wire
Requirements / Rules
You must follow all of the below:
All expenses must be pre-approved
Receipts must be itemized and legible
Submission deadline: 7 business days after project completion
Travel must go through WXLLSPACE (Navan) when required
Airbnb/VRBO reimbursed at max 60% of cost
Non-reimbursable expenses include:
Food or daily meals
Gas or mileage
Parking fees
Personal insurance
Entertainment or personal purchases
Hotel extras (minibar, upgrades)
Any unapproved expense
Common Mistakes
1. Buying without approval
Result: Expense is rejected
2. Submitting late receipts
Result: Payment may be denied
3. Sending credit card statements only
Result: Not accepted
4. Booking Airbnb expecting full reimbursement
Result: Only 60% reimbursed
5. Assuming small costs are automatically covered
Result: Must still follow rules
F. FAQs
Q: Can I buy materials without approval if they seem necessary?
No. All expenses must be approved before purchase unless it is an emergency.
Q: What happens if I submit receipts late?
Receipts submitted after 7 business days may be rejected.
Q: Can I book my own flights?
No. Flights must be booked through WXLLSPACE’s travel system when applicable.
Q: Why is Airbnb only partially reimbursed?
Homesharing introduces risk. WXLLSPACE limits reimbursement to 60% due to liability exposure.
Q: When do I get reimbursed?
Reimbursements are included in your final project payment once approved.
Related Actions
After reading this:
Submit any pending expenses immediately
Confirm all future purchases are pre-approved
Coordinate travel through WXLLSPACE when required
5. RELATED ARTICLES
How Artist Payments Work (Design, Setup, Final)
Explains how reimbursements tie into your total payout
Travel Booking Guide for Artists (Navan)
Details how to book flights and hotels correctly
What Happens During Mural Installation
Explains when expenses typically occur during projects
Change Orders and Additional Project Costs
Covers how new expenses outside scope are handled
6. INTERNAL NOTES (NOT USER-FACING)
Strict enforcement needed on 7-day submission window to protect cash flow
Escalate exceptions to Jordan only
Watch for repeated violations from same artist
Cross-reference with Artist Agreement reimbursement clauses
Align with BVA and final payment calculation SOP
High-risk areas:
Unapproved materials
Airbnb disputes
Missing receipts
CONNECTED ITEMS
Underlying Policy:
Artist Expense Reimbursement Policy
Related SOPs:
BVA (Budget vs Actual) Processing SOP
Artist Final Payment Calculation SOP
Travel Booking & Coordination SOP
Related Help Center Articles:
Artist Payment Structure
Travel Booking Guide
Project Installation Guide