Terms of Service

1. Acceptance of Terms

By accessing and using Expense Reports Homegrown ("the Application"), you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the Application.

2. Description of Service

The Application is an internal expense management system for Renewal Initiatives employees. It allows users to submit expense reports for out-of-pocket purchases and mileage reimbursement, which are then routed through an approval workflow and submitted to the financial system for GL posting and payment.

3. Eligibility

The Application is available only to authorized Renewal Initiatives employees and contractors with valid credentials. Access requires authentication through the organization's identity provider (Zitadel).

4. User Responsibilities

As a user of the Application, you agree to:

• Submit only accurate and truthful expense information
• Upload only legitimate receipts for actual business expenses
• Not share your account credentials with others
• Report any suspected fraudulent activity immediately
• Comply with your organization's expense policies

5. Financial System Integration

The Application integrates with our financial system to process approved expense reports. By using this Application, you acknowledge that:

• Approved expense reports are submitted for GL posting and payment processing
• GL accounts and funding sources are managed centrally by administrators
• Expense data is shared with the financial system upon approval

6. AI-Powered Features

The Application uses AI (Claude Vision) to extract data from receipt images. You understand that:

• AI extraction may not always be accurate
• You are responsible for verifying all extracted data before submission
• Receipt images are processed by Anthropic's Claude Vision API
• Confidence indicators are provided but should not be solely relied upon

7. Intellectual Property

The Application and its original content, features, and functionality are owned by Renewal Initiatives. The Application is intended for internal use only.

8. Limitation of Liability

To the maximum extent permitted by law, Renewal Initiatives shall not be liable for any indirect, incidental, special, consequential, or punitive damages resulting from your use of the Application, including but not limited to errors in expense calculations, data loss, or integration failures.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted service. The Application may be temporarily unavailable for maintenance, updates, or due to circumstances beyond our control.

10. Termination

Access to the Application may be terminated or suspended at any time, with or without cause, if you violate these terms or at the discretion of the organization.

11. Changes to Terms

We reserve the right to modify these terms at any time. Continued use of the Application after changes constitutes acceptance of the modified terms.

12. Contact

For questions about these terms, please contact: admin@renewalinitiatives.org