This expense policy template has 3 pages and is a MS Word file type listed under our human resources documents.
Sample of our expense policy template:
EXPENSE POLICY PURPOSE The purpose of this Expense Policy is to establish guidelines, procedures, and controls for the management and reimbursement of business expenses incurred by employees and authorized individuals on behalf of [COMPANY NAME]. This Policy aims to ensure prudent financial management, compliance with tax regulations, and consistency in expense reporting. SCOPE This Policy applies to all employees, contractors, vendors, and authorized individuals who incur business-related expenses while conducting activities on behalf of [COMPANY NAME]. It covers all types of expenses, including but not limited to travel, meals, entertainment, supplies, and miscellaneous business expenses. POLICY STATEMENTS Authorization and Eligibility Authorized Expenses: [COMPANY NAME] will reimburse only those expenses that are directly related to business activities and are consistent with the company's mission and objectives. Eligible Individuals: Only employees, contractors, vendors, and authorized individuals with prior authorization may incur and seek reimbursement for business expenses. Authorization should be obtained in advance whenever possible. Expense Approvals: Expenses must be approved by the appropriate supervisor or manager before they are incurred. The approval process should include a review of the expense's necessity and compliance with this Policy. Expense Categories Travel Expenses: Travel expenses, including transportation, accommodation, and meals, must be reasonable, necessary, and consistent with company travel policies. Meal Expenses: Meal expenses incurred during business activities should be moderate, justifiable, and in accordance with company meal policies. Entertainment Expenses: Entertainment expenses should be directly related to business discussions and should comply with company entertainment policies. Supplies and Miscellaneous Expenses: Expenses for supplies and other miscellaneous items must be reasonable, necessary, and related to the individual's job responsibilities. Documentation and Record Keeping Receipts and Documentation: Individuals incurring expenses must retain original receipts, invoices, and supporting documentation for all expenses submitted for reimbursement. Electronic copies of receipts are acceptable.
