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Compensation
Expense Reimbursement Policy
A policy defining eligible and non-eligible business expenses, spending limits, reimbursement submission process, approval workflows, and consequences for misuse.
EXPENSE REIMBURSEMENT POLICY — [COMPANY NAME]
Effective: [Date] | Version: [X.X]
1. PURPOSE
Outlines eligible business expenses and the process for submitting and approving claims. Expenses should be incurred responsibly.
2. ELIGIBLE EXPENSES
• Travel: Airfare (economy), train, taxi/rideshare, mileage at [rate]/km.
• Accommodation: Hotels up to [Amount]/night. Higher requires approval.
• Meals: Business meals up to [Amount]/person.
• Supplies: Work-related with manager pre-approval.
• Communication: Work phone/internet per policy.
• Development: Approved conferences, courses, certifications.
• Other: Visa fees, travel insurance, work-required expenses with approval.
3. NON-ELIGIBLE
• Personal meals and daily commute.
• Parking/traffic fines.
• Non-business entertainment.
• Personal purchases.
• Alcoholic beverages (except approved client events).
• Upgrades without approval.
• Memberships not work-related.
4. SPENDING LIMITS
• Under [Amount]: Manager approval.
• [Amount]-[Amount]: Manager + Dept Head.
• Over [Amount]: Executive approval.
5. SUBMISSION
1. Obtain original itemised receipts.
2. Submit via [system/email] within [30] days.
3. Attach receipts (required over [Amount]).
4. State business purpose.
5. Manager approves/declines within [5] business days.
6. Finance processes within [next pay cycle / 15 days].
6. RECEIPTS
Required over [Amount]. Digital copies accepted if originals lost (with explanation).
7. VIOLATIONS
False/inflated claims = fraud. May result in disciplinary action up to termination and legal recovery. Managers approving inappropriate expenses may be held accountable.
I acknowledge receipt.
Name: _______________________ Signature: _______________________ Date: _______________________