policy template · Free download
Expense Reimbursement Policy Template
An expense reimbursement policy template covering eligible costs, limits, receipts, and approvals so business expenses are claimed and paid quickly and consistently.
Enter your details below to unlock the free PDF and CSV download.
Get your free download
Enter your details — the PDF downloads instantly.
What you get
- Adoptable expense policy prose with purpose, scope, and principles
- A table of eligible and non-eligible expense categories with limits
- A clear submission, approval, and reimbursement workflow
- A fields block for company name and effective date
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Policy details
- Company name
- Effective date
- Finance contact
1. Purpose
This policy explains how employees of [Company name] are reimbursed for reasonable, necessary business expenses incurred while doing their jobs. It sets clear rules so spending is controlled, claims are processed promptly, and everyone is treated consistently. Employees should spend company money as carefully as they would their own.
2. Scope & general principles
This policy applies to all employees and authorized contractors who incur business expenses on behalf of [Company name]. Reimbursable expenses must be business-related, reasonable, supported by valid receipts, and within the limits below. Pre-approval is required for expenses above [amount] and for all travel.
3. Expense categories & limits
| Category | Eligible? | Limit / guidance |
|---|---|---|
| Travel (flights, rail) | Yes, pre-approved | Economy / standard class |
| Accommodation | Yes | Up to [amount] per night |
| Meals (travel) | Yes | Per-diem of [amount] per day |
| Client entertainment | Yes, with approval | Reasonable and documented |
4. Submitting a claim
Submit promptly with receipts to get paid faster.
This is a preview — the full template continues in the download.
Enter your details above to download the full template.
How to use this template
- 1
Set your limits
Fill in per-category limits, per-diems, and approval thresholds that match your budget and travel norms.
- 2
Define the workflow
Confirm your submission tool, receipt rules, and approval chain, then update the steps.
- 3
Roll out
Publish it, brief approvers for consistency, and collect employee acknowledgement.
Frequently asked questions
Should we use per-diems or actual receipts for meals?
Per-diems are simpler to administer and predictable for employees, while actual-receipt reimbursement tracks true spend. Many companies use per-diems for travel meals and receipts for everything else. Check tax treatment for your region.
How quickly should expenses be reimbursed?
A common standard is reimbursement in the next payroll or payment run after approval, with approvals turned around in about five business days. Fast turnaround keeps employees from carrying company costs.
What if an employee submits a non-compliant claim?
Reject the claim, explain the policy, and ask for a corrected submission. Genuine mistakes are coachable; repeated or deliberate misuse should be handled under your conduct or disciplinary procedure.