Professional Expense Reimbursement Policy - Form Pro · EN-CA-law

EXPENSE REIMBURSEMENT POLICY

________ (the "Employer")

Effective Date: ________

Province of Application: ________

This Expense Reimbursement Policy (the "Policy") sets out the guidelines that all employees of the Employer (each, an "Employee") must follow when incurring expenses in the course of, and for the purposes of, their employment.

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§ 1. PURPOSE AND SCOPE

1.1 The purpose of this Policy is to ensure that Employees understand which expenses are covered, which are not, and the responsibilities of Employees in respect of expenses.

1.2 This Policy covers expenses such as employee business travel, business meals, and the purchase of items reasonably necessary for work from personal funds.

1.3 This Policy applies to all Employees of the Employer, including full-time, part-time, and term Employees, unless otherwise expressly agreed in writing.

§ 2. EXPENSES COVERED

2.1 The Employer generally covers expenses directly related to an Employee's work. Such work-related expenses may be paid directly by the Employer or paid initially by the Employee and reimbursed in accordance with § 4.

2.2 Work-related expenses may be subject to a cap on the approved amounts. Where a cap applies, the Employee should confirm the applicable limit with his or her immediate supervisor before the expense is incurred. The maximum amount reimbursable without prior written approval is ________.

2.3 Subject to the approval requirements of this Policy, the Employer will cover the following categories of work-related expenses, none of which is approved categorically or in advance:

• expenses related to the Employee's work mobile telephone, provided that the device is used exclusively for work purposes and not for any personal use;
• expenses related to authorized business travel, such as transportation fares, accommodation, vehicle rental, fuel, and required travel visas and vaccinations;
• expenses related to meals incurred while performing professional duties, such as authorized business travel or professional events;
• reasonable entertainment expenses incurred by the Employee when dealing with customers of the Employer or other third parties related to the Employer;
• expenses related to approved training or education related to the Employee's work;
• expenses related to the purchase of tools and equipment required for the Employee's work;
• expenses related to licences and other professional fees required for the Employee's work.

2.4 For expenses not listed in § 2.3 for which the Employee wishes to be reimbursed, the Employee may contact his or her immediate supervisor to request coverage in advance. Coverage is not guaranteed.

§ 3. EXPENSES NOT COVERED

3.1 The following expenses are not covered and must be borne entirely by the Employee:

• expenses related to unauthorized meetings, travel, or personal travel;
• expenses arising from the lapse or expiry of a professional licence;
• expenses not related to the Employee's work;
• expenses related to unauthorized upgrades when travelling or renting equipment on behalf of the Employer;
• fines for speeding or other traffic or regulatory violations, and any associated penalties or interest.

3.2 The foregoing list is not exhaustive. For any question regarding covered or uncovered expenses, the Employee should contact his or her immediate supervisor before incurring the expense.

§ 4. REIMBURSEMENT PROCEDURE

4.1 To be reimbursed for any work-related expense paid out of personal funds, the Employee must submit a request for reimbursement to his or her immediate supervisor using any form prescribed by the Employer.

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4.3 Requests for reimbursement must be submitted within ________ following the date on which the expense was incurred. Late submissions may be refused at the Employer's discretion.

4.4 The Employee is responsible for ensuring that all submitted documentation is accurate and complete. Reimbursement will be made only for expenses approved in accordance with this Policy, and approved amounts will ordinarily be paid within ________ of approval, by the method designated by the Employer.

4.5 Nothing in this Policy authorizes the Employer to make deductions from an Employee's wages except as permitted by the applicable employment standards legislation.

§ 5. EMPLOYEE RESPONSIBILITIES

5.1 Employees are expected to exercise good judgment and to incur only those expenses that are reasonable and necessary in the course of their work.

5.2 Employees must obtain the required approval before incurring any expense where such approval is required under this Policy, and must retain all receipts and supporting documentation.

5.3 Employees are responsible for ensuring that all expenses claimed are legitimate, work-related, and incurred in compliance with this Policy. Any attempt to claim expenses that are not covered, or to submit false, inflated, or misleading documentation, constitutes a violation of this Policy.

§ 6. DISCIPLINARY ACTION

6.1 An Employee who submits falsified documents or exaggerated expenses, or who otherwise breaches this Policy, will be subject to disciplinary action up to and including termination of employment, and may be required to repay any amounts improperly claimed.

6.2 Nothing in this Policy limits any right or remedy the Employer may have at law, including any right to terminate employment for just cause.

§ 7. AMENDMENT

7.1 The Employer reserves the right to amend, modify, suspend, or discontinue this Policy at any time, in whole or in part, with reasonable notice to Employees and in compliance with applicable law. No amendment is effective unless communicated in writing.

§ 8. GOVERNING LAW

8.1 This Policy is governed by and construed in accordance with the laws of the Province of ________ and the applicable laws of Canada.

8.2 If any provision of this Policy is held to be invalid or unenforceable, the remaining provisions continue in full force and effect.

ACKNOWLEDGEMENT

I acknowledge that I have received and reviewed this Policy, that I understand my obligations under it, and that failure to comply may result in disciplinary action up to and including termination of employment.

I further understand that ________ reserves the right to make changes, amendments, and modifications to this Policy as set out in § 7.

_________________________
Employee Signature

Employee Name (Print): ________

Date: ________

_________________________
For the Employer (Authorized Signatory)

Name: ________

Title: ________

Date: ________