EMPLOYEE EXPENSE REIMBURSEMENT POLICY
________
RC Number: ________
Registered Office: ________
Effective Date: ________
This Employee Expense Reimbursement Policy (the “Policy”) of ________ (the “Company”) sets out the procedure by which an employee may obtain reimbursement of monies properly expended on legitimate business-related expenses incurred in the course of and for the purposes of the Company’s business. It describes the categories of expenses eligible for reimbursement, the limits applicable, and the manner in which a claim may be made.
This Policy is issued pursuant to the Company’s rights and obligations under the Labour Act, Cap. L1, Laws of the Federation of Nigeria 2004, and is to be read together with the employee’s contract of employment and the Company’s employee handbook. Personal data processed under this Policy shall be handled in accordance with the Nigeria Data Protection Act 2023.
The Company does not encourage employees to use their personal funds to defray Company expenses. However, where an employee does so, such expenditure shall be governed exclusively by the provisions of this Policy.
§1. INTERPRETATION
§1.1 In this Policy, unless the context otherwise requires:
(a) “Company” means ________ and its successors and assigns;
(b) “Employee” means any person employed by the Company under a contract of employment, whether on a permanent, temporary, or contract basis;
(c) “Approving Authority” means the supervisor, head of department, or such other officer designated by the Company to authorise expenditure and approve reimbursement;
(d) “Work-Related Expenses” means expenses reasonably and necessarily incurred by an Employee wholly, exclusively, and in connection with the discharge of the Employee’s duties for the Company.
§1.2 Words importing the singular include the plural and vice versa, and words importing one gender include all genders.
§2. SCOPE AND APPLICATION
§2.1 This Policy applies to all Employees of ________ at every level and grade.
§2.2 All Employees are required to read this Policy carefully and to comply with the provisions contained herein.
§2.3 This Policy constitutes a statement of the Company’s administrative procedure and, save as expressly provided, does not form part of any Employee’s contract of employment.
§3. REIMBURSABLE EXPENSES
§3.1 An Employee shall be entitled to reimbursement only in respect of Work-Related Expenses that have been duly approved in accordance with this Policy.
§3.2 Subject to prior approval, Work-Related Expenses include the following:
(a) expenses relating to the use of office telephones provided to Employees, where such telephones are used solely for work purposes;
(b) expenses incurred in the course of work-related or business travel, including accommodation, fares, subsistence, and other approved travel expenses;
(c) professional fees and licences required for the performance of the Employee’s duties;
(d) approved professional trainings, seminars, and conferences related to the Employee’s work for the Company;
(e) tools and equipment related to the Employee’s work, including the following:
________
§3.3 All expenses described above are subject to approval, and the Employee must obtain the requisite approval of the Approving Authority before incurring such costs.
§3.4 Certain expenses may be subject to approved monetary limits. The maximum reimbursable amount in respect of any single category of expense shall be ________, unless otherwise approved in writing by the Approving Authority.
§3.5 Before incurring any expense, the Employee shall inform their supervisor and confirm that the Company will pay for such cost. Where an Employee incurs an expense for which no approval or coverage has been granted, that Employee shall not be entitled to reimbursement for such expenditure.
§4. NON-REIMBURSABLE EXPENSES
§4.1 Subject to the provisions of this Policy, the following shall not be regarded as Work-Related Expenses and no reimbursement shall be made in respect thereof:
(a) expenses incurred without the approval of the Approving Authority;
(b) expenses incurred on unauthorised trips or meetings;
(c) expenses unrelated to the performance of the Employee’s duties;
(d) fines or penalties imposed by the Federal Government, any State Government, or any regulatory authority for an Employee’s contravention of the law;
(e) personal expenses of any nature whatsoever.
§4.2 The foregoing list is not exhaustive, and the Company may, from time to time, determine further categories of non-reimbursable expenses.
§4.3 An Employee who incurs non-reimbursable expenses shall not be entitled to any refund in respect thereof.
§5. RESPONSIBILITIES OF EMPLOYEES
§5.1 An Employee seeking reimbursement shall comply with the provisions of this Policy and shall present original receipts of purchase together with sufficient particulars of the transaction, including a description of the purchase, the amount paid, and the date of payment.
§5.2 Each Employee is responsible for ensuring that the claims submitted are true, accurate, and supported by genuine documentation.
§6. PROCEDURE FOR REIMBURSEMENT
§6.1 An Employee wishing to claim reimbursement shall submit the receipt of purchase together with any additional documentation required, which may include an expense report or particulars of the transaction.
§6.2 To obtain reimbursement of business-related expenses, the Employee shall observe the following procedure:
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§6.3 All applications for reimbursement must be made within ________ from the date the expenses were incurred. Applications made after this period may be rejected at the Company’s discretion.
§6.4 An Employee may receive the refund within ________ from the date the duly completed request was received and approved.
§6.5 Reimbursements shall be made by ________.
§6.6 The Company does not guarantee coverage for expenses listed in §3 above; accordingly, Employees must obtain the prior approval of the Company before incurring any such expense.
§7. NON-COMPLIANCE
§7.1 All Employees are expected to comply with the provisions of this Policy. Any Employee who fails to adhere to the terms of this Policy may be subject to disciplinary action.
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§7.3 Nothing in this Policy shall prejudice the Company’s right to report any conduct amounting to a criminal offence to the appropriate law enforcement authorities.
§8. DATA PROTECTION
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§8.2 Such data shall not be disclosed to third parties save as required for the lawful processing of claims or as may be required by law.
§9. ENQUIRIES AND COMPLAINTS
§9.1 An Employee wishing to make a formal complaint concerning any matter arising from this Policy, or to challenge compliance with this Policy, shall report the matter in the following manner:
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§9.2 All complaints shall be addressed promptly and in good faith by the Company.
§10. MODIFICATION OF POLICY
§10.1 The Company may, at any time and at its sole discretion, vary, revoke, revise, modify, or otherwise alter the terms of this Policy.
§10.2 Employees shall be notified in writing of any change made to this Policy. Every Employee has a duty to read, understand, and comply with the provisions of any modified version of this Policy.
§10.3 Any question or issue arising from a modified version of this Policy shall be communicated to the relevant supervisor, head of department, or the human resources department of the Company.
§11. GOVERNING LAW
§11.1 This Policy shall be governed by and construed in accordance with the laws of the Federal Republic of Nigeria, and in particular the Labour Act, Cap. L1, Laws of the Federation of Nigeria 2004.
ACKNOWLEDGEMENT OF RECEIPT
I acknowledge receipt of a copy of the Employee Expense Reimbursement Policy, which contains the policies, practices, and procedures of ________, and I agree to read, understand, and be bound by all the provisions of this Policy.
I understand that this Policy is intended to serve as an administrative guide and, save as expressly stated, does not create any contractual obligation on any party.
I also understand that failure to comply with the provisions of this Policy may result in disciplinary action, up to and including summary dismissal.
I acknowledge that the Company reserves the right to modify the policies, procedures, and other provisions contained in this Policy.
Name of Employee: ________
Date of Receipt: ________
Signature of Employee: ________
EXPENSE REIMBURSEMENT REQUEST FORM
Name of Employee: ________
Name of Department: ________
Name of Supervisor/Manager: ________
ITEM 1
Type of Expense: ________
Description: ________
Date of Purchase: ________
Cost: ________
ITEM 2
Type of Expense: ________
Description: ________
Date of Purchase: ________
Cost: ________
ITEM 3
Type of Expense: ________
Description: ________
Date of Purchase: ________
Cost: ________
ITEM 4
Type of Expense: ________
Description: ________
Date of Purchase: ________
Cost: ________
ITEM 5
Type of Expense: ________
Description: ________
Date of Purchase: ________
Cost: ________
Total Amount Claimed: ________
I declare that the expenses set out above were genuinely and necessarily incurred in the course of my duties for the Company and that the particulars provided are true and correct in all respects.
____________________
Employee Signature: ________
Date: ________
____________________
Approved by (Approving Authority): ________
Signature: ________
Date: ________