Expense Reimbursement Policy - Template, Sample Form

✓ Valid in Nigeria

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Expense Reimbursement Policy - Template, Sample Form

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REIMBURSEMENT POLICY

________
Effective Date: ________

This Reimbursement Policy (the "Policy") outlines a procedure by which an employee must follow to be reimbursed when they spend their money on any business-related expenses. It describes the type of expenses for which an employee may receive a reimbursement and how an employee can claim payment.

We do not encourage employees to use their money to pay Company-related expenses. However, when employees spend their money on work-related expenses, they are expected to do so under this Policy.

PART 1: SCOPE

This Policy applies to all staff of ________. All employees are advised to read it carefully and comply with the provisions contained herein.

PART 2: REIMBURSABLE EXPENSES

Employees are entitled to reimbursement only on work-related expenses. Work-related expenses are expenses that are incurred in relation to the employee's work for the employer.

Work-related expenses include the following:

- Expenses related to the use of the office phones provided to the employees, but only if such phones are used solely for work purposes.

- Expenses incurred in the course of work-related or business trip, which may include accommodation, ticket price, feeding, and other approved travel expenses.

- Expenses incurred in procuring professional fees and licences.

- Approved professional trainings, seminars, and symposiums that are related to the employee's work for the Company.

- Tools and equipment related to the employee's work. Such work tools and equipment include the following:

________

Please note that all expenses described above are subject to approval, and the employee must obtain the requisite approval before incurring such costs.

While the Company provides reimbursement for work-related expenses, some expenses may be subject to an approved limit. Therefore, employees should confirm this from the appropriate authority before incurring any expenses.

Before incurring such expenses, the employee should inform their supervisor and confirm that the Company will pay for such costs. If an employee incurs an expense for which no approval or coverage was granted, that employee will not receive a reimbursement for such expenditure.

PART 3: NON-REIMBURSABLE EXPENSES

Subject to the provisions of this Policy, the following will not be regarded as work-related expenses, and employees will not receive reimbursement for such costs:

- Expenses incurred without the approval from the appropriate authority.

- Expenses incurred on unauthorized trips or meetings.

- Expenses not related to the performance of an employee's job or duties.

- Fines imposed by the Federal or State Government for an employee's violation of the law.

The above does not represent a comprehensive list as the Company may, from time to time, determine the category of non-reimbursable expenses.

Note that employees that incur non-reimbursable expenses will not be entitled to a refund.

PART 4: RESPONSIBILITIES OF EMPLOYEES

Employees seeking reimbursement for work-related expenses should comply with the provisions of this Policy. Employees should present receipts of purchase and provide sufficient details of the transaction, which should include a description of the purchase, the amount paid, and the date of the payment.

PART 5: PROCEDURE

Employees who want to claim reimbursement for work-related expenses should submit receipt of purchase together with any additional documentation required. Such documents may include expense report or details of the transaction.

To obtain reimbursement for business-related expenses, employees must do as follows:

________

All application for reimbursement must be brought with ________ from the date the expenses were incurred.

The employee may receive the refund within ________ from the date the request was received.

Note that the Company does not guarantee coverage for expenses listed in Part 2 above. Therefore, employees must obtain the approval of the Company before incurring such expenses.

PART 6: NON-COMPLIANCE

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PART 7: ENQUIRIES AND COMPLAINTS

If any employee of the Company wishes to make a formal complaint about any issue arising from this Policy or challenge the compliance of this Policy, such issues should be reported in the following manner:

________

PART 8: POLICY MODIFICATION

If there are questions or issues arising from any modified version, such issues should be duly communicated to supervisors, heads of department or the requisite human resources department in the Company.

ACKNOWLEDGEMENT OF RECEIPT

I acknowledge receipt of a copy of the Employee Code of Conduct 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 a guide and 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 outright 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:____________________________________________