Expense Reimbursement Policy - Template, Sample Form

EXPENSE REIMBURSEMENT POLICY

This Expense Reimbursement Policy (the "Policy") for ________ (the "Employer") describes guidelines all employees ("Employees" or singularly "Employee") must follow when spending money in a work-related capacity.

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Covered Expenses

Employer will generally cover work-related expenses for Employees. Work-related expenses are defined as those that are directly related to Employee's work for Employer. Work-related expenses may either be directly paid by the Employer or paid initially by the Employee and reimbursed.

Please note that although work-related expenses may be generally covered, they could be subject to a cap on approved amounts. In this case, the Employee is advised to check in with their direct supervisor before incurring any work-related expenses.

Examples of work-related expenses that may be covered include, but are not limited to, the following:

Travel Expenses. Costs incurred when an Employee is required to travel for work-related purposes, such as transportation (airfare, train, bus, taxi, or ride-hailing services), mileage when using a personal vehicle, parking fees, and toll charges.

Accommodation Expenses. Reasonable lodging costs incurred when an Employee is required to stay overnight away from their usual place of work for business purposes.

Meals and Entertainment. Reasonable costs for meals while traveling for work or when hosting business-related meals with clients, customers, or business partners.

Office Supplies and Equipment. Items purchased by an Employee from their own personal funds that are necessary for the performance of their work-related duties.

Communication Expenses. Work-related telephone, internet, and other communication charges incurred in the course of performing the Employee's duties.

Professional Development. Costs for work-related training, seminars, conferences, and professional memberships approved in advance by the Employer.

Non-Covered Expenses. The Employer will not cover expenses that are personal in nature or not directly related to the Employee's work. These include, but are not limited to, personal entertainment, fines or penalties, personal travel, and any other expense not approved by the Employer.

Requirements

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All reimbursements must be requested within the following period: ________ from the date when the expense was made.

Disciplinary Action

Employees that are found to have falsified documents or exaggerated expenses will be subject to disciplinary action, under the following: ________.

Information Dissemination

All new Employees shall receive a copy of this Policy upon the start of the performance of their duties.

If this Policy is amended or modified, all Employees will be informed of the amended or modified policy.

Effective Date

This Policy shall become effective on ________.

Signed and approved:

________
________

REQUEST FOR REIMBURSEMENT

Date: ________________________
Employee Name: ____________________________
Employee Position: __________________________

Item 1
Type of Expense: _______________________ Date: ______________________
Reason or Purpose of Expense: ____________________________
Vendor: __________________________
Amount: ________________________

Item 2
Type of Expense: _______________________ Date: ______________________
Reason or Purpose of Expense: ____________________________
Vendor: __________________________
Amount: ________________________

Item 3
Type of Expense: _______________________ Date: ______________________
Reason or Purpose of Expense: ____________________________
Vendor: __________________________
Amount: ________________________

Item 4
Type of Expense: _______________________ Date: ______________________
Reason or Purpose of Expense: ____________________________
Vendor: __________________________
Amount: ________________________

Item 5
Type of Expense: _______________________ Date: ______________________
Reason or Purpose of Expense: ____________________________
Vendor: __________________________
Amount: ________________________

Please don't forget to attach receipts.

Approved by:

_______________________________