At [Company Name], we want to make sure business-related expenses are handled fairly and efficiently. This policy explains what can be expensed, how to submit expenses, and the approval process.
🏷️ What’s Covered?
- Travel: Flights, trains, taxis, ride-sharing, hotels, and reasonable meals
- Office supplies: Pre-approved purchases for work use
- Client meetings: Meals, coffee, and parking when meeting clients
- Home office: Pre-approved equipment if working remotely
- Other: Must be directly related to your role and pre-approved by your manager
🚫 What’s Not Covered?
- Personal expenses (clothes, leisure, family meals, etc.)
- Fines (traffic, parking) or legal penalties
- Luxury upgrades (business class flights, luxury hotels, etc.) unless pre-approved
- Alcohol (unless approved for client events)
- Non-work-related expenses
📝 How to Submit an Expense
- Keep your receipts!
- Fill out the [Expense Report Form / Expense Tool Link].
- Attach digital copies/photos of all receipts.
- Submit within [e.g., 30 days] of the expense.
✅ Approval Process
- Your manager will review your submission within [e.g., 5 business days].
- If approved, reimbursement will be included in your next payroll cycle.
- If an expense is not approved, you’ll get a clear reason and can appeal.
🕒 Deadlines
- Submit all expenses within [30] days of purchase.
- Late submissions may not be reimbursed unless there’s a valid reason.
❓ FAQ
Q: Can I expense a taxi home after late work?
A: Please check with your manager first; approval is required for after-hours travel.
Q: What if I lose my receipt?
A: Fill out a missing receipt form and explain the situation. Approval is not guaranteed.