Free business expense policy template

The template

BUSINESS EXPENSE POLICY

1. Purpose
This policy sets out how [Company Name] reimburses employees and contractors for legitimate business expenses, and how company cards and accounts should be used.

2. Who this applies to
All employees, directors and contractors authorised to incur business expenses.

3. General principles
- All expenses must be reasonable, business-related and supported by a receipt.
- Personal expenses must not be charged to the company card.
- All claims must be submitted within [14] days of being incurred.

4. Approved categories
- Travel (rail, taxi, mileage at HMRC-approved rates)
- Accommodation up to [£X] per night
- Subsistence up to [£X] per day
- Software subscriptions pre-approved by [Manager]
- Customer entertainment within HMRC rules

5. Card use
- Company cards may only be used for approved categories.
- Per-card monthly limit: [£X]
- Cash withdrawals are not permitted.

6. Receipts
- Photograph or upload receipt within [24] hours of purchase.
- VAT receipts required for claims over [£X].

7. Approval
- Claims up to [£X] approved by line manager.
- Claims over [£X] require finance approval.

8. Misuse
Misuse of company funds may result in disciplinary action and recovery of costs.

[Signed]  ___________________  Date: __________