Free policy template · Word

Expense Reimbursement Policy

An expense reimbursement policy explains which business expenses employees may pay out of pocket and claim back — client meals, courier, stationery, internet and phone bills, small purchases — the limits, receipts and approvals required, and how quickly the company pays. Travel costs are handled separately under the travel expense policy.

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[Company Logo][Company Name]

EXPENSE REIMBURSEMENT POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Finance

1. Purpose

This policy ensures that employees of [Company Name] are promptly repaid for genuine business expenses, and that company money is spent responsibly and recorded correctly.

2. Scope

It covers non-travel business expenses incurred by employees in the base city. Travel-related expenses follow the Travel Expense Policy.

3. Definitions

Business expense: a cost incurred wholly for company work.
Valid receipt: a tax invoice or bill showing vendor name, date, amount and GST details where applicable.
Pre-approval: written approval obtained before incurring the expense.

4. Policy

Expense Category	Limit	Pre-approval Needed
Client meals / entertainment	₹[Amount] per person	Above ₹[Amount]
Mobile phone bill	₹[Amount] per month	No
Home internet	₹[Amount] per month	No
Courier, printing, stationery	Actuals	Above ₹[Amount]
Team lunch / celebration	₹[Amount] per head	Yes
Professional memberships	Actuals	Yes

Expenses must be reasonable, necessary and supported by valid receipts.
Any single expense above ₹[Amount] needs written pre-approval from the Reporting Manager.
Entertainment claims must list the names and organisations of attendees and the business purpose.
Expenses involving government officials must follow the Anti-Bribery Policy.
Not reimbursable: personal items, alcohol unless approved for client events, fines, and donations.
Claims older than [Number] days are not paid without Department Head approval.

5. Procedure

Employee submits claims in [Expense Tool] by the [Number] of each month.
Manager approves within [Number] working days.
Finance checks receipts and policy compliance.
Approved claims are paid by bank transfer by the [Number] of the month.

6. Responsibilities

Employees: spend prudently and claim accurately.
Managers: approve only genuine business expenses.
Finance: verify, pay and report exceptions.

7. Non-compliance

False or inflated claims will be rejected and recovered, and may lead to action under the Disciplinary Policy. Managers who approve claims they know to be false are equally accountable.

8. Review & Approval

Finance will review limits annually.

Prepared by
[Finance Manager]
Finance

Approved by
[Authorised Signatory]
[Designation]
Date: [Date]

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What this template includes

List of eligible expense categories with ₹[Amount] limits
Pre-approval threshold — larger spends approved before they happen
Receipt rules — valid tax invoices, GST details
Client entertainment rules — attendee names and purpose
Monthly claim cycle and payment timeline
Non-reimbursable items

When to use it

Employees buy small items or pay vendors personally and claim later
Client entertainment spending needs limits and approval
Monthly phone and internet reimbursements need a fixed rule
Finance receives claims without bills or business purpose

How to customise this template

1Fill the expense category table with your limits
2Set the pre-approval threshold
3Decide whether phone/internet is reimbursed or paid as an allowance
4Insert your expense tool and cut-off date
5Align entertainment limits with your Anti-Bribery Policy

HR tips

Always record the business purpose — Finance should not have to guess
Use company cards or vendors for large or recurring spends
Reimburse quickly; slow payment discourages honest claiming
Cross-check entertainment claims with the anti-bribery gift register

Reimbursements and allowances have different tax treatments, and entertainment of officials raises anti-bribery issues. Review this template with your chartered accountant and legal adviser.

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Frequently asked questions

What is the difference between reimbursement and allowance?+

A reimbursement repays an actual business expense against a bill. An allowance is a fixed amount paid regardless of actual spend and is generally taxable as salary unless exempt.

Can employees claim internet bills?+

Yes, if the policy allows it for business use, usually up to a monthly limit with a bill in the employee's name. Some companies instead pay a fixed allowance.

What happens if a receipt is lost?+

Many policies allow a signed self-declaration for small amounts with manager approval; above a set limit, claims without receipts are not paid.

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[Company Logo][Company Name]
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Policy No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
Finance
1. Purpose
This policy sets the allowances and reimbursement rules for expenses incurred on approved official travel at [Company Name], and the process for claiming and settling them.
2. Scope
It applies to all employees undertaking travel approved under the Travel Policy. Non-travel business expenses are covered by the Expense Reimbursement Policy.
3. Definitions
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[Company Logo][Company Name]
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Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
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Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
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