Expense Claim Policy Template

Did you know these facts about Expense Claim?

• A necessary and reasonable expense made while carrying out business activities can be claimed for reimbursement.
• An expense claim policy is an official document that clearly defines which expenses are treated as professional and can be claimed for as per the predefined standards.
• The expense claim is about how you repay the money spent by employees for business purposes.

Expense Claim Policy overview

This expense claim policy covers what authorised expenses are and provides guidelines for the set professional standards for expense claims within your organisation. It deals with the types of necessary expenses, their maximum amounts that can be reimbursed, and prohibited expenses.

This expense claim policy template can be adapted to meet the specific needs of your organisation. You can change as little or as much of the content as you like. Some sections may be governed by state and federal legislation. It is important that you seek your own HR or legal advice, maintain this policy as legislation changes and adjust it to meet your requirements.

Target audience

This expense claim workplace policy template is suitable for all your employees, contractors, and volunteers. Once you have adjusted the expense claim policy template to meet the specific requirements of your organisation, you can deliver it to new starters at induction and as refresher training on a regular basis.

Topics covered

The following topics are covered in this expense claim policy:

• Authorisation of expenses
• Entertainment expenses
• Food and incidental expenses
• Late home travel expenses
• Home office equipment and supplies
• Miscellaneous work expenses with and without pre-approval
• Prohibited reimbursements.

Duration

This expense claim policy will take approximately five minutes to complete.

Learning outcomes

The following learning outcomes will be achieved upon completion of this expense claim policy:

• Understand the professional standards of expenses that can be claimed.
• Recognise the types of professional expenses that will be reimbursed.
• Understand that personal expenses made while travelling for work will not be reimbursed.
• Recognise personal responsibility to comply with this expense claim policy.
• Know the prohibited expenses that are not to be claimed for.
• Acknowledge that the expense claim policy does not cover every possible event or action and that caution and common sense are required.

Business outcomes

Once all employees, contractors and volunteers have completed your expense claim policy, the following business outcomes will be achieved for your organisation:

• Reduce the incidents of unprofessional conduct in your workplace while claiming expenses.
• Mitigate the risk of legal liability associated with unlawful reimbursements.
• Protect your reputation from the damage caused by incidents of mismanagement in expense claims.
• Present a vision for professional standards in your workplace.
• Increase engagement by supporting a fair and practicable workplace expense reimbursement culture.