Sample Business Expense Reimbursement Policy

An easy to understand employee expense policy that outlines eligible expenses and the reimbursement process.
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Business Expense Policy Purpose

This policy applies to all businesses who reimburse their employees for work-related expenses. Work-related expenses normally include:

  • Business travel and accommodation
  • Local transportation
  • Relocation costs
  • Conferences, education, and training
  • Office supplies and equipment
  • Work-related outings, meals, or entertainment


The policy may also include non-reimbursable expenses, such as:

  • Personal purchases
  • Expenses incurred by a spouse or other non-employee
  • Meals or entertainment during unauthorized business meetings
  • Fines incurred while driving a company vehicle

Employee Expense Reimbursement Procedure

It is important to clearly outline the steps an employee must take to receive full or partial reimbursement for any work-related expenses they have incurred. Many businesses use expense-tracking software for this purpose. The policy should indicate that employees must keep all receipts and submit them either through your expense tracking software or directly through your HR management in a timely manner to receive reimbursement.



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