Expense Claim Policy
An Expense Claim Policy is an important part of your business’ HR and employment policies.
4.3 (3 reviews)
Last updated December 20, 2024
Under 5 minutes
Suitable for Australia
Written by
Edwin Montoya Zorrilla
Reviewed by
Damin Murdock
Document Overview
This document outlines which expenses employees may reimburse, as well as the procedure for the reimbursement of these expenses. This also clarifies the different types of claims which may be made (travel, medical, equipment, etc.), and clearly states which claims are not reimbursable.
Use this Expense Claim Policy if:
- You want to outline clear standards for what claims are reimbursable by your business
- You want a standardised process for claiming, approving, and paying reimbursements to employees
The Legal Risk Score of a Expense Claim Policy Template
Our legal team have marked this document as low risk considering:
- The policy requires pre-approval from a manager or the CEO for certain expenses, which could delay or complicate reimbursement if timely approvals are not obtained.
- Employees must provide detailed documentation, including receipts and justification for expenses, which could be challenging if proper records are not maintained or if the documentation is lost.
- The policy specifies non-reimbursable expenses and requires bookings to be made through specific channels, which might limit flexibility and increase the personal financial burden if not adhered to.
This document imposes structured and detailed requirements on expense claims, which may reduce the risk of unauthorised or fraudulent claims but could also increase the administrative burden on employees. Compared to other policies, this document provides clear guidelines and expectations, which, if followed, can minimise misunderstandings and disputes over reimbursements, but it requires diligent record-keeping and adherence to specific procedures.
Expense Claim Policy Checklist
Complete your free Expense Claim Policy with our checklist
Submit Documentation Timely
Ensure all receipts and necessary documentation are submitted within the specified business days after incurring the expense or completing the trip.
Seek Managerial Approval
Always obtain pre-approval from your manager for expenses not directly arranged by the company and for any ambiguous items not listed in the policy.
Adhere to Booking Procedures
Make all travel and accommodation bookings through the designated travel agent and ensure bookings are done at least 14 days in advance to qualify for reimbursement.
Report and Justify Expenses
When submitting an expense report, include justifications for each item and ensure the report is complete and accurate to facilitate timely reimbursement.
What does this Expense Claim Policy cover?
- Commencement of policy
- Expenses covered and not covered
- Expense administration and processing
Related documents:
- Privacy Policy
- Working from Home Policy
- Dress Code Policy
For more information:
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