Expenses Policy

Any type of organisation can adopt our Expenses Policy template.

What the Expenses Policy Covers

Our comprehensive expenses policy sets out:

• how staff and management should deal with the reimbursement of expenses incurred at work;
• when prior approval is needed before workers incur expenses; and
• how workers can make claims for their reimbursement.

Other HR Handbook documentation

So, because you may need other HR policies, Legalo offers you:

• a full range of policies for your Staff Handbook, where you can buy just the policies you need individually; or
• the complete set of HR policies, at a significant discount on the price of buying them individually.

Guide to our Expenses Policy template

With Legalo’s expenses policy, you get a comprehensive HR policy. The following excerpt from the guide to the expenses policy template explains what it covers:

Policy outline

This section sets out what the purpose of the policy is and to whom it applies. Select which types of workers it might apply to (in addition to employees) from the list in the second part of this section.

While in the third part of this section, please note that if you have adopted the policy after negotiation with a trade union, it may have become a contractual term of the employees’ contracts. In such a case, modify the template accordingly by deleting this part.

Responsibility for expenses policy

This section sets out who is responsible for the policy and for its implementation. In the first part of this section, fill in the title of any officer who is responsible for this policy in addition to the board of directors (if any). In the last sentence of the first part of this section select which team or department is responsible for the day to day operation of this policy, e.g. HR or Payroll.

Expenses claims

This section of the expenses policy sets out how expenses claims can and should be made. In part a), fill in which team or department claims should be given to and whether they should be made on a particular claims form. In the last part of this section, fill in which team or department will handle any expenses queries.

Expenses for travel

This section sets out:

• how workers incur travel expenses, and
• when you might not reimburse them (e.g. car parking fines).

Accommodation expenses

This section sets out how workers incur overnight and meal expenses. In the first part of this section, fill in which team or department’s approval is needed for such expenses (if any). Also in the first two parts of this section, fill in any limits on these expenses.

Customer entertainment

This final section of the expenses policy sets out how workers should plan expenses for entertaining customers. Also this section refers to your having an Anti-Corruption and Bribery Policy in place that workers must follow when they entertain customers, in accordance with the Bribery Act 2010. So if you do not have such a policy in force already, you can buy one from Legalo.