Employer's Expense Policy

An Expense Policy is a document that outlines the guidelines and procedures through which employees (or workers) of an organisation can claim reimbursement for permitted business-related expenses that they incur on behalf of the employer. Business-related expenses may include:

• travel expenses while on the job;
• memberships and subscriptions needed for the job;
• communication expenses (e.g. telephone costs); or
• client expenses (e.g entertainment and marketing costs).

This document sets out the expenses that the employer will cover or reimburse, as well as the expenses that it will not cover or reimburse.

An Expense Policy is important because there are times where an employee may need to spend money on items or transit that relates to their job.

The Expense Policy should be given to the employees to provide them with clarity on the kind of expenses that their employer will cover and how they should go about making a reimbursement claim in order to be refunded by the employer.

This Expense Policy can be used where the employer is either a company, a partnership or even a sole trader. It has been drafted for use where the employer's organisation operates in the jurisdiction of England and Wales.

This document can also form part of an employer's organisation policies such as work from home policy, social media policy, sickness absence policy etc.

How to use this document

This document only requires the name of the employer and to input information about the certain kinds of expense that are covered by this policy.

Once the document has been completed, it can be printed and distributed to all employees (or workers) within the employer's organisation or added to the employer's handbook that contains all other organisation policies.

This policy has not been negotiated with the employees and as such the employer can alter its contents without need to discuss with the employee(s). It also does not form part of the employees' Employment Agreement.

Where the employer is a company, the completed Expense Policy should be signed by the company's authorised personnel (usually the person who would be in charge of monitoring this policy). Where the employer is a partnership, it should be signed by all the partners.

Applicable Law

Bribery Act 2010

Income Tax (Earnings and Pensions) Act 2003

Help from a lawyer

You can choose to consult a lawyer if you need help.

The lawyer can answer your questions or help you through the process. You will be offered this option when you complete the document.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.