Employer's Expense Policy
________
1. INTRODUCTION
1.1. This policy outlines the Company's procedure for the reimbursement of travel, hotel and other expenses incurred while on business for the Company. This policy also sets out the process through which employees can obtain reimbursement as well as the proof and authorisation required.
1.2. This policy shall only apply to employees, and shall not extend to contractors, consultants, casual workers, volunteers or agency workers.
1.3. All reasonable expenditures which are incurred under this policy shall be reimbursed by the Company. There shall be disciplinary action where an expense claim is found to be fraudulent or in breach of this policy.
1.4. This policy is not a part of any employment contract and is subject to amendment by the Company such as adjustments for procedural changes or expense thresholds. Any amendments made to this policy will be communicated in writing.
1.5. The Company shall comply with its obligations under PAYE deductions for income tax and National Insurance contributions when issuing reimbursements for expenses.
1.6. You can contact the ________ department before incurring an expense to confirm whether such expense will be reimbursed under this policy.
2. HOW TO MAKE A REIMBURSMENT CLAIM
2.1. Any claim for expense reimbursement must be submitted to the ________ department within ________ days of the date they were incurred.
2.2. When submitting a reimbursement claim, you must include proof of the incurred expenses being claimed with the original receipts, invoices or equivalent documents that show:
2.2.1. the name, address and (if applicable) VAT registration number of the supplier;
2.2.2. the cost (including VAT if applicable) and description of the goods or services; and
2.2.3. the date of the supply.
2.3. For claims involving credit card payments, you must also submit a receipt that contains itemized details of VAT registration numbers and amounts.
2.4. Your manager must grant their approve before you incur any expenses.
2.5. The Company may refuse to reimburse any claim that is submitted after the deadline stipulated in this policy, except where there are exceptional circumstances behind the late submission.
2.6. All validly submitted claims under this policy shall be paid to your elected bank account via payroll.
.
3. COMPLAINTS AND QUERIES
3.1. Where you wish to raise a complaint about a reimbursement claim process, you must make such a complaint formally in writing to ________.
3.2. A complaint will only be valid if:
3.2.1. it is in writing;
3.2.2. it contains a detailed explanation of the issue; and
3.2.3. it is accompanied with relevant supporting documents or evidence.
3.3. As part of our commitment to transparency and fairness, we aim to respond to a validly submitted complaint within ________ days beginning from the day that the complaint is made.
4. TRAVELLING ON COMPANY BUSINESS
4.1. The Company will reimburse travel expenses that are work-related tasks (i.e. expenses incurred on the job), as opposed to expenses incurred on the way to the workplace. In other words, this is applicable when you are required to work at a location that is different from your usual place of work in performance of your duties.
4.2. The Company will reimburse costs borne for taxi use only in any of the following circumstances:
4.2.1. where public transport is unavailable; or
4.2.2. where a significant amount of time is saved by the use of a taxi; or
4.2.3. it would be cheaper as a result of the number of staff who are travelling together.
4.3. You may be reimbursed for the cost of taking a taxi home where:
4.3.1. you are occasionally required to work until ________ or later; and
4.3.2. public transport is no longer running or it would be unreasonable for you to use public transport by the time you can go home.
4.4. When using your personal vehicle for business, you will be reimbursed at a fixed rate per mile. This rate shall cover petrol and other running expenses as well as depreciation, in line with the HMRC's approved mileage rates in that tax year.
4.5. Where the company provides you with a vehicle or fuel for private use in a vehicle given to you by the company, you will incur taxation on that benefit.
4.6. When travelling via trains, you must travel in second class except for trips that exceed ________ hours' duration, in which case you may travel with first-class. You must book all train travels through ________, the company's travel agency.
4.7. You must book all domestic air travel through ________.
4.8. You must make all overseas travel bookings through ________ and they shall operate under the instruction to find the most cost-effective option for the relevant journey(s).
4.9. Your supervisor must approve any overseas air and rail travel in advance. You are advised to give ________ at least ________ days' notice of your intended travel.
4.10. For all air travels, you are only permitted to use:
4.10.1. economy class for flights whose duration is less than ________ hours;
4.10.2. economy plus or equivalent for flights whose duration is between ________ and ________ hours;
4.10.3. the lowest available business class fare for flights with a duration of more than ________; and
4.10.4. first class only where the upgrade is free.
5. OVERNIGHT STAY
5.1. Where you have to stay away overnight for our business, you are required to stay at a hotel that is reasonably priced and does not exceed £________ (________) if in London, or £________ (________) anywhere else.
5.2. You will be reimbursed for meals that do not exceed the following amounts:
5.2.1. £________ (________) for breakfast;
5.2.2. £________ (________) for lunch; and
5.2.3. £________ (________) for dinner.
5.3. You will also be reimbursed for personal expenses that arise in connection with travelling on our business. These personal expenses include private phone calls and laundry. You must provide receipts of these expenses and they must be within the HMRC's permitted limits, which may be applied to the entirety of the period you are away from home, rather than to each night separately. The limits will be communicated to you and updated accordingly as they change.
6. EMBARKING 88 58858582 COURSES
________. 22 8888 2282 82825 252 8282 22 522225822 52 25225258 25582822 825582 85252 2255 8522588825 558 28822 5525258852822 82 5585282. 822828522282, 522 5882222552822 525 255828 82828 5285225 22 252 25582822 825582 85588 82 8582282 22 252 52828522 2528888228 822 252 58282 82 2588 228882.
7. 558588525588 58 288255558882 888555
22 85588 82825 252 8282 22 2255 858885822822 22 52 5885258225 252228882258 8252 25 8255225 8288222, 58 8222 58 2552 8252 25 8288222 88 52828522 22 2255 552828. 25252 2255 822282525 2228222222 88 8222822222 22 2255 2228258582 82 252 52828522 8252 25 8288222, 82 85588 82825 252 8282 22 825252252 2228 2585 22 2552 252228882258 8252.
8. CLIENT/CUSTOMER ENTERTAINMENT EXPENSES
8.1. Before you incur any expense for entertaining clients and/or suppliers, you must obtain the prior authorisation of your supervisor. Such entertaining expenses shall only be permitted where they are within budget and for the purpose of either maintaining existing business relationship (or forming a new business relationship) or discussing a specific business transaction with the relevant client. We shall only reimburse you for entertaining expenses so far as:
8.1.1. they are authorised in advance;
8.1.2. they are within the budget set for the event and incurred wholly; and
8.1.3. they are exclusively and necessarily in the performance of your duties.
8.2. You will not be reimbursed for entertaining other employees of the Company.
8.3. There is a monthly cap of £________ (________) for entertaining clients and/or suppliers above which you will not be reimbursed for costs that you incur.
8.4. You must adhere to our Gifts Policy when entertaining clients and/or suppliers so as to comply with the Bribery Act 2010.
9. TELEPHONE EXPENSES
9.1. We will reimburse you the cost of business telephone calls (plus VAT) you make using your private mobile or landline telephone upon submission of telephone bill(s) as proof.
9.2. There is a cap of £________ (________) per month for making business telephone calls with your private mobile or landline telephone.
9.3. You will not be reimbursed for:
9.3.1. any telephone costs you incur with your private mobile or landline telephone beyond the monthly cap; and
9.3.2. private or personal calls and non-business-related calls.
This Expense Policy has been implemented following review and endorsement by all levels of management.
Date: ________
Signed: ________, ________
Employer's Expense Policy
________
1. INTRODUCTION
1.1. This policy outlines the Company's procedure for the reimbursement of travel, hotel and other expenses incurred while on business for the Company. This policy also sets out the process through which employees can obtain reimbursement as well as the proof and authorisation required.
1.2. This policy shall only apply to employees, and shall not extend to contractors, consultants, casual workers, volunteers or agency workers.
1.3. All reasonable expenditures which are incurred under this policy shall be reimbursed by the Company. There shall be disciplinary action where an expense claim is found to be fraudulent or in breach of this policy.
1.4. This policy is not a part of any employment contract and is subject to amendment by the Company such as adjustments for procedural changes or expense thresholds. Any amendments made to this policy will be communicated in writing.
1.5. The Company shall comply with its obligations under PAYE deductions for income tax and National Insurance contributions when issuing reimbursements for expenses.
1.6. You can contact the ________ department before incurring an expense to confirm whether such expense will be reimbursed under this policy.
2. HOW TO MAKE A REIMBURSMENT CLAIM
2.1. Any claim for expense reimbursement must be submitted to the ________ department within ________ days of the date they were incurred.
2.2. When submitting a reimbursement claim, you must include proof of the incurred expenses being claimed with the original receipts, invoices or equivalent documents that show:
2.2.1. the name, address and (if applicable) VAT registration number of the supplier;
2.2.2. the cost (including VAT if applicable) and description of the goods or services; and
2.2.3. the date of the supply.
2.3. For claims involving credit card payments, you must also submit a receipt that contains itemized details of VAT registration numbers and amounts.
2.4. Your manager must grant their approve before you incur any expenses.
2.5. The Company may refuse to reimburse any claim that is submitted after the deadline stipulated in this policy, except where there are exceptional circumstances behind the late submission.
2.6. All validly submitted claims under this policy shall be paid to your elected bank account via payroll.
.
3. COMPLAINTS AND QUERIES
3.1. Where you wish to raise a complaint about a reimbursement claim process, you must make such a complaint formally in writing to ________.
3.2. A complaint will only be valid if:
3.2.1. it is in writing;
3.2.2. it contains a detailed explanation of the issue; and
3.2.3. it is accompanied with relevant supporting documents or evidence.
3.3. As part of our commitment to transparency and fairness, we aim to respond to a validly submitted complaint within ________ days beginning from the day that the complaint is made.
4. TRAVELLING ON COMPANY BUSINESS
4.1. The Company will reimburse travel expenses that are work-related tasks (i.e. expenses incurred on the job), as opposed to expenses incurred on the way to the workplace. In other words, this is applicable when you are required to work at a location that is different from your usual place of work in performance of your duties.
4.2. The Company will reimburse costs borne for taxi use only in any of the following circumstances:
4.2.1. where public transport is unavailable; or
4.2.2. where a significant amount of time is saved by the use of a taxi; or
4.2.3. it would be cheaper as a result of the number of staff who are travelling together.
4.3. You may be reimbursed for the cost of taking a taxi home where:
4.3.1. you are occasionally required to work until ________ or later; and
4.3.2. public transport is no longer running or it would be unreasonable for you to use public transport by the time you can go home.
4.4. When using your personal vehicle for business, you will be reimbursed at a fixed rate per mile. This rate shall cover petrol and other running expenses as well as depreciation, in line with the HMRC's approved mileage rates in that tax year.
4.5. Where the company provides you with a vehicle or fuel for private use in a vehicle given to you by the company, you will incur taxation on that benefit.
4.6. When travelling via trains, you must travel in second class except for trips that exceed ________ hours' duration, in which case you may travel with first-class. You must book all train travels through ________, the company's travel agency.
4.7. You must book all domestic air travel through ________.
4.8. You must make all overseas travel bookings through ________ and they shall operate under the instruction to find the most cost-effective option for the relevant journey(s).
4.9. Your supervisor must approve any overseas air and rail travel in advance. You are advised to give ________ at least ________ days' notice of your intended travel.
4.10. For all air travels, you are only permitted to use:
4.10.1. economy class for flights whose duration is less than ________ hours;
4.10.2. economy plus or equivalent for flights whose duration is between ________ and ________ hours;
4.10.3. the lowest available business class fare for flights with a duration of more than ________; and
4.10.4. first class only where the upgrade is free.
5. OVERNIGHT STAY
5.1. Where you have to stay away overnight for our business, you are required to stay at a hotel that is reasonably priced and does not exceed £________ (________) if in London, or £________ (________) anywhere else.
5.2. You will be reimbursed for meals that do not exceed the following amounts:
5.2.1. £________ (________) for breakfast;
5.2.2. £________ (________) for lunch; and
5.2.3. £________ (________) for dinner.
5.3. You will also be reimbursed for personal expenses that arise in connection with travelling on our business. These personal expenses include private phone calls and laundry. You must provide receipts of these expenses and they must be within the HMRC's permitted limits, which may be applied to the entirety of the period you are away from home, rather than to each night separately. The limits will be communicated to you and updated accordingly as they change.
6. EMBARKING 88 58858582 COURSES
________. 22 8888 2282 82825 252 8282 22 522225822 52 25225258 25582822 825582 85252 2255 8522588825 558 28822 5525258852822 82 5585282. 822828522282, 522 5882222552822 525 255828 82828 5285225 22 252 25582822 825582 85588 82 8582282 22 252 52828522 2528888228 822 252 58282 82 2588 228882.
7. 558588525588 58 288255558882 888555
22 85588 82825 252 8282 22 2255 858885822822 22 52 5885258225 252228882258 8252 25 8255225 8288222, 58 8222 58 2552 8252 25 8288222 88 52828522 22 2255 552828. 25252 2255 822282525 2228222222 88 8222822222 22 2255 2228258582 82 252 52828522 8252 25 8288222, 82 85588 82825 252 8282 22 825252252 2228 2585 22 2552 252228882258 8252.
8. CLIENT/CUSTOMER ENTERTAINMENT EXPENSES
8.1. Before you incur any expense for entertaining clients and/or suppliers, you must obtain the prior authorisation of your supervisor. Such entertaining expenses shall only be permitted where they are within budget and for the purpose of either maintaining existing business relationship (or forming a new business relationship) or discussing a specific business transaction with the relevant client. We shall only reimburse you for entertaining expenses so far as:
8.1.1. they are authorised in advance;
8.1.2. they are within the budget set for the event and incurred wholly; and
8.1.3. they are exclusively and necessarily in the performance of your duties.
8.2. You will not be reimbursed for entertaining other employees of the Company.
8.3. There is a monthly cap of £________ (________) for entertaining clients and/or suppliers above which you will not be reimbursed for costs that you incur.
8.4. You must adhere to our Gifts Policy when entertaining clients and/or suppliers so as to comply with the Bribery Act 2010.
9. TELEPHONE EXPENSES
9.1. We will reimburse you the cost of business telephone calls (plus VAT) you make using your private mobile or landline telephone upon submission of telephone bill(s) as proof.
9.2. There is a cap of £________ (________) per month for making business telephone calls with your private mobile or landline telephone.
9.3. You will not be reimbursed for:
9.3.1. any telephone costs you incur with your private mobile or landline telephone beyond the monthly cap; and
9.3.2. private or personal calls and non-business-related calls.
This Expense Policy has been implemented following review and endorsement by all levels of management.
Date: ________
Signed: ________, ________
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