EXPENSE POLICY

This Expense Policy (hereinafter referred to as” Policy”) of [INSERT ORGANIZATION’S NAME] (the “Company”) is established to outline the guidelines and procedures for business-related expenses by employees. This policy outlines the framework, responsibilities, and best practices for implementing cost-effective business expenses during employment adhering with company’s rules and regulations.

1. PURPOSE
   1. This policy establishes the procedures and guidelines for reimbursing the employees for business related expenses incurred during the course of Company activities.
2. SCOPE
   1. This policy applies to all employees, including full-time, part-time, temporary, at all levels within the Company who incur business related expenses on behalf of the Company. The scope of this policy is not limited to just work-place expenses but also to work related functions in events or other functions that may impact the Company’s name and reputation. In circumstances where an employee’s conduct may involve a breach of this policy. The Company might take disciplinary or termination actions based upon the set guidelines in this policy.
3. EXPENSE CATEGORIES
   1. Travel Expense- Employees must adhere to the organization’s expense guidelines and are expected to submit a travel expense report to the Finance department after their return from travel for reimbursements of Company’s approved expenses such as accommodation, transportation, meals and all business related travel expenses. Employees are expected to maintain all necessary travel documentation including tickets and receipts of expense, and are required to submit it with expense reports.
   2. Entertainment Expense- Expenses incurred during business meetings, or any client related expenses such transportation and meals must be submitted to the finance department with proper documentation for reimbursements
   3. Material and Supplies Expense- Expenses incurred during the course of employment such as tools or equipment necessary for Company’s day to day tasks, training material and Work- related subscriptions or publications.
   4. Miscellaneous Expense- Any Expense outside these categories requires pre-approval from the Finance department.
4. SUBMISSION OF EXPENSE
   1. Employees must submit proper expense reports within [INSERT TIME FRAME] of incurring the expense.
   2. Expense reports should include original receipts, detailed description of the expense and any necessary approvals.
5. NON- REIMBURSEMENT EXPENSES
   1. The following expenses are not eligible for reimbursement:
      1. Any type of personal expenses
      2. Fines or penalties
      3. Alcohol and non-essential personal expenses are not reimbursable.
6. COMPLIANCE AND REPORTING
   1. Compliance with this policy and applicable laws should be regularly monitored and audited to identify and address any potential gaps or non-compliance. Failure to adhere to this policy may result in reimbursement denial.
   2. Any identified breaches or non-compliance should be promptly investigated and appropriate corrective actions should be taken.
7. CHANGES TO THE POLICY
   1. We reserve the right to update and make changes to this policy from time to time based on the working conditions of the Company. The Company on updating this policy will inform the members of the Company.
8. FURTHER INFORMATION
   1. For any queries or further Information regarding our Company or about this Policy, the concerned person can contact us through email [INSERT EMAIL ADDRESS OF THE COMPANY]
9. ACKNOWLEDGEMENT
   1. We expect all employees to adhere to this policy of the Company. The Company will apply this policy consistently and fairly to ensure a harmonious and productive workplace for all.
   2. By signing below, you acknowledge that you have carefully read and understood the terms and contents of this policy.
   3. You acknowledge that you will follow the set guidelines of this policy as well as of the Company and failure to do so; the Company can take Disciplinary action against such person.

COMPANY                  

Authorized Signature

Print Name and Title

[INSERT NAME AND DESIGNATION OF AUTHORIZED PERSON]