EXPENSE REIMBURSEMENT POLICY

This Expense Reimbursement Policy (hereinafter referred to as” Policy”) of [INSERT ORGANIZATION’S NAME] (the “Company”) is established to outline the guidelines and procedures for reimbursement for business-related expenses by employees. This policy ensures clarity and consistency in handling employee expenses during the course of their work.

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.
3. ELIGIBLE EXPENSE
   1. All business related expenses- Expenses occurred during official company activities or while fulfilling assigned responsibilities are eligible for reimbursements. These may involve travel expenses, entertainment expenses, Company’s material and supplies expenses and other essential expenditures associated with work duties.
4. SUBMISSION OF EXPENSE
   1. Employees must submit proper expense reports within [INSERT TIME FRAME FOR SUBMITTING EXPENSE REPORT] of incurring the expense.
   2. Expense reports should include original receipts, detailed description of the expense and any necessary approvals.
   3. It shall be the responsibility of the Finance department to review and approve the expenses for reimbursements.
5. EXPENSE REIMBURSEMENTS
   1. Our Company understands that timely reimbursement is essential in maintaining a seamless financial workflow, guaranteeing that employees are promptly repaid for their eligible expenses.
   2. Reimbursements will be processed within [INSERT TIMEFRAME FOR REIMBURSMENT TO BE PROCESSED] after the submission of expense details.
   3. In the event of any delays in reimbursement processing, timely communication will be made to affected employees, providing transparency about the status and expected resolution timelines.
6. 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.
7. 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.
8. CHANGES TO THE POLICY
   1. We reserve to 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.
9. 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]
10. ACKNOWLEGEMENT
    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 SIGNING AUTHORITY AND DESIGNATION]