Employee Reimbursement Policy

The Employee Reimbursement Policy ("Policy") is a document used to specify the expenditures of employees covered by the entity and the expenditures which are not covered. Often employees may be required to spend out-of-pocket expenditures while working for the entity. Having a properly drafted Policy will help the employees to understand the expenditures covered by the organization and will remove any apprehension on spending on behalf of the organization.

This Policy is a one-sided agreement drafted by the organization without any negotiation with the employees and employees will have only the option to sign and acknowledge the same.

This policy can be used by any type of organization despite their size or type of business and can be used as a supplementary document to Employment Agreement, Employee Code of Conduct Policy, Non-Compete Agreement, Non-Disclosure Agreement, Remote Work Policy, Employee Privacy Policy, Employee Disciplinary Policy, etc.

How to use this document?

This policy covers the following important areas:

• Scope - this defines the categories of employees covered and excluded under this Policy.
• General guidelines - this includes the general guidelines to the employees and employers with regard to the implementation of this policy.
• Reimbursable expenses - this includes the expenditures covered by the organization including travel expenditures, food expenditures, accommodations, training, medical, etc.
• Non-reimbursable expenses - this includes the expenditures which are not covered including personal expenses, fines and penalties, personal entertainments, loss of personal belongings, personal purchases, etc.
• Employee responsibilities - this includes the employee's responsibilities while spending money on behalf of the organization.
• Approver's responsibilities - this includes the responsibilities of the person/department who is approving and processing the expenditures.
• Procedure for reimbursement - this includes the steps to be followed by the employees and approvers while processing any reimbursement on behalf of the organization.

Once the policy is drafted, it can be circulated to the employees through electronic medium or in physical copies. The organization may ask the employees to acknowledge this policy and send it back for record purposes. It is better to incorporate this document in employment agreements and get it signed at the time of joining the organization.

It is always better to make the policy accessible to all employees of the organization and update them whenever there are any changes made to this policy.

Applicable laws

This policy is general guidelines of the organization and no specific laws are applicable here.

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.