Last revision: 02/03/2023
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The Expense Reimbursement Policy is a document that outlines an organization's rules on how employees will receive a refund when they spend their money on any work-related transaction or purchase.
Employees should not use their money to pay for business-related expenses, but when they do, they should be refunded. For example, an employee that spends their money to purchase an office printer for the organization should receive full compensation for the printer.
However, it is important to note that there reimbursable and non-reimbursable expenses. Reimbursable expenses are costs incurred by the employee that is to be funded or reimbursed by the employer. For example, all work-related expenses are reimbursable expenses. Non-reimbursable expenses are costs that are not to be refunded by the employer. Examples of such are expenses not related to the employee's work for the employer.
Therefore, every organization requires an Expense Reimbursement Policy to inform its employees about the categories of expenses that may be refunded or reimbursed and the type of costs that can be repaid by the employer. It also provides a procedure for obtaining a refund.
How to use this document
This document can be used alone, and it can also be incorporated into the Employee Handbook. This is a simple document that requires basic information, such as the employer's name, the types of expenses that are reimbursable and non-reimbursable, and the procedure employees must follow to claim a refund for work-related expenses.
After completing this document, it should be printed and delivered to the employees. Employees may also acknowledge receipt of the document by signing that they have read, understood, and agree to be bound by the terms of the policy.
The laws that regulate employment relationship :
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Other names for the document: Employee Expense Compensation Policy, Expense Reimbursement Policy for Employees, Policy for Compensating Employee Expenses, Policy for Employee Expense Reimbursement, Policy for Expense Reimbursement