An expense policy page is a key part of your team handbook that outlines how employees can request reimbursement for work-related expenses and ensures transparency around company spending. A clear policy helps avoid confusion, keeps approvals consistent, and empowers your team to manage expenses responsibly.

Step 1: Start with an Overview

Begin with a brief introduction explaining the purpose of the expense policy and how it supports the team.

Example:

“This page outlines our company’s expense reimbursement policy to ensure fairness, transparency, and accountability. By following these guidelines, you can easily request reimbursement for approved expenses while helping us manage budgets efficiently.”

Step 2: Define Eligible Expenses

List the types of expenses your company covers and provide examples for each category. Common categories include:

• Travel Expenses: Airfare, lodging, meals, and transportation for work-related trips
• Office Supplies: Items needed to perform daily work tasks
• Work-from-Home Stipends: Reimbursement for internet, desk equipment, or other remote work needs
• Client Meetings or Team Meals: Meals or coffee for in-person meetings (with limits)

Step 3: Explain What’s Not Covered

It’s equally important to list non-reimbursable expenses to avoid misunderstandings. Examples include personal expenses, upgrades to luxury travel, or unapproved subscriptions.

Step 4: Describe the Approval Process

Outline the steps employees need to take to get expenses approved and reimbursed:

• Whether pre-approval is required for certain expenses