Employee Expenses template
Employee Expense Policy Template (UK)
Published 3 August 2026 · Last reviewed 22 August 2026 · By Kayley Hart
What this template is for
Use this policy starter to make routine employee expenses predictable. It states the business purpose, permitted categories, evidence, approval route and payment timing before someone spends company money.
Use this template your way
Copy it into your own workspace, print it, save it as a PDF from your browser, or download a DOCX file to edit offline.
How to use this template
- Adapt the categories and limits to your own role types, contracts and tax treatment; obtain professional advice where your situation needs it.
- Publish the policy where employees can find it before they incur a cost, and make the approval route visible.
- Review examples and limits after recurring disputes, policy changes or a material change in travel, equipment or customer work.
Reusable document
Working template
Replace the bracketed prompts with facts about your own team. Keep the completed version in the shared place where the relevant people can use it.
1. Purpose and scope
Say who the policy covers and the business reason for reimbursing costs. This avoids treating a personal purchase as business spend after the fact.
This policy applies to: [roles / workers] Purpose: [business reason for reimbursing necessary costs] Effective date and owner: [date / name]
2. What can and cannot be claimed
Name permitted categories and exclusions in plain language. Use examples that fit the work your team actually does.
Normally claimable: [categories] Not claimable: [categories] Pre-approval required for: [categories]
3. Evidence and mileage record
State what proof is needed at the point of claim, including the business purpose, dates and mileage details where relevant.
Evidence required: [receipt / invoice / booking] For mileage record: [date, route, miles, business purpose] If evidence is missing: [exception process]
4. Limits and approval route
Separate the person who requests a purchase from the person who approves it wherever practical, and state the monetary limits clearly.
Up to [amount]: [approver] Over [amount]: [second approver] No self-approval: [rule]
5. Submission and payment timing
Make the deadline and expected reimbursement cycle explicit, so a late claim does not become a payroll or cashflow surprise.
Submit by: [day / deadline] Where to submit: [system or inbox] Expected payment: [timing] Questions: [owner]
Illustrative only
Filled example
This example shows the level of specificity to aim for. Replace it with your own names, limits, dates and evidence rather than copying the facts.
1. Purpose and scope
This policy applies to: UK employees and approved contractors. Purpose: Reimburse reasonable, necessary costs incurred wholly for company work. Effective date and owner: 1 September 2026 / Finance lead.
2. What can and cannot be claimed
Normally claimable: Pre-approved business travel, customer meeting meals and required software. Not claimable: Personal upgrades, alcohol, fines and costs without a business purpose. Pre-approval required for: Any travel over £100 and all equipment.
3. Evidence and mileage record
Evidence required: Itemised receipt plus a one-line business purpose. For mileage record: Date, start and end points, miles and customer or project. If evidence is missing: Explain the reason in the claim; finance decides whether to reimburse.
4. Limits and approval route
Up to £100: Line manager. Over £100: Finance lead before purchase. No self-approval: The claimant cannot approve their own claim; founders require the other director's approval.
5. Submission and payment timing
Submit by: The fifth working day of the following month. Where to submit: Finance form with receipts attached. Expected payment: In the next payroll after approval. Questions: Finance lead in the #finance-help channel.
Before you share it
Have an approver test the policy using a real recent expense. If the correct evidence, limit or owner is unclear, revise the wording before publishing it.