# Expense Policy Template, Word and PDF Source: https://nerix.ai/templates/expense-policy Buy to download This page shows a preview. Buy the document on nerix.ai to download it as Word and PDF and print it. https://nerix.ai/templates/expense-policy # Expense policy Tell staff what business costs they can claim, the limits, and how to claim and get repaid. Before you send it Tax and employment rules decide what the company may repay tax-free, what must be reported as pay, which records must be kept and for how long, and in some places who must bear the costs of working. Check the rules where you operate, and ask your accountant to read the limits. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/expense-policy) **€4.99, pay once, Word and PDF** Included in every paid nerix plan. ### Expense Policy **Company:** Brightwater Analytics **Effective from:** 1 January 2027 **Currency:** EUR ## 1. Purpose and who it covers This policy explains which business costs Brightwater Analytics will pay or repay, how much, and how to claim. It covers all employees, directors and contractors who spend company money . The rule is simple: spend company money as carefully as you would your own, spend it only for the business, and keep a record of it. ## 2. What can be claimed The company repays costs that are reasonable, necessary for the work, and backed by a receipt. They include travel for work, accommodation away from home, meals while travelling for work, equipment and supplies for the job, and costs that a manager agreed to in advance. It does not repay personal costs, fines and penalties, alcohol outside an approved client event, or costs that the employee could have avoided by choosing a cheaper option. ## 3. Travel Economy class for flights under 6 hours, premium economy above that; trains in standard class; hotels up to EUR 150 a night in a city, EUR 110 elsewhere; taxis only when public transport is not safe or practical. Book early where you can, choose the best value rather than the highest comfort, and tell your manager of any change that raises the cost. 4. Meals and entertainment 5. Equipment and supplies 6. Receipts and records 7. How to claim 8. Approval and payment ⁦2 / 2⁩ The full document unlocks when you download The rest is written and waiting, with your answers in place. Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Finance and accounting ## What this template is for An expense policy for a company: what can be claimed, limits for travel and meals, approval, receipts, deadlines and repayment. Fill it in, then Word or PDF. It is free to fill in online and needs no account. The finished Word document and PDF cost €4.99, paid once. [See all Finance and accounting templates](https://nerix.ai/templates/finance-accounting) Finance and accounting ## What you fill in The form asks for 11 details. The document fills itself in as you type. - ### Company name For example: Brightwater Analytics - ### Policy starts on For example: 1 January 2027 - ### Currency used in the policy For example: EUR - ### Who the policy covers For example: all employees, directors and contractors who spend company money - ### Travel rules and limits For example: Economy class for flights under 6 hours, premium economy above that; trains in standard class; hotels up to EUR 150 a night in a city, EUR 110 elsewhere; taxis only when public transport is not safe or practical. - ### Meals and entertainment limits For example: EUR 40 a day for meals while travelling; EUR 60 a person for a client meal, with the names of those present - ### Amount that needs approval in advance Anything above this needs a manager's written yes before it is bought. For example: EUR 250 for a single item - ### Days to submit a claim Counted from the date of the expense. For example: 30 - ### Days the company takes to repay Counted from an approved claim. For example: 14 - ### Who approves claims For example: the employee's line manager; the Finance Director for claims by managers - ### Contact for questions For example: finance@brightwater.example Finance and accounting ## What is inside The parts of this document, in order. - 1 1. Purpose and who it covers - 2 2. What can be claimed - 3 3. Travel - 4 4. Meals and entertainment - 5 5. Equipment and supplies - 6 6. Receipts and records - 7 7. How to claim - 8 8. Approval and payment - 9 9. Misuse - 10 10. Questions Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Pay once and get it as a Word document to edit further and as a PDF to send or print. The link comes by email too. ### Was this template helpful? Finance and accounting ## Questions people ask ### What details does this template ask for? The form asks for 11 details, starting with Company name, Policy starts on, Currency used in the policy, Who the policy covers, Travel rules and limits. ### How much does this template cost? €4.99, paid once. Filling it in and seeing the first part is free. You pay when you download the finished Word document and PDF, with no account and no subscription. Every paid nerix plan includes it. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, press Download and pay once. You get the finished document as a Word file to keep editing and as a PDF to send or print, and the link by email. ### Is what I type sent anywhere? While you fill it in, what you type stays in your browser. When you buy the document, your answers go to nerix to make your files. They are kept for seven days so you can download again, then deleted. ### What should I check before I use this template? Tax and employment rules decide what the company may repay tax-free, what must be reported as pay, which records must be kept and for how long, and in some places who must bear the costs of working. Check the rules where you operate, and ask your accountant to read the limits. ### Are these finance templates free? Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price. ### Do these templates include tax rules? No. Tax and invoicing rules differ by country. Each template has fields for amounts and references, and you add the tax details your local rules require. ### Can I use them with my accounting software? Yes. They are plain documents. Download the Word version, or copy the figures into your software. 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