It is a standard procedure for employees to seek and obtain reimbursement from the organization for travel and business expenses incurred while conducting company operations. It’s important for the organization to be mindful of spending and identify ways to increase efficiency as well. Having an established travel and business expense policy helps streamline reimbursements and control costs by providing a concrete foundation of expectations for both the employee and the business.

This policy, created by Scott Matteson for TechRepublic Premium, can be customized to fit the needs of your organization.

Featured text from the download:

GENERAL REQUIREMENTS

Employees who incur travel and other expenses as part of their job duties are required to:

Read and understand this policy prior to incurring any expenses.

Obtain advance approval from their manager (or higher) before the commencement of any business trip.

Submit all travel and expense reports with receipts (whether electronically, to their manager or to finance directly) within 30 days of incurring the expenses. Expenses submitted late or without receipts may not be reimbursed.

Correct discrepancies and resubmit the report if it’s rejected for any reason.

Immediately report any auto accident (personal, company, or rental) by contacting their managers or other designated personnel.

Protect company property and data while traveling. Employees should also immediately report any lost/stolen company property or data to the security department.

Understand that the company will not reimburse for expenses outside this policy, and that they may be billed for expenses deemed to be in violation of these guidelines.

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TIME SAVED: Crafting this content required 20 hours of dedicated writing, editing, research, and design.