What should the no-approval limit be?

Pick a number you would not want to be asked about, then adjust after a month of real requests.

Do I need receipts for small expenses?

That is your rule to set. Write it down so people do not ask each time.

Who should own the expense policy?

One person who also approves the claims, with a date for the next check.

Expense policy template for a small team

An expense policy saves you from approving the same lunch twice. Set the limits, the approver and the deadline once, and let people check before they spend.

A template with blanks, not legal advice. Rules on pay, leave and data vary by state, so check yours.

The template

What you can spend on

Covered: [travel, software, meals while traveling, client meetings, equipment: choose].
Not covered: [personal items, alcohol, upgrades, fines: choose].

Limits

Spend up to [amount] without asking. Between [amount] and [amount], ask [person] first. Above [amount], needs [person] in writing.
Meals: up to [amount] per person [per day / per meal]. Client meals: up to [amount] per person with the client's name noted.

How to claim

Submit within [number] days in [tool] with the receipt and a one line reason.
Paid on [date or schedule]. Questions go to [person].

Company cards

Cards are for [uses]. Personal use is [never allowed / repaid within [days]].
A lost card is reported to [person] immediately.

Who owns this policy

Owner: [name]. Last confirmed: [date]. Check again by: [date].

The ten questions your team will ask

Write each answer once, with an owner and the date you last confirmed it. These ten answers are what a bot or a shared FAQ should answer from.

1.How much can I spend without asking?
Answer: [Your no-approval limit, and whether it is per item or per month.]
Owner: [name]. Last confirmed: [date].
2.Who approves bigger expenses?
Answer: [The approver for each band of amounts.]
Owner: [name]. Last confirmed: [date].
3.Can I expense a client dinner?
Answer: [Your rule, the per-person cap and what to write on the receipt.]
Owner: [name]. Last confirmed: [date].
4.What about meals when I travel?
Answer: [The daily cap and whether alcohol is covered.]
Owner: [name]. Last confirmed: [date].
5.Do I need a receipt for everything?
Answer: [Your rule, including small amounts.]
Owner: [name]. Last confirmed: [date].
6.How long do I have to submit?
Answer: [The deadline in days.]
Owner: [name]. Last confirmed: [date].
7.When do I get paid back?
Answer: [The pay date or schedule.]
Owner: [name]. Last confirmed: [date].
8.Can I buy software or a subscription myself?
Answer: [The limit, the approver, and who owns the account.]
Owner: [name]. Last confirmed: [date].
9.What if I used my own card for something personal by mistake?
Answer: [How and when to repay.]
Owner: [name]. Last confirmed: [date].
10.What is not covered?
Answer: [A short list, so nobody has to guess.]
Owner: [name]. Last confirmed: [date].

Before you publish it

Match the limits to what you actually approve today.
Tell people where the receipt goes and who sees it.
Test your bot or FAQ with the ten questions before you rely on it.

Want to check a bot against these questions? Use the free honesty test, or turn the answers into a shareable FAQ with the team FAQ builder.

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Common questions

Pick a number you would not want to be asked about, then adjust after a month of real requests.
That is your rule to set. Write it down so people do not ask each time.
One person who also approves the claims, with a date for the next check.