Expense rules cause trouble when limits are scattered, nobody knows the deadline and breach consequences are vague. This template puts the answers in one place: a title block with owner and effective date, the categories people can claim, a limits map, approval bands, a four-step claim process and a breach table with named owners.

The sample is the policy of a fictional employer, Underhill Group, with meal limits of £10, £15 and £30, a hotel cap of £140, 45p mileage, manager approval to £400 and a 30 day claim deadline. Replace every limit and rate with your own, rewrite the approval bands to match your delegation of authority and delete any section you do not need.