Expense Policy
Docs + Word8 pages
Free
- Type
- Document
- Price
- Free
- Pages
- 7 · US Letter
- Style
- Bold
- Difficulty
- Beginner
- Updated
- November 6, 2026
Every page (7)
Overview
Remote staff buy desks, pay for internet, rent co-working space and fly to meet-ups, yet limits are often scattered across emails and nobody can say what is allowed. This policy puts every limit beside its rule: equipment, internet, co-working, travel, how to claim, who approves, and what happens when rules are broken.
The sample follows Ashdown Park Capital, a fictional remote-first firm. It shows a $400 setup stipend and $40 monthly, internet up to $65, co-working up to $180, receipts over $25 and claims within 30 days. Replace the company name, limits, approval levels and consequences with your own, and check them with finance and counsel.
Useful for
- A finance lead publishing one set of limits for the whole remote team
- A manager answering whether a new monitor or a day pass can be claimed
- An auditor checking approval levels, receipt rules and breach consequences
What's included
- Equipment page with three cards: setup stipend, monthly running costs and what is not covered
- Internet page with the claim steps and what to do when a bill is above the limit
- Co-working page with an options table, a summary band, a callout and a short glossary
- Meet-up travel timeline from booking to claiming, with named contacts in finance
- Claims heat map and register with five common problems, owners and responses
- Breach table and a Make it yours guide page with five steps for adapting the policy
How to use it
- 1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
- 2
Replace the company name, policy owner and effective date, then update every limit and rate to your own.
- 3
Rewrite the approval levels to match your delegation of authority and remove categories you do not use.
- 4
Choose receipt and submission rules that match your expenses system, and fill the contacts with real names.
- 5
Delete the guide page, then share the policy with staff and ask managers to confirm they have read it.
What you need
Requirements
- A Google account with access to Google Drive
Works with
- Google Docs
- Microsoft Word (download the .docx)
Questions
Do the limits in the sample apply to my company?
No. They are examples. Set your own limits from your budget and local rules, and have finance or counsel check anything that affects pay or tax before you publish.
Are the company, people and figures real?
No. Ashdown Park Capital, the named people, the email addresses, the phone numbers and every limit are fictional sample content. Replace them with your own.
Can I remove sections I do not need?
Yes. Delete the co-working, card or travel sections if they do not apply. Keep the limits table, the approval levels, the claim deadline and the breach consequences.
- #expense-policy
- #remote-work
- #home-office-stipend
- #travel-and-expense
- #claims-process
- #finance-policy
- #google-docs-template
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