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How to write your Expense Reimbursement Plan

We include this 1 page template with Contractors Contract Pack and the Proposal Kit Professional. You will get more content and software automation for data merging, managing client documents, and creating proposals with line item quoting with a Contract Pack or the Professional.

The Expense Reimbursement Plan is used to outline your company's plan for managing expenses that employees can be reimbursed for.
Document Length: 1 Page
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1. Get Contractors Contract Pack or the single template that includes this business contract document.

We include this Expense Reimbursement Plan in editable Word format that can be customized using your office software.

2. Download and install after ordering.

Once you have ordered and downloaded your template or pack, you will have all the content you need to get started.

3. Customize the contract template with your information.

You can customize the contract document as much as you need. If you get a Contract Pack or Professional Bundle, you can also use the included Wizard software to automate name/address data merging.

Expense Reimbursement Plan

How to write my Expense Reimbursement Plan document



Accountability Plan: Declarations and Conditions. Company Name ("Company") wishes to establish an employee expense reimbursement plan, by which employees in the employ of Company may be reimbursed for approved expenses or receive advances for specific future expenses so long as those expenses are properly documented and approved prior to disbursement.

A reimbursement request shall be deemed appropriate if it meets the following guidelines:

The expense is considered to be necessary and ordinary and is connected to, or incurred on behalf of Company's business operations or the performance of an employee's normal job functions or travel. The expense has been approved by Company and the employee's purchase of goods or services is merely for the convenience of Company. The expense is suitably documented and substantiated and submitted to Company within a reasonable period of time. For the purposes of this plan document, "reasonable period of time" shall be considered as submitted for reimbursement within 60 days of when the expense was occurred and paid for by the employee.

Any advanced monies given to employees in excess of what is required are returned to Company within 60 days of disbursement. A reimbursement request that meets the above conditions shall be considered to be covered under the Company accountability plan. All reimbursements shall be excluded from an employee's gross pay and shall be remitted to the employee by check or by direct reimbursement as a line item on the employee's normal paycheck.

Accountability Plan: Exceptions

Notwithstanding the above, the following items shall not be considered to be reimbursable expenses under this plan and may be subject to other Company policies that fall outside of the scope of this accountability plan. The above-listed guidelines constitute the Company's Accountability Plan and in no way limit Company's ability to further limit the amount of monies that an employee may be reimbursed. Company reserves the right to modify this plan at any time or to develop plan limitations on an individual employee basis.

The complete Expense Reimbursement Plan - with the actual formatting and layout - is available as a single template or as part of a library of related templates in a Contract Pack or the Professional Bundle.
Expense Reimbursement Plan

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Related documents may be used in conjunction with this document depending on your situation. Many related documents are intended for use as part of a contract management system.

Related Documents

Key Takeaways

  • The Expense Reimbursement Plan is available as a ready-to-edit template.
  • The Contract Packs and Professional Bundle include many related agreements and documents.
  • You can automate financials and data merging into contracts using a Contract Pack or Professional Bundle.
  • You can also create business proposals and integrate your contracts using the Professional Bundle.
  • There are no ongoing subscription fees. You get lifetime unlimited use.

How to Build a Legal Contract with Proposal Kit

This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.

Frequently Asked Questions

How do I customize the Expense Reimbursement Plan to fit my business needs?

Customizing the Expense Reimbursement Plan involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.

Is the Expense Reimbursement Plan compliant with laws and regulations?

The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.

Can I use the same Expense Reimbursement Plan for different clients or projects?

You can use the same Expense Reimbursement Plan for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.

What should I do if I encounter a clause or term I don't understand?

If you encounter a clause or term in the Expense Reimbursement Plan that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.

How do I ensure that the Expense Reimbursement Plan is legally binding and enforceable?

To ensure that the Expense Reimbursement Plan is legally binding and enforceable, follow these steps:

  • Complete all relevant sections: Make sure all blanks are filled in with accurate information.
  • Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
  • Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
  • Consult a legal professional: Before finalizing the Expense Reimbursement Plan, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.

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