How to write my Expense Reimbursement Plan document
REIMBURSEMENT OF EXPENSES PLAN
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.