Expense Report Submission Policy and Procedure

Expense Report Submission Policy and Procedure

This document outlines the standard requirements and steps for employees to submit business-related expenses for reimbursement. Adherence to this procedure ensures timely processing and compliance with internal financial controls.

1. Submission Requirements

• Submission Deadline: All expense reports must be submitted within [Number] business days following the end of the month in which the expenses were incurred.
• Documentation: Every expense item exceeding [Currency Amount] requires a digital copy of the itemized receipt.
• Approval Workflow: Reports must be submitted to [Direct Manager/Department Head] for initial review before being forwarded to the Finance Department.

2. Expense Report Form

Employee Information

• Employee Name: [Employee Name]
• Employee ID: [Employee ID]
• Department: [Department Name]
• Reporting Period: [Start Date] to [End Date]

Expense Details

Total Reimbursement Requested: [Total Amount]

3. Submission Checklist

• All receipts are attached and legible.
• Every expense is categorized correctly according to the company chart of accounts.
• Personal expenses have been excluded from the total.
• The report has been signed or digitally authorized by the employee.
• The report has been submitted to [Email Address/Software Portal].

Pro Tips

• Capture Immediately: Use a mobile scanning app to photograph receipts at the point of purchase to prevent loss or fading.
• Check Policies: Always review the specific per-diem rates for your travel destination before incurring meal expenses.
• Be Specific: When describing expenses, include the "business purpose" (e.g., "Client lunch to discuss Q3 contract renewal") rather than just "Lunch."

Template Document: Expense Report Submission Policy and Procedure

• Scope: This policy covers all employees who incur business related expenses during the course of their official duties.
• Document owner: [Role or team]
• Effective date: [Date]
• Version: [Version number]
• Applies to: [Team, department or process]

Roles and responsibilities

Procedure

1. Collect and save all itemized receipts for business related purchases made during the month. (Responsible: Employee)
2. Log into the [System Name] expense management portal using your corporate credentials. (Responsible: Employee)
3. Create a new expense report and enter the correct [Month] and [Year] for the filing period. (Responsible: Employee)
4. Input each individual expense item, selecting the appropriate category and entering the exact [Currency Amount]. (Responsible: Employee)
5. Upload digital copies of all required itemized receipts and attach them to the corresponding line items. (Responsible: Employee)
6. Review the completed expense report for accuracy and submit it to the designated [Direct Manager/Department Head] for review. (Responsible: Employee)
7. Examine the submitted expense report and verify that every claimed item serves a clear business purpose. (Responsible: Direct Manager)
8. Approve or reject the expense report within [Number] business days following submission. (Responsible: Direct Manager)
9. Conduct a secondary financial audit of the approved report to ensure compliance with [Policy Name]. (Responsible: Finance Department)
10. Process the reimbursement payment through the payroll or accounts payable system by [Date]. (Responsible: Accounts Payable)

Records and revision

• Prepared by: [Full name]
• Reviewed by: [Full name]
• Date completed: [Date]
• Signature: ______________________
• Date signed: [Date]

FAQ

How long does it typically take to receive reimbursement?

Once a report is approved by your manager and processed by the Finance Department, reimbursements are typically issued within [Number] business days via [Payment Method].

What happens if I lose a receipt?

If a receipt is lost, you must submit a signed "Missing Receipt Affidavit" detailing the date, vendor, amount, and business purpose of the transaction. Repeated loss of receipts may result in a denial of reimbursement.

Can I include personal expenses on my report?

No. Personal expenses should never be included in your business expense report. If a transaction contains both business and personal items, you must clearly separate them and only claim the business portion.