# EXAMPLE: EXPENSES REIMBURSEMENT POLICY
Date: 15 June 2028
Parties: Cedar North Ventures Limited and its employees
## 1. Purpose
Cedar North reimburses reasonable, necessary business expenses actually incurred by employees. The policy applies to travel, client meetings, approved home working and training; it is not a personal allowance or a contractual entitlement unless stated.
## 2. Scope
Travel must be approved in the booking system before purchase. Rail is standard class, air travel requires director approval, and the lower of mileage rate or available public transport is reimbursed for a private car.
## 3. Responsibilities
The company pays hotel costs within the city cap and subsistence up to £35 for a full day away, including a £12 evening meal limit. Alcohol, minibar, commuting and fines are not reimbursable.
## 4. Policy-specific rules
A claim is submitted in Expensio within 30 days with date, purpose, attendees, cost centre and a readable receipt. Lost receipts require a signed declaration; VAT invoices are required where input tax is claimed.
## 5. Reporting
A line manager approves within five working days and Finance pays the next monthly payroll. A £250 advance is available for approved overseas travel and must be reconciled within 14 days of return.
## 6. Process
Finance checks duplicate claims, related-party spending and tax treatment. Suspected fraud is reported to the Finance Director or whistleblowing channel, and recovery or discipline follows a fair process.
## 7. Review and approval
Finance reviews rates each June against HMRC guidance, inflation and accessibility needs. An employee may appeal a rejected claim within ten working days; lawful tax, wage and equality rights are not limited.