TXT

Employee Expense Policy

The written rules that let people buy what they need without you approving every fitting — and without losing a receipt a week.

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What is inside

Who may spend, and on what
Per-transaction and monthly limits
Approval route above the limit
Receipt rule and the deadline
Fuel, tools and personal-use rules
What happens if the policy is not followed

Preview

EMPLOYEE EXPENSE AND PURCHASING POLICY
[Business name] — version 1.0 — [date]
Template only. Employment terms and tax treatment vary; have this checked before you rely on it.

1. PURPOSE
This policy sets out how company money may be spent, so that work is not delayed and every purchase can be traced to a job.

2. WHO MAY SPEND
Named cardholders: [names and roles].
Nobody else may commit company money or open an account in the company name.

3. WHAT MAY BE BOUGHT
Permitted: job materials, consumables, small tools up to the limit, fuel for company vehicles, parking and site charges, PPE.
Not permitted without prior approval: tools above the limit, plant hire, subcontract labour, anything not for a live job.
Never permitted: personal purchases, cash withdrawals, fuel for private vehicles.

4. LIMITS
Per transaction: £[amount].
Per week per person: £[amount].
Anything above the limit requires approval from [name] before purchase, by message or call. Approval must be recorded.

5. RECEIPTS
Photograph the receipt at the counter, before leaving the merchant.
Every purchase must be coded to a job reference.
Receipts are due the same day. Anything outstanding after [7] days is followed up and may be treated as an unauthorised purchase.

6. FUEL
Fuel is for company vehicles only. Record the mileage at fill.
Private use of company vehicles is [permitted / not permitted]. Tax treatment of private use is the company's responsibility to report correctly.

7. TOOLS
Tools bought with company money belong to the company and are recorded on the tool register.
Lost or damaged tools are reported the same day, not at the next stock check.

8. RETURNS AND CREDITS
Surplus materials are returned within the supplier's returns window where practical, and the credit note recorded against the job.

9. IF THE POLICY IS NOT FOLLOWED
First occasion: conversation and a reminder of the rules.
Repeated: card limit reduced or withdrawn, and the matter handled under the company's normal disciplinary process.