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As hybrid and remote work redefine the workplace, companies are realizing their expense policies may no longer fit how people work. Teams may span time zones, client meetings often happen over video, and business travel might mean a co-working space across town. Yet employees may be wondering: Can I expense this?
Updating your company expense policy may not just be about compliance — it can also be about helping to increase transparency, ensure fairness, and empower teams to spend responsibly. An updated policy can help build trust, smooth approvals, and strengthen financial oversight. An outdated one? It may create confusion and could lead to costly delays.
These strategies can help update your business expense policies, and these tools can help implement them.
What Is an Expense Policy?
An expense policy is a set of rules that defines how employees can spend company funds and how those expenses are tracked, approved, and reimbursed. It can be a written document outlining expectations for business-related spending.
A clear expense policy might include:
- Which expense categories can be claimed (e.g., travel, meals, home office costs, etc.)
- How to submit and approve claims
- What happens if disputes or exceptions arise
Every organization’s policy may look different. An established company might allow more flexibility with expenses, while a leaner operation may set tighter limits.
Why Do You Need a Company Expense Policy?
Expense policies may be able to do more than set rules — they can help companies stay organized, compliant, and efficient. Here are ways in which businesses may benefit from having one:
Help Maintain Accurate Financial Records
A written policy helps ensure that every expense is properly documented, potentially making bookkeeping simpler, audits faster, and reporting more reliable.
Help Control Costs and Curb Overspending
Defined spending limits and approval processes can help keep budgets on track and reduce surprises. Clear guidance can allow teams to make responsible choices without micromanagement.
Help Ensure Compliance
Expense policies may help companies stay aligned with regulatory standards by clearly outlining how expenses are submitted, reviewed, and reimbursed.
Help Streamline Reimbursements
Standardized submission and approval processes can help speed up reimbursements and reduce errors. When everyone follows the same steps, finance teams may be able to process claims faster and focus on more strategic work.
Help Clarify Employee Expectations
Disputes may arise when policies are vague or outdated. Clear direction can help minimize back-and-forth over approvals or denials and can help maintain positive relationships.
Help Minimize the Risk of Fraud or Misuse of Funds
Strong, well-communicated policies, paired with consistent oversight, may help prevent unwanted or fraudulent spending.
Core Expense Policies Your Company May Want to Consider
An effective business expense policy might include common spending scenarios and can help keep rules consistent across teams. Here are some policies to consider:
1. Clarify what’s covered — and what’s not.
Consider outlining which expenses qualify for reimbursement, as well as spending limits and conditions. Common categories may include:
- Business travel: May include airfare, lodging, mileage, and transportation, with rules for international trips and currency conversion.
- Meals: May set spending limits or per diem rates and define when business meals are eligible.
- Home office expenses: May help establish guidelines for equipment, supplies, and internet costs tied to remote work.
- Professional development: May cover training, certifications, or conferences that directly support an employee’s role.
- Client entertainment: May explain what types of events are appropriate, any spending limits, and documentation requirements.
Consider providing real-world examples to make the policy relatable — for instance, you may clarify whether ride-shares, co-working fees, or same-day delivery services are acceptable. You could also note what’s not reimbursable, such as personal purchases, non-business meals, or luxury upgrades.
2. Update guidelines for hybrid and remote work.
Hybrid work has blurred the lines between home, office, and travel and may impact your company expense policy. Here are some guidelines to consider:
- Defining each employee’s location of work and clarify when travel qualifies as reimbursable.
- Distinguishing commuting vs. business travel to avoid confusion.
- Setting home office equipment guidelines with clear spending caps and ownership terms.
- Ensuring fair benefits across office and remote employees.
- Considering simplifying recurring home office costs with flat stipends for internet or utilities.
- Reviewing guidelines regularly to stay aligned with requirements.
3. Modernize how expenses are managed.
Finance teams may need more visibility into where and why expenses occur. Understanding each employee’s setup — remote, hybrid, or office-based — can help ensure fair approvals and policy compliance.
Using expense management tools could help finance teams stay transparent, efficient, and aligned with how people work.
4. Keep it simple and consistent.
When crafting an effective company expense policy, you may want to use plain language and be accessible to all employees.
The same could apply for the process itself. Consider providing clear information on how to submit an expense, who approves it, and when reimbursements are issued (via payroll, direct deposit, or another method). When employees know what to do, finance teams may spend less time on troubleshooting and could focus more their regular operations.
5. Standardize documentation.
Accurate records may help protect both the company and its employees. Consider specifying what documentation is required — such as digital receipts, confirmations, or boarding passes — and how it could be retained.
6. Include an ethical spending statement.
Policies may not be able to anticipate every real-world scenario, so you might want to consider adopting a simple principle to help employees navigate gray areas. An example of this might be: "Use good judgment and act in the company’s best interest."
How to Help Create an Effective Business Expense Policy
Whether you’re starting from scratch or modernizing an outdated expense policy, these steps may help you create a clear, fair, and future-ready procedure.
1. Define your goals.
Before writing a single line, consider defining the goals of the expense policy. Are you focusing on cost control, employee flexibility, compliance, or all of the above? Your goals can help determine the strictness or flexibility of the policy and how it fits into your company’s financial strategy.
2. Involve the right people — early and often.
Input from across the business may help balance oversight with usability — and build buy-in. You might consider partnering with HR, department heads, and finance leaders to identify real-world needs and pain points.
3. Define approval workflows.
Think about specifying who can authorize which expenses, and when additional review is needed. For example, line managers may approve everyday expenses, while finance or executives might handle higher thresholds or exceptions.
4. Communicate and train.
Even the best-written policy may only work if people understand it. Consider a multi-pronged approach to disseminate the policy: Introduce it during onboarding, host quick refreshers, and empower managers to answer common questions.
5. Review regularly.
Work models, regulations, and technology evolve — your policy could reflect these changes. Considering scheduling an annual review and updating it based on feedback or new tools.
Signs Your Company Expense Policy May Be Outdated
If any of these scenarios sound familiar, a policy refresh may be in order:
- Frequent “Can I expense this?” questions
- Slow or confusing approval cycles
- No or little guidance for hybrid or remote work
- Inconsistent reimbursement outcomes
- Limited visibility for finance teams
- Compliance red flags or recurring policy violations
- The policy hasn’t been reviewed recently or your business has changed
Tools That Support Smarter Expense Policy Enforcement
Technology can help bridge the gap between policy and practice — potentially enforcing rules consistently, reducing manual work, and providing real-time visibility.
Expense Management Platforms
Software solutions can help automate expense tracking from swipe to report. They could automate expense tracking, categorize transactions, and flag policy violations.
Corporate Card Programs
Corporate cards may automatically record purchases, apply limits, and sync with expense platforms. This may help reduce administrative work, tighten control, and maintain clean audit trails.
Automated Approval Systems
Manual approvals could bog down even the most efficient finance team. Automation may be able to route expenses to the right reviewer instantly, helping ensure claims meet policy criteria and reimbursements stay timely.
Integration with Accounting and ERP Software
Connecting expense data directly to accounting or enterprise resource planning (ERP) software can help improve accuracy, eliminate duplicate entries, and give finance leaders real-time intel into company-wide spending.
When company expense policies are precise, teams may be able to focus more on their assigned roles. But even the best policy may only work if people understand it. Helping employees grasp both the how and why of expense policies can help turn compliance into culture.
Learn more: Five Ways to Ensure an Understanding of Travel and Expense Policies
Photo: Getty Images
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