Per Diem Policy for Employees – Expense Policy & Templates

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Per Diem Policy for employees is a smart way to manage costs and travel procedures in the company. It is very useful for the company as well as for the employee.

Per Diem Policy for employees

[Name of the Organization]

Policy brief & purpose

Our Employee Expense company policy or Per Diem Policy for employees outlines how we’ll reimburse employees for work-related bills. We’ll outline “work-related expenses” and set a process to authorize expenditure.


This Per Diem Policy for employees applies to all our employees that need to spend cash for work-related activities.

Policy elements

Employee expenses fall below two categories:

Expenses which can be paid immediately by our company on behalf of employees.
Expenses which can be paid by our employees and are reimbursable.

We’ll reimburse all reasonable business expenses, after they’re permitted, partially or in full because the case could also be.

Travel Expenses

Travel expenses embrace any type of transportation and lodging expenses that you simply incur when occurring a business journey. Expenses associated with this class that could be absolutely or partly reimbursable embrace:

Legal document expenses (e.g. Visa)
Air, practice, ship, or different transportation fares
Necessary medical expenses (e.g. vaccinations)
Local transportation during journeys (taxi fares, rental automobiles, and many others.)
Other minor or per diem expenses that have been permitted by an employee’s supervisor (e.g. meals, business materials)

Medical care charges after travel-related accidents could also be lined by staff compensation insurance coverage. If not, we might reimburse you for your medical expenses, if appropriate.

Minimizing expenses

We need to keep away from overspending or pointless prices. We might contract with inns and companies to get the perfect possible costs. We’ll additionally goal for the most affordable choice after we can. For instance, we favor reserving aircraft tickets in economy class, until there’s the purpose for upgraded travel.

Non-reimbursable expenses

We won’t reimburse the next:

[Expenses incurred by spouses or other non-employees who accompany our employees on their travels]
[Un-authorized service upgrade (e.g. business class or hotel rooms)]
[Personal services (massages, beauty treatments, etc.)]
[Personal purchases (gifts, clothes, etc.)]
[Lost personal property (e.g. luggage)]

This listing shouldn’t be exhaustive. Please ask [Human Resources (HR)/ Compensations manager] about reimbursable expenses before you go on a business journey.

What are work-related expenses?

This class consists of expenses that can be associated with an employee both within the type of a profit (e.g. business cellphone) or leisure expenses which will happen in a business setting (e.g. professional dinners with shoppers or colleagues.)

These expenses could also be capped and [HR/ employee’s manager] ought to approve them. If you spend more than the permitted quantity, you should cover the additional value yourself.

We won’t reimburse the next work expenses:

[Unauthorized or unscheduled business meetings with clients, partners, or job candidates]
[Fines incurred while driving a company vehicle]
[Non-business subscriptions/ training]
[Personal trips]

This listing shouldn’t be exhaustive. Please ask [Human Resources (HR)/ Compensations manager] about reimbursable expenses before you submit a declare.


When you propose to go on work-related journeys, [Office managers/ personal assistants/ HR] will usually organize for most of your lodging and transportation prices and doc these expenses. You need to:

Document any expenses that our company hasn’t immediately organized for (e.g. taxi fares.) Please ask for bills and receipts every time you possibly can. You may additionally obtain a per diem sum to cover different necessary travel expenses.

Submit your reimbursement declaration [through Human Resources Information Software (HRIS)] or submit an expense report with all necessary documentation. Please submit your declaration/report inside [three months] after your journey.

Your supervisor or HR is answerable for approving reimbursement claims. If your supervisor approves your expenses, you’ll obtain your reimbursement inside [two] pay durations [by check.]

When you incur work-related expenses, you need to:

Ask for your supervisor’s approval.

Submit a reimbursement declare. Please submit receipts and bills for business dinners and transportation inside [one month.]

We’ll examine any extreme expenses. In cases of constant falsified or exaggerated claims, we might take disciplinary motion.

Disclaimer: This Per Diem Policy for employees template is supposed to offer common pointers and ought to be used as a reference. It might not consider all related native, state, or federal legal guidelines and isn’t a legal document. Neither the writer nor Workable will assume any authorized legal responsibility which will come up from the usage of this Per Diem Policy for employees.

Per Diem Policy for Employees sample here

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