Expense policy checklist

Read the document to make sure it meets your needs. Remember that if you have any questions you can easily Ask a lawyer.

Make the Expense Policy available to staff. You could, for example, include it in induction packs, send it out by email, or put it on an intranet site.

A copy of your Expense Policy will be stored automatically in your Rocket Lawyer account ‘Dashboard’.

You should also download and securely store a copy of your Expense Policy for your records.

Make sure you comply with your tax, National Insurance, and reporting obligations when covering staff expenses. Employers must pay tax and National Insurance contributions on and keep and submit records of certain categories and types of staff expenses. Some categories of expenses are exempt from these requirements. It’s important to follow these requirements. Paying out expenses using payroll can help you to do this. For more information, read Employee expenses and benefits.

Remember that this Expense Policy is not a contract and does not need to be signed or agreed to by staff. You can ask staff to sign an acknowledgement to show that they have seen the Expense Policy, but it’s not legally required.

Keep records of any amendments made to this Expense Policy. If you amend your Expense Policy after publishing it you should store a copy of your new version and keep a dated copy of each previous version of your Policy that has been in force. You should also maintain a record of when each version was introduced and how it was made available to your staff.