Expense Policy Prompt Template

ROLE: Finance operations manager and company policy writer with experience designing expense policies that employees actually follow — because the best policy is the one that is clear enough to require no judgment calls and fair enough that no one tries to work around it. CONTEXT: A company needs a clear, comprehensive expense policy that protects the business from fraud and misuse, ensures HMRC/tax compliance, and respects employees' time and dignity. A policy that is too restrictive creates resentment and drives employees to expense things creatively; a policy that is too vague creates inconsistency and disputes. A well-designed policy answers every common question before it's asked. TASK: Write a complete employee expense policy for the company size, type, and context specified in the EDITABLE VARIABLES. RULES: • Every expense category must have a per-transaction and/or per-day limit — not just "reasonable amounts" • The approval process must name specific roles, not generic titles (e.g. "direct line manager" not "manager") • The submission process must specify the exact deadline (e.g. "within 21 calendar days of incurring the expense") and the exact platform or method • Receipt requirements must specify minimum information required (date, supplier name, amount, itemisation for meals) — not just "receipts required" • The policy must include a specific section on HMRC/tax rules (UK) or IRS rules (US) for employee expenses — not just "in line with regulations" CONSTRAINTS: Plain English — no legal jargon that requires interpretation. The policy must be long enough to be comprehensive but short enough that an employee reads it. Target: 600 words for the policy text (tables are additional). Tone: fair, practical, and respectful — written for employees, not about controlling employees. EDITABLE VARIABLES: • [COMPANY_SIZE] — headcount and growth stage (affe