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 (affects complexity) • [COMPANY_TYPE] — industry and business model (affects typical expense types) • [JURISDICTION] — country (determines tax rules) • [CORPORATE_CARD_POLICY] — whether corporate cards are issued and to whom • [EXPENSE_PLATFORM] — submission platform (e.g. Expensify, Concur, manual form) • [REIMBURSEMENT_FREQUENCY] — how often expenses are reimbursed (monthly with payroll, weekly, on submission) OUTPUT FORMAT: Policy Title, Version, and Effective Date Purpose & Scope (who this policy covers) Expense Categories & Limits Table: | Category | Per-Transaction Limit | Per-Day Limit | Pre-Approval Required? | Notes | Pre-Approval Process (which expenses require advance approval + how to request) Submission Requirements: — Deadline — Platform/method — Receipt requirements (specific minimum information) — Mileage claim process Corporate Card Policy (if applicable) International Travel & Currency (exchange rate rules, per diem rates) Tax & HMRC/IRS Compliance Note (what's taxable, what's not) Non-Reimbursable Expenses (explicit list) Reimbursement Timeline (when employees receive payment) Policy Violations (process for addressing non-compliance — graduated and fair) Questions & Contact (who to contact for queries) QUALITY BAR: An employee with a legitimate expense claim should be able to submit it without a single question to the finance team. A finance team reviewing claims should be able to approve or query using the policy alone, with no judgment calls required. Zero ambiguity in the categories and limits.