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Charity Employees Expenses Policy


This Charity Employees Expenses Policy is a template for use by a charity which wishes to adopt a policy about reimbursement by the charity of expenses incurred by its employees. It can be adapted and used by any charity with any employees.

It is relatively detailed but where only a simpler form is needed, e.g. if the charity is relatively small or the types of expenses incurred by employees are likely to be quite limited, it can easily be simplified by making appropriate deletions and other amendments.

This template is designed to work in conjunction with an employee expenses claim form such as the accompanying Charity Employees Expenses Claim Form. That form is cross-referenced to this form.

This Charity Employees Expenses Policy document sets out details of the charity’s policy, how employees can claim expenses, how they will be reimbursed, the types of expense claimable, the scope of claimable travel, accommodation, subsistence, telephone, internet, and childcare / carer / professional carer expenses claimable, and an outline of how the charity will deal with the personal information provided by the employee on their expense claim forms.

A suitable employee expenses policy can serve as a useful means of making clear for employees all of the types of expenses that are claimable. In conjunction with a standard expenses claim form, it can also help to smooth and expedite the process of administering payment of expenses.

Whilst it is neither standard practice nor legally required to do so, it can assist a charity to recruit and keep employees, especially in times of rising costs if its expenses policy includes reimbursement of the expenses incurred by employees in travelling to and from home to their usual place of work. Such a policy may be of particular value to a charity where potential (and existing) employees live at a distance from the location where they normally carry out their employment duties.

Even if a charity’s policy is not to reimburse employees’ travel expenses to and from home, it should always reimburse them for all other travel expenses, and all other types of expenses properly incurred by them in the course of their employee duties. They should not be out of pocket as a result of carrying out their duties.

It is also recommended that charities ensure that they have a standard expenses claim form and a clear and efficient process for reimbursing expenses claims soon after they are submitted by employees.

A separate Charity Trustees Expenses Policy is also available. There is also a separate Charity Volunteers Expenses Policy available.

This template is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

Once you have purchased access to the appropriate document folder click on the “Download Document” button below. You will be asked what you want to do with the file. It is recommended that you save the document to a location of your choice prior to viewing.

Charity Employees Expenses Policy is part of Corporate Documents. Just £35.00 + VAT provides unlimited downloads from Corporate Documents for 1 year.

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