Expenses and Vehicle Policy Templates
These Expenses and Vehicle Policy templates help UK employers manage business travel, subsistence, company vehicles and private car allowances in a clear, compliant and cost-controlled way. They support good financial governance, HMRC compliance on mileage and benefits, and robust controls against fraud and bribery (including Bribery Act 2010 risks).
This selection brings together three related templates:
Employee Expenses Policy
The Employee Expenses Policy sets out what counts as a legitimate business expense (such as (travel, accommodation, subsistence, entertainment, training, professional fees, business use of personal phones/equipment), how employees can claim, and the controls the organisation uses to prevent abuse, fraud and bribery.
Typical Use:
Any employer wanting a clear, HMRC aligned and Bribery Act aware expenses framework.
Company Car Policy
The Company Car Policy sets out the terms on which a company car is provided as part of an employee’s remuneration and benefits package, and the conditions for its business and private use. It covers eligibility and entitlement; choosing and renewing the car; running costs and responsibilities; private use and additional drivers; accidents, offences and loss of licence; and end of employment.
Typical Use:
Employers providing company cars as part of the benefits package.
Private Car Allowance Policy
The Private Car Allowance Policy provides a cash alternative to a company car for eligible employees, with strict conditions to ensure that vehicles used on company business are suitable, safe and properly insured. It covers purpose and eligibility; insurance and vehicle standards; and mileage, expenses and conditions.
Typical Use:
Employers preferring a car allowance model over fleet vehicles, or offering both options.
Employers can use them individually or as a coordinated suite to cover all aspects of employee expenses and vehicle use. Together, these templates provide an integrated, UK-focused set of expenses and vehicle policies that help businesses manage costs, protect staff, meet legal and tax obligations, and reduce the risks associated with business travel and vehicle use.
Please click on the links below for full details of these templates and to download:
Expenses and Vehicle Policy Templates is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.