Expense Policy for Small Teams
Set rules for who spends what.
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Write an expense policy for a small team. Team size and roles: [TEAM_ROLES]. Typical spending (travel, software, meals, equipment): [TYPICAL_SPENDING]. Approval structure: [APPROVAL_STRUCTURE]. Reimbursement method: [REIMBURSEMENT]. Draft a policy of no more than two pages covering: purpose; what is reimbursable; what is not; spending limits by category with an approval threshold table; booking travel; client entertainment; receipts and deadlines (submit within 30 days); mileage and per diem as placeholders for local rates [VERIFY]; company cards; advance payments; fraud and honesty; and consequences of breaking the policy. Include a claim form template, a manager checklist for reviewing claims, and five example cases with the answer (a 60 euro team lunch, a software subscription, a taxi after midnight, an upgrade the employee paid for personally). Mark rates and tax rules as [VERIFY] for [JURISDICTION]. Add a short announcement email of 100 words. Write the policy in numbered clauses of no more than two sentences each so individual clauses can be cited in a dispute, and end with a one-line table of limits: category, per-item limit, who approves above it. Present the outputs as estimates grounded in my inputs alone. Do not rely on this as accounting, tax, legal or investment advice. An accountant or financial adviser who knows [JURISDICTION] should sign off on the output before you rely on it.
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