A Clear Expense Reimbursement Process

Purpose Framework | Financial Management | Framework

Starter resource. Adapt before use. Informational only; not legal, accounting, HR, or other professional advice.

Bring your finance lead and a frequent expense submitter together to fill in this framework. Decide the process first, then have the resulting policy checked for your circumstances.

1. Define the boundaries

Record which people and expenses the process covers, which costs need advance approval, and who can answer questions. Identify applicable funder restrictions with your finance adviser.

2. Make a complete request

- Submitter: [role or name]. Submission route: [secure location].

- Include the business purpose, date, amount, receipt, and relevant program or project.

- Set a reasonable submission timeframe and explain what happens if evidence is missing.

3. Review and approve

Name an approver with appropriate authority. A person should not approve their own request; define an alternate route for leadership expenses. Record the decision and any questions in the same place as the request.

4. Pay, record, and review

Assign payment and bookkeeping responsibilities, explain how submitters receive updates, and set a review date. Confirm tax treatment, retention periods, and any jurisdiction-specific requirements with appropriate advisers.

https://purposeframework.org/resources/expense-process-framework