Internal Control/Anti-Fraud Program Design for the Small Business: A Guide for Companies NOT Subject to the Sarbanes-Oxley Act

APPENDIX C The Expense Reimbursement Policy

SAMPLE EXPENSE REIMBURSEMENT POLICY ¹

Policy Statement

It is the intent of the governing body of ____________ to provide company-issued credit cards and/or bank account–related debit cards for official company use only.

Scope

This policy applies to any and all employed staff, owners, and/or members of the governing body and to any and all usage of the company-issued credit or debit cards and/or cash advances issued for company-related travel.

Authorized Uses

Authorized uses of the company-issued credit or debit cards are as follows:

Travel Costs

• Airfare
• Lodging
• Shuttle service
• Rental vehicles
• Gasoline for rental vehicles
• Meals, documented as outlined in this policy

Purchases

• Office supplies
• Other expenses when the purchase order process is not available

Unauthorized Uses

Unauthorized uses are any personal charges whatsoever, including but not limited to personal meals, personal telephone usage, in-room movies, and in-room minibar usage detailed on hotel room bills.

Violations

The initial violation of the provisions of this policy will result in the removal of the privilege of use for a period of six months and a formal reprimand. Violations related to failure to provide supporting documentation will result in the charge being considered personal and thus subject to refund to the company. A second violation will result in ...