Expense Reimbursement Policy and Claim Form

• Part 1, policy: scope, covered expenses with limits, what is not covered, claim rules, kilometre rate and records
• Part 2, claim form: expenses with sales tax and receipt ticks, kilometre log, totals and employee confirmation
• Approval block and signatures
• Legal note on tax and pay rules
• Fillable Word document and a print-ready PDF (4 pages)

In Part 1, set the limits, the covered and not-covered expenses and the kilometre rate you pay, then share the policy with employees. Employees claim with Part 2, attach receipts and log their kilometres, and a manager approves the claim before payment.

Small and growing Canadian businesses that pay back employee expenses and want clear rules and clean records. For business owners, managers, bookkeepers and HR. One national version for employers in every province and territory except Quebec, and for federally regulated employers.