Documents · Free download
Free Expenses Policy (UK)
An expenses policy template for UK businesses that want claims to stay fair, reasonable and properly recorded. It sets out what staff can and cannot claim, how mileage works using HMRC approved rates, the evidence required such as receipts, and how claims are approved and paid. A clear policy saves awkward conversations and keeps your records tidy for the year end. Fill the highlighted boxes in the document control panel, then adjust the wording to match what your business actually reimburses. It is a starting point rather than legal or tax advice, so review it before you adopt it. Free to download in editable Word and read-only PDF.
What's included
- What staff can and cannot claim
- Mileage using HMRC approved rates
- The evidence required, such as receipts
- How claims are approved and paid
How to use it
- Fill the highlighted boxes in the document control panel.
- Adjust the wording to match what your business reimburses.
- Adopt it and share it with anyone who claims expenses.
References HMRC approved mileage rates. These change; check the current rates on GOV.UK and review the policy each tax year.
Free and provided as-is. It is a head start, not professional advice, so always check anything you rely on is correct for your own situation. See the resource terms.