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blog-lg:max-w-500 blog-lg:pb-0 blog-lg:pt-0 "><div class="column border-tertiary-gray2 flex flex-col flex-wrap justify-between w-100% md:border-b-0 md:flex-row blog-lg:flex-col blog-lg:pt-24 "><div class="wrapper border-[#DDDBD6] w-100% md:w-20% blog-lg:w-100% border-t-1 flex flex-row items-center justify-between py-20 md:border-t-0 md:flex-col md:items-start md:justify-start md:p-0 md:py-0 blog-lg:border-t-1 blog-lg:flex-row blog-lg:justify-between blog-lg:py-16"><p class="is-style-overline text-grey-4 mb-0 text-grey-4 md:pb-8 blog-lg:pb-0">Published</p><p class="is-style-p2 text-charcoal md:pt-8 blog-lg:pt-0">Sep 23, 2024</p></div><div class="wrapper border-[#DDDBD6] w-100% md:w-40% blog-lg:w-100% border-b-1 border-t-1 flex flex-row items-center justify-between py-20 md:border-b-0 md:border-t-0 md:flex-col md:items-start md:justify-start md:p-0 md:py-0 blog-lg:border-b-1 blog-lg:border-t-1 blog-lg:flex-row blog-lg:flex-row blog-lg:justify-between blog-lg:py-16 "><p class="is-style-overline text-grey-4 mb-0 text-grey-4 md:pb-8 blog-lg:pb-0">Author</p><p class="text-charcoal font-bold is-style-p2 leading-22 max-w-200 text-right md:max-w-100% md:pt-8 blog-lg:pt-0"><span><a class="no-underline text-charcoal" href="/blog/author/the-rippling-team">The Rippling Team</a></span></p></div><div class="wrapper w-100% md:w-40% blog-lg:w-100% pt-24 md:pt-0 blog-lg:pt-24"><div class="wrapper flex flex-row items-center justify-start md:justify-end blog-lg:justify-start"><div class="TopicButtons flex flex-wrap gap-8"><a class="inline-flex bg-[#E8E5E1] px-22 py-15 text-grey-4 btn transition duration-150 leading-12 rounded-2 font-display hover:bg-lavender hover:text-plum text-11 uppercase" href="/blog/topics?topics=for-hr"><span>HR</span></a></div></div></div></div></div></div><div class="wrapper md:pb-0 md:pl-0 md:pt-0 blog-lg:pl-72 w-100% blog-lg:w-60% "><div class="wrapper md:w-100% blog-lg:w-850 "><div class="imagex transform left-0 w-100% z-2000 "><img src="https://rippling2.imgix.net/Header_Expense_Management_02.jpg"/></div></div></div></div></div></div></div><div class="relative bg-white"><div class="blogArticle__container hidden md:flex"><div class="ArticleSide z-1000 relative sm:max-w-725 blog-lg:max-w-350 max-w-100% w-100% px-0 sm:px-20 md:px-0 "><div class="sticky top-120"><div class="hideScrollBars overflow-x-hidden overflow-y-auto"><div class="ArticleTOC blog-lg:max-w-300"><h4 class="font-body font-bold text-24 leading-34 text-charcoal tracking-0">Table of Contents</h4><ul class="list-none pl-0"></ul></div><a class="hidden blog-lg:block btn bg-yellow px-38 py-10 rounded-2 w-100% max-w-100% blog-lg:max-w-300 mt-24" href="/request-demo"><span>See Rippling</span></a></div></div></div></div><div class="blogArticle__content"><div class="wrapper pb-48 md:pb-64 "><div class="grid max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0 "><div class="row undefined "><div class="column flex flex-col items-start w-100% "><p>Navigating company expenses can feel like an uphill battle. From tracking receipts to managing approvals, it’s no wonder so many businesses struggle to maintain order. This is where a comprehensive business expense policy comes into play. More than just a set of rules, a well-crafted expense policy brings structure, consistency, and clarity to how your company handles spending.</p><p>In this guide, we’ll walk you through everything you need to know about creating an effective expense policy. Whether you’re a finance manager monitoring fiscal responsibility or an HR director looking to smooth out operations, you’ll find best practices and actionable tips that will help streamline your process, reduce risks, and simplify compliance. Ready to <a href="/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count">take control of your company's s</a><a href="https://www.rippling.com/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count?utm_source=linkedin&utm_medium=social">pending</a>? Let’s dive in.</p><h3>What is an expense policy?</h3><p>A company expense policy is a set of guidelines that outlines how <a href="/glossary/employee">employees</a> can spend company funds for business-related activities. It serves as a framework for what constitutes acceptable spending, helping ensure that all expenses align with the company’s financial goals and legal obligations.</p><p>By defining which employee expenses are permissible and <a href="/blog/what-is-an-expense-report">how they should be reported</a>, an expense policy helps prevent overspending, fraud, and financial mismanagement.</p><h3>What is a business expense?</h3><p>Business expenses refer to any costs incurred by employees while performing tasks that benefit the company. These expenses can vary depending on the nature of the business, but typically include items that directly or indirectly support operations, growth, and productivity. An expense policy details how business costs should be managed, <a href="/blog/employee-reimbursement">reimbursed</a>, and recorded to maintain clarity and control over the company's finances.</p><p>Here are a few common examples of business expenses:</p><ul class="undefined"><li><strong>Office supplies:</strong> Essential items such as stationery, computers, software, and other supplies that employees use in their day-to-day work. These may also include furniture and office equipment that supports productivity—like organizational tools or noise canceling headphones.</li><li><strong>Travel expenses:</strong> Costs associated with business travel, including transportation, accommodation, meals, and mileage. For example, if an employee travels to a conference or client meeting, these expenses would typically be covered by the company.</li><li><strong>Training and professional development:</strong> Fees for courses, certifications, seminars, or conferences that help employees grow in their roles or stay up-to-date with industry trends. Investing in employee development not only benefits the individual, but also the company.</li><li><strong>Client entertainment:</strong> Meals or events organized for business purposes, such as taking a client to lunch or hosting a company event. These expenses are typically limited by the company’s policy and subject to approval.</li></ul></div></div></div></div><div class="wrapper mx-auto pb-48 px-1 xsx:w-93% sm:max-w-725 md:pb-64 md:px-0 md:w-100% "><div class="wrapper group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 sm:text-left "><div class="imagex pb-24 "><img class="" loading="lazy" src="https://rippling.imgix.net/images/blog-inline-generic-cta-btn.svg"/></div><p class="font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500">Automate expenses with complete control</p><a class="btn btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15" data="[object Object]" href="/expense-management"><span>See Rippling Expense Management</span></a></div></div><div class="wrapper pb-48 md:pb-64 "><div class="grid max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0 "><div class="row undefined "><div class="column flex flex-col items-start w-100% "><h3>Why does your company need an expense policy?</h3><p>A well-defined company expense policy isn’t just a formality; it’s an essential tool for managing finances and making sure that company resources are used properly and efficiently. Without a clear policy in place, companies risk financial waste, compliance issues, and even fraudulent activity. Implementing an expense policy can help businesses of all sizes maintain financial control, enhance transparency, and streamline their operations.</p><p>Here are a few key benefits of implementing a business expense policy:</p><h4>Controls costs and manages budget</h4><p>First and foremost, an expense policy keeps spending consistent with the company’s budget and financial goals.</p><p>By setting clear guidelines on acceptable expenses and spending limits, businesses can avoid unnecessary costs and better manage their cash flow. It also helps department heads and finance teams plan more effectively by knowing what expenses to anticipate.</p><h4>Reduces risk of fraud and misuse</h4><p>Having a policy in place minimizes the risk of employees misusing company funds. By clearly defining what qualifies as a business expense and implementing strict documentation and approval processes, businesses can safeguard themselves against fraudulent claims and unauthorized purchases.</p><h4>Simplifies compliance and record-keeping</h4><p>An expense policy also helps ensure that all financial transactions are properly documented and stored, which can go a long way in the event of an audit.</p><p>Your company expense policy standardizes how expenses are reported, making it easier for your finance team to track spending, categorize expenses, and meet legal requirements related to financial reporting and disclosure. If you use <a href="/blog/best-expense-management-software-for-your-company">expense management software</a>, it can also <a href="/blog/expense-management-software-benefits">reduce the administrative burden of managing expense reports manually</a> (more on that later in this article).</p><h3>What to include in a business expense policy</h3><p>When creating a business expense policy, include clear and comprehensive guidelines that cover all aspects of company spending—your goal is to not only help manage company expenses, but also ensure compliance, accountability, and consistency across the organization. There are plenty of expense policy templates you can access online, but it’s better to write your own policy, since it should be tailored to your company’s needs and goals.</p><p>With that in mind, consider including the key components listed below:</p><h4>1. Company expenses and categories</h4><p>Start by defining which expenses are considered business-related and therefore eligible for reimbursement. This could include:</p><ul class="undefined"><li>Travel expenses</li><li>Office supplies</li><li>Client meals</li><li>Training program</li></ul><p>Organize expenses into categories to help employees understand what types of costs are permissible; this helps avoid misunderstandings and aligns spending with your company’s goals.</p><h4>2. Spending limits</h4><p>To prevent excessive or unnecessary spending, set clear spending limits for different types of expenses.</p><p>Limits should be tailored to the company’s budget and vary depending on the expense category. You also may need to tailor them to different departments or seniority levels. For example, a company might allow a higher budget for travel and accommodation for senior sales executives, but restrict spending on entertainment or meals for software engineers. </p><p>Setting limits in advance and including them in your expense policy manages expectations. When employees and company leadership are on the same page and everyone across the organization stays mindful of their financial responsibilities.</p><h4>3. Required documentation</h4><p>For accurate record-keeping and compliance, employees should be required to provide documentation, such as receipts, invoices, or expense reports, for all business expenses. Your expense policy should specify what types of documentation are acceptable—and include what details are required, like itemized receipts, travel itineraries, or digital copies of online purchases.</p><p>Documentation will help your company validate expenses so they can be properly reimbursed. It also minimizes the risk of fraud.</p><h4>4. Approval process</h4><p>Next, outline a clear approval workflow for reimbursable expenses. It should specify who is responsible for reviewing and approving different types of expenses, whether that’s department heads, managers, or the finance team. Additionally, the policy should clarify how employees can submit their expense reports and the time frame for approvals.</p><p>Having a transparent approval process prevents delays and disputes over employee expenses, while helping make sure spending stays in line with the company policy.</p><h4>5. Reimbursement policy</h4><p>Employees need to understand how and when they will be reimbursed for out-of-pocket expenses, so this section of the policy should explain the reimbursement process in detail, including submission deadlines, payment timelines, and how reimbursements will be processed (e.g., through payroll or direct deposit). The purpose of this section of the policy is to make sure employees are compensated fairly and promptly for their out-of-pocket business expenses, while keeping the company’s cash flow in check.</p><h4>6. Consequences of non-compliance</h4><p>Lastly, to maintain the integrity of the policy, it’s important to include a section on the consequences of non-compliance. These could range from verbal warnings to more serious actions, such as disciplinary measures, for repeated or deliberate violations. Outlining the consequences upfront encourages employees to follow the rules and assume responsibility for their spending.</p><p>Note that it’s always a good idea to have your legal counsel take a look at your policy, especially this section, before putting it into practice. Some consequences, like denying an employee’s reimbursement request, may not be legal under certain circumstances or in certain jurisdictions, so be sure to follow all relevant laws and legal advice.</p><h3>How to create a business expense policy</h3><p>When it’s time to actually create your business expense policy, keep in mind that careful planning and consideration are required to make sure it aligns with your company’s objectives and operational needs. A clear, well-defined policy sets expectations, streamlines processes, and helps avoid financial issues down the line.</p><p>Here are the key steps to developing an expense policy that works for your organization:</p><h4>Step 1. Asses company needs and objectives</h4><p>Before you even start drafting your policy, take time to assess your company’s specific needs and objectives.</p><p>Consider the size of your company, the nature of your industry, and your financial goals. Ask questions like:</p><ul class="undefined"><li>What types of expenses do employees typically incur?</li><li>How can we control costs without restricting necessary spending?</li><li>Who can approve reimbursements for employees? Are there certain limits or amounts that require approvals from different people or departments?</li></ul><p>By aligning the policy with your company’s broader goals and objectives, you can create guidelines that promote fiscal responsibility while still supporting your business operations.</p><h4>Step 2. Define expenses and categories</h4><p>Once you’ve identified your company’s needs, define the types of expenses that are permissible and group them into categories. Common categories may include business travel, office supplies, entertainment, and training and development. </p><p>Be as specific as possible to prevent any ambiguity. For example, under travel expenses, you could list transportation, meals, and accommodation. This helps employees understand what constitutes an allowable business expense and minimizes confusion over what’s covered.</p><h4>Step 3. Establish documentation and submission requirements</h4><p>To increase accountability and compliance, you’ll need to establish documentation requirements for all expense claims. This means specifying what kinds of receipts or records employees need to provide and how and where to submit them. </p><p>Whether it’s a digital receipt for a meal, an invoice for office supplies, or an expense report for a business trip, clear guidelines will make it easier to track expenses and keep accurate records.</p><h4>Step 4. Create an approval workflow</h4><p>The approval process you create is the key to maintaining control over expenses. In your policy, outline the steps employees need to follow to get their expenses approved, including who is responsible for reviewing and approving each claim. Depending on your organization’s structure, this might involve department managers, finance teams, or HR.</p><p>By establishing a clear approval workflow, you ensure that expenses are reviewed promptly and that only authorized expenditures get reimbursed. You should also include timelines for submission and approval to keep the process as efficient as possible.</p><h3>6 expense policy best practices</h3><p>By following best practices, companies can simplify the expense process, improve compliance, and create a more efficient expense management process. Here are some best practices to consider when developing a company expense policy:</p><h4>1. Keep the policy simple and easy to understand</h4><p>One of the most important aspects of an expense policy is clarity. If the policy is too complex, employees may struggle to follow it correctly, leading to mistakes or non-compliance.</p><p>Use straightforward language, avoid jargon, and break down the policy into digestible sections. For example, instead of using technical finance terms, explain each rule in everyday language and provide real-life scenarios to demonstrate acceptable and non-acceptable expenses.</p><h4>2. Make it easily accessible</h4><p>Even the best expense policy won’t be effective if employees don’t have easy access to it. Make your policy readily available, whether through a company intranet, an employee handbook, or an expense management platform. For remote or field-based employees, consider providing access to the policy through a mobile app. Regularly remind employees where they can find the policy and encourage them to review it when submitting expenses. Accessibility is key to making sure employees consistently follow your policy.</p><h4>3. Automate business expense tracking</h4><p>Manually tracking business expenses can be time-consuming and error-prone. Automating the tracking process helps reduce the administrative burden on your HR and finance teams and free up more of their time for strategic, value-adding work.</p><p>Look for an <a href="/blog/financial-management-tools">expense management tool</a> that automatically categorizes expenses, monitors spending limits, notifies stakeholders of noncompliance, and other features that streamline expense tracking and management.</p><h4>4. Implement an expense management software</h4><p>Automation isn’t the only perk that expense management software provides. In the digital age, relying solely on manual processes can slow down operations and lead to inefficiencies. Implementing an expense management software allows companies to streamline the entire process—from submission to approval to reimbursement.</p><p>A tool like <a href="/expense-management">Rippling</a> can not only automate expense tracking but also integrate with your accounting system for more seamless financial management—plus, Rippling unifies Spend tools with HR, payroll, and IT so you can manage (and automate) every part of your business in one place.</p><h4>5. Ensure timely reimbursements</h4><p>Timely reimbursements are critical to maintaining employee trust and satisfaction. Delays in reimbursing out-of-pocket expenses can create frustration and financial strain for employees. To avoid this, set clear timelines for when expenses must be submitted and when reimbursements will be processed.</p><p>For example, require employees to submit expenses within 30 days of incurring them, and commit to processing reimbursements within 15 business days. </p><h4>6. Regularly review and update the policy</h4><p>Lastly, your expense policy should evolve along with your company. Regularly review the policy to make sure it stays relevant to your current needs, industry standards, and regulatory requirements. For example, if your company expands internationally, you may need to revise the travel and reimbursement guidelines to accommodate different currencies or local regulations.</p><p>Regular updates help prevent gaps or outdated practices that could lead to compliance issues or confusion among employees. Keep lines of communication open and encourage feedback from employees, too.</p></div></div></div></div><div class="wrapper mx-auto pb-48 px-1 xsx:w-93% sm:max-w-725 md:pb-64 md:px-0 md:w-100% "><div class="wrapper group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 sm:text-left "><div class="imagex pb-24 "><img loading="lazy" src="https://rippling.imgix.net/images/blog-inline-generic-cta-btn.svg"/></div><p class="font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500">Automate the most tedious parts of expense management</p><a class="btn btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15" data="[object Object]" href="/expense-management"><span>See Rippling Expense Management</span></a></div></div><div class="wrapper pb-48 md:pb-64 "><div class="grid max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0 "><div class="row undefined "><div class="column flex flex-col items-start w-100% "><h3>Automate your expense policy with Rippling</h3><p><a href="/expense-management">Rippling</a> consolidates all of your company’s finances—from payroll and benefits to corporate cards and expense management–giving you an up-to-date view of cash flow across your company and offering unprecedented control over spending patterns. </p><p>While most <a href="/blog/best-expense-management-software-for-your-company">expense management solutions</a> only allow for basic employee-manager approval chains, with Rippling expense management’s advanced policy engine, you can set hyper-custom policies based on the vendor, dollar amount, and expense category, helping you block out-of-policy expenses with ease. You can also tee up automated workflows that help you control spend, like triggering an alert when a department’s expenses sharply increase. </p><p><strong>With Rippling you can:</strong> </p><ul class="undefined"><li>Automatically route expenses and bills to the right approver every time. </li><li>Flag out-of-policy spending with hyper-custom policies, like by vendor or value, for further review. </li><li>Close the books faster with AI-powered transaction categorization, and integration with your accounting systems.</li></ul><h3>Frequently asked questions</h3><h4>What makes a good expense policy?</h4><p>A good expense policy is clear, concise, and easy to follow. It should outline acceptable business expenses, set clear spending limits, define documentation requirements, and provide a straightforward approval process. It should also balance <a href="/blog/cost-control-strategies-for-businesses">cost control</a> with flexibility so employees understand the rules without feeling overly restricted. And employers should regularly update the policy to reflect changes in company goals, industry standards, or legal requirements.</p><h4>What is an expense incurred policy?</h4><p>An expense incurred policy outlines how and when employees can claim reimbursement for costs they’ve paid out of pocket while conducting business activities. This type of policy typically covers expenses like travel, meals, and office supplies. It should cover requirements for submitting receipts or other documentation to prove the expenditure, so all incurred expenses are properly tracked, reported, and reimbursed in a timely and transparent manner.</p><h4>What is a T&E expense policy?</h4><p>A Travel & Entertainment (T&E) expense policy is a set of guidelines governing how employees can spend company funds on travel and entertainment activities related to business. This policy includes rules for airfare, lodging, meals, client entertainment, and transportation, as well as the maximum spending limits for each category. A T&E policy helps control costs while giving employees the flexibility to conduct necessary business-related travel or client meetings.</p><h4>Can I create custom expense policies with Rippling?</h4><p>Yes! With <a href="/expense-management">Rippling</a>, you can define specific spending categories, set hyper-custom policies based on the vendor, dollar amount, and expense category, and automate the submission and reimbursement process. This level of customization ensures that your expense policy aligns with your company’s financial goals, while also offering flexibility for different departments or teams.</p><h4>Where can I find an expense policy example?</h4><p>You can find examples of expense policies in various online resources, including many business publications. Websites like SHRM (Society for Human Resource Management) provide expense reimbursement policy <a href="https://www.shrm.org/topics-tools/tools/policies/expense-reimbursement-policy" rel="noreferrer noopener" target="_blank">templates</a> to help you get started. These examples can serve as a guide when drafting your own policy.</p></div></div></div></div><div class="wrapper max-w-100% mx-auto pb-48 xsx:w-93% md:max-w-725 md:pb-64 md:px-0 md:w-100% "><a class="block wrapper group bg-plum flex flex-col items-end justify-center mx-auto overflow-hidden rounded-4 text-center w-100% sm:flex-row sm:max-w-725 sm:text-left no-underline" href="/request-demo"><div class="wrapper w-100% sm:w-50% "><div class="wrapper pb-0 pt-32 px-24 sm:pl-48 sm:pr-24 sm:py-48 "><p class="font-semibold leading-26 max-w-100% mb-8 text-22 text-center text-white sm:leading-30 sm:max-w-300 sm:text-24 sm:text-left">Keep costs in check with automated workflows</p><div class="wrapper flex items-center sm:items-start justify-center mt-24 relative sm:justify-start sm:mt-32 "><a class="btn btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15" data="[object Object]" href="/request-demo"><span>See Rippling</span></a></div></div></div><div class="wrapper sm:justify-left flex flex-wrap items-center justify-center pb-22 pt-36 px-24 text-center w-100% sm:pb-0 sm:pt-0 sm:px-0 sm:w-50% "><a class="block imagex pr-0 no-underline" target="_blank" rel="noopener noreferrer" href="/"><img loading="lazy" src="https://rippling.imgix.net/images/blog-inline-generic-cta-image.svg?fm=svg"/></a></div></a></div><div class="wrapper pb-48 md:pb-64 "><div class="grid max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0 "><div class="row undefined "><div class="column flex flex-col items-start w-100% "><p class="is-style-p2 font-italic"><em><em>This blog is based on information available to Rippling as of September 19, 2024.</em></em></p><p class="is-style-p2 font-italic"><em>Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.</em></p></div></div></div></div><div class="wrapper grid max-w-100% mx-auto pb-48 sm:max-w-725 md:px-20 px-0 font-medium font-display opacity-60 text-11 tracking-125 leading-16 uppercase">last edited: September 23, 2024</div></div></div></article><div class="Authors wrapper pb-64 md:pt-64 md:pb-112 bg-white"><div class="grid max-w-100% mx-auto md:px-20 sm:max-w-725 px-0"><div class="row"><div class="column flex flex-col items-center w-100%"><h3 class="font-bold border-b-1 border-tertiary-gray3 font-body mb-24 pb-20 text-22 w-100%">Author</h3></div></div><div class="row pt-24"><div class="column flex flex-col w-100% multiLine-draw-card"><div class="wrapper flex justify-start xsx:flex-col"><div class="imagex h-80 w-80"><img class="w-100% h-100% rounded-100" loading="lazy" src="https://rippling.imgix.net/images/default-author-thumb.svg"/></div><div class="wrapper pl:0 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Crafting an effective expense policy is essential. Learn key items to include and best practices.","title":"Expense Policy: Items to Include \u0026 Examples | Rippling"},"blogPostData":{"_heroImageLayout":"half_width","postTitle":"Business expense policy: Best practices \u0026 examples for success","_colorTheme":"light","_isConvertedV2Post":[true],"_isSeoResource":[true],"_shouldUseTableOfContents":[true],"_heroImageSrc":"https://rippling2.imgix.net/Header_Expense_Management_02.jpg","_postAuthors":["the-rippling-team"],"_relatedPost1":"expense-management-software-benefits","_relatedPost2":"what-is-an-expense-report","_relatedPost3":"employee-reimbursement","_postAuthorsDetails":[{"description":"Global HR, IT, and Finance know-how directly from the Rippling team.","name":"The Rippling Team","slug":"the-rippling-team"}]},"id":"4dfc8bdf-b8bd-4512-91a1-26318129b31d","topics":[{"name":"HR","slug":"for-hr","href":"/blog/topics?topics=for-hr","weight":1},{"name":"IT","slug":"for-it","href":"/blog/topics?topics=for-it","weight":2},{"name":"Finance","slug":"for-finance","href":"/blog/topics?topics=for-finance","weight":3},{"name":"Global","slug":"global","href":"/blog/topics?topics=global","weight":4},{"name":"Company","slug":"company","href":"/blog/topics?topics=company","weight":5},{"name":"Product","slug":"product","href":"/blog/topics?topics=product","weight":6},{"name":"Engineering","slug":"engineering","href":"/blog/topics?topics=engineering","weight":7},{"name":"Business","slug":"business-building","href":"/blog/topics?topics=business-building","weight":8},{"name":"For Partners","slug":"for-partners","href":"/blog/topics?topics=for-partners"},{"name":"All","slug":null,"href":"/blog/topics","weight":10}]},"title":"Business expense policy: Best practices \u0026 examples for success","date":"2024-09-23T14:41:05","modified":"2024-09-23T14:41:05","blocks":[{"name":"wrapper","attributes":{"slug":"blog-text-block","alias":"Text Block","className":"pb-48 md:pb-64","id":"50b329c3-f220-4379-be34-4eb6b2d8eede","reuId":"4zlXFD","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"alias":"Grid","className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","id":"c6e1241c-aaba-4b60-a80c-779980b6e808","reuId":"R0uWmE","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"alias":"Row","id":"0c584250-026d-40bf-b922-9be5e35ac9ed","reuId":"EqvlO7","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"alias":"Column","className":"flex flex-col items-start w-100%","id":"5184a460-a4c4-4d38-a207-bd0ff1c7bb2f","reuId":"aoCu83","data":{}},"innerBlocks":[{"clientId":"c8e7c7bb-e7d4-4561-84cb-b39b7973bce5","name":"paragraph","isValid":true,"added":true,"position":"first","attributes":{"content":"Navigating company expenses can feel like an uphill battle. From tracking receipts to managing approvals, it’s no wonder so many businesses struggle to maintain order. This is where a comprehensive business expense policy comes into play. More than just a set of rules, a well-crafted expense policy brings structure, consistency, and clarity to how your company handles spending.","dropCap":false,"id":"c8e7c7bb-e7d4-4561-84cb-b39b7973bce5","reuId":"boJ2V5","innerContent":"Navigating company expenses can feel like an uphill battle. From tracking receipts to managing approvals, it’s no wonder so many businesses struggle to maintain order. This is where a comprehensive business expense policy comes into play. More than just a set of rules, a well-crafted expense policy brings structure, consistency, and clarity to how your company handles spending.","data":{}},"innerBlocks":[]},{"clientId":"9532215e-b8be-465d-a176-63ceb3a67341","name":"paragraph","isValid":true,"added":true,"position":"boJ2V5","attributes":{"content":"In this guide, we’ll walk you through everything you need to know about creating an effective expense policy. Whether you’re a finance manager monitoring fiscal responsibility or an HR director looking to smooth out operations, you’ll find best practices and actionable tips that will help streamline your process, reduce risks, and simplify compliance. Ready to \u003ca href=\"/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count\"\u003etake control of your company's s\u003c/a\u003e\u003ca href=\"https://www.rippling.com/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count?utm_source=linkedin\u0026amp;utm_medium=social\"\u003epending\u003c/a\u003e? Let’s dive in.","dropCap":false,"id":"9532215e-b8be-465d-a176-63ceb3a67341","reuId":"z0GmWi","innerContent":"In this guide, we’ll walk you through everything you need to know about creating an effective expense policy. Whether you’re a finance manager monitoring fiscal responsibility or an HR director looking to smooth out operations, you’ll find best practices and actionable tips that will help streamline your process, reduce risks, and simplify compliance. Ready to \u003ca href=\"/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count\"\u003etake control of your company's s\u003c/a\u003e\u003ca href=\"https://www.rippling.com/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count?utm_source=linkedin\u0026amp;utm_medium=social\"\u003epending\u003c/a\u003e? Let’s dive in.","data":{}},"innerBlocks":[]},{"clientId":"64d380c0-6a81-49e2-8cfc-d160092d054b","name":"heading","isValid":true,"added":true,"position":"z0GmWi","attributes":{"content":"What is an expense policy?","level":3,"id":"64d380c0-6a81-49e2-8cfc-d160092d054b","reuId":"avNTfE","innerContent":"What is an expense policy?","data":{}},"innerBlocks":[]},{"clientId":"6903720d-f4b3-429f-895c-373dace22083","name":"paragraph","isValid":true,"added":true,"position":"avNTfE","attributes":{"content":"A company expense policy is a set of guidelines that outlines how \u003ca href=\"/glossary/employee\"\u003eemployees\u003c/a\u003e can spend company funds for business-related activities. It serves as a framework for what constitutes acceptable spending, helping ensure that all expenses align with the company’s financial goals and legal obligations.","dropCap":false,"id":"6903720d-f4b3-429f-895c-373dace22083","reuId":"x7A4iY","innerContent":"A company expense policy is a set of guidelines that outlines how \u003ca href=\"/glossary/employee\"\u003eemployees\u003c/a\u003e can spend company funds for business-related activities. It serves as a framework for what constitutes acceptable spending, helping ensure that all expenses align with the company’s financial goals and legal obligations.","data":{}},"innerBlocks":[]},{"clientId":"bce08a40-da3c-4022-8b38-84c8e1f2fc2d","name":"paragraph","isValid":true,"added":true,"position":"x7A4iY","attributes":{"content":"By defining which employee expenses are permissible and \u003ca href=\"/blog/what-is-an-expense-report\"\u003ehow they should be reported\u003c/a\u003e, an expense policy helps prevent overspending, fraud, and financial mismanagement.","dropCap":false,"id":"bce08a40-da3c-4022-8b38-84c8e1f2fc2d","reuId":"qX85LJ","innerContent":"By defining which employee expenses are permissible and \u003ca href=\"/blog/what-is-an-expense-report\"\u003ehow they should be reported\u003c/a\u003e, an expense policy helps prevent overspending, fraud, and financial mismanagement.","data":{}},"innerBlocks":[]},{"clientId":"71c0ea75-65a2-4ff4-8015-f32832140dae","name":"heading","isValid":true,"added":true,"position":"qX85LJ","attributes":{"content":"What is a business expense?","level":3,"id":"71c0ea75-65a2-4ff4-8015-f32832140dae","reuId":"pGSgCy","innerContent":"What is a business expense?","data":{}},"innerBlocks":[]},{"clientId":"69d2504f-502c-4b8a-9729-693b34e499d7","name":"paragraph","isValid":true,"added":true,"position":"pGSgCy","attributes":{"content":"Business expenses refer to any costs incurred by employees while performing tasks that benefit the company. These expenses can vary depending on the nature of the business, but typically include items that directly or indirectly support operations, growth, and productivity. An expense policy details how business costs should be managed, \u003ca href=\"/blog/employee-reimbursement\"\u003ereimbursed\u003c/a\u003e, and recorded to maintain clarity and control over the company's finances.","dropCap":false,"id":"69d2504f-502c-4b8a-9729-693b34e499d7","reuId":"Ju4j2y","innerContent":"Business expenses refer to any costs incurred by employees while performing tasks that benefit the company. These expenses can vary depending on the nature of the business, but typically include items that directly or indirectly support operations, growth, and productivity. An expense policy details how business costs should be managed, \u003ca href=\"/blog/employee-reimbursement\"\u003ereimbursed\u003c/a\u003e, and recorded to maintain clarity and control over the company's finances.","data":{}},"innerBlocks":[]},{"clientId":"2b41d41c-8aeb-4858-a065-d899e1764393","name":"paragraph","isValid":true,"added":true,"position":"Ju4j2y","attributes":{"content":"Here are a few common examples of business expenses:","dropCap":false,"id":"2b41d41c-8aeb-4858-a065-d899e1764393","reuId":"lcPlXL","innerContent":"Here are a few common examples of business expenses:","data":{}},"innerBlocks":[]},{"clientId":"7d9eb3d7-10cd-4eb4-858e-ec542fb87b5e","name":"list","isValid":true,"added":true,"position":"lcPlXL","attributes":{"ordered":false,"values":"","id":"7d9eb3d7-10cd-4eb4-858e-ec542fb87b5e","reuId":"1wNcul","data":{}},"innerBlocks":[{"clientId":"69dc7151-23c1-4980-98a3-782ea5a7ed5f","name":"list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eOffice supplies:\u003c/strong\u003e Essential items such as stationery, computers, software, and other supplies that employees use in their day-to-day work. These may also include furniture and office equipment that supports productivity—like organizational tools or noise canceling headphones.","id":"69dc7151-23c1-4980-98a3-782ea5a7ed5f","reuId":"1Qhm8e","data":{}},"innerBlocks":[]},{"clientId":"b60f9c45-3f42-4bdf-b119-3ebf980185c4","name":"list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eTravel expenses:\u003c/strong\u003e Costs associated with business travel, including transportation, accommodation, meals, and mileage. For example, if an employee travels to a conference or client meeting, these expenses would typically be covered by the company.","id":"b60f9c45-3f42-4bdf-b119-3ebf980185c4","reuId":"k6vYrE","data":{}},"innerBlocks":[]},{"clientId":"b051ba2a-a5b3-4e25-9958-feff1de1c484","name":"list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eTraining and professional development:\u003c/strong\u003e Fees for courses, certifications, seminars, or conferences that help employees grow in their roles or stay up-to-date with industry trends. Investing in employee development not only benefits the individual, but also the company.","id":"b051ba2a-a5b3-4e25-9958-feff1de1c484","reuId":"XJDpZ2","data":{}},"innerBlocks":[]},{"clientId":"ed074289-5576-4f2e-bb60-7714d23293de","name":"list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eClient entertainment:\u003c/strong\u003e Meals or events organized for business purposes, such as taking a client to lunch or hosting a company event. These expenses are typically limited by the company’s policy and subject to approval.","id":"ed074289-5576-4f2e-bb60-7714d23293de","reuId":"A7j700","data":{}},"innerBlocks":[]}]}]}]}]}]},{"name":"wrapper","attributes":{"slug":"blog-inline-generic-cta","alias":"Grid Inline Cta","className":"mx-auto pb-48 px-1 xsx:w-93% sm:max-w-725 md:pb-64 md:px-0 md:w-100%","id":"3b5bbd46-68a7-4f72-8555-7bd206b09bb7","reuId":"XoZVbA","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"link":"","alias":"Inline Cta","className":"group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 sm:text-left\n","id":"df8cc767-534e-409c-aa31-4b87b247d3c1","reuId":"bdTWEt","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"simulateClick":true,"alias":"ImageX","className":"pb-24","id":"b976e39a-ff78-4709-8e7d-94c0cc0eba9b","reuId":"KvHBFD","data":{}},"innerBlocks":[{"name":"image","attributes":{"mediaURL":"https://rippling.imgix.net/images/blog-inline-generic-cta-btn.svg","width":"47","height":"47","nonResponsive":true,"className":"","id":"c8c96590-e746-4b3b-bf9a-3524daf4bcbc","reuId":"Pp4ZPx","data":{}},"innerBlocks":[]}]},{"name":"paragraph","attributes":{"className":"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500","id":"75d2b6ef-e91b-43a0-ad6d-71da19a7fef9","reuId":"6W11ro","innerContent":"Automate expenses with complete control","content":"Automate expenses with complete control","data":{}},"innerBlocks":[]},{"name":"button","attributes":{"text":"See Rippling Expense Management","link":"/expense-management","openInNewTab":false,"className":" btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15","id":"7ee515c5-59cd-45f1-a66c-26b3b4b30e54","reuId":"Ta6kaw","data":{}},"innerBlocks":[]}]}]},{"name":"wrapper","attributes":{"slug":"blog-text-block","alias":"Text Block","className":"pb-48 md:pb-64","id":"50b329c3-f220-4379-be34-4eb6b2d8eede","reuId":"4zlXFD","data":{}},"innerBlocks":[{"clientId":"569876ca-646e-4e40-b7c6-1269b286454a","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","added":true,"position":"first","attributes":{"alias":"Grid","id":"569876ca-646e-4e40-b7c6-1269b286454a","reuId":"0TUBNf","parentClientId":"3839ea92-c5a7-457c-93b0-e4a55c3b0a63","className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","data":{}},"innerBlocks":[{"clientId":"98d09b6c-cde6-47fc-86f7-1dc0aa555a68","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"attributes":{"alias":"Row","id":"98d09b6c-cde6-47fc-86f7-1dc0aa555a68","reuId":"aMhDKt","parentClientId":"3839ea92-c5a7-457c-93b0-e4a55c3b0a63","data":{}},"innerBlocks":[{"clientId":"d60c7419-c1ef-444b-b5c2-ed80fa54fad4","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"flex flex-col items-start w-100%","attributes":{"alias":"Column","id":"d60c7419-c1ef-444b-b5c2-ed80fa54fad4","reuId":"TjN2MP","parentClientId":"3839ea92-c5a7-457c-93b0-e4a55c3b0a63","className":"flex flex-col items-start w-100%","data":{}},"innerBlocks":[{"clientId":"1126b958-091e-466a-9f59-438309ae1911","name":"heading","isValid":true,"attributes":{"content":"Why does your company need an expense policy?","level":3,"id":"1126b958-091e-466a-9f59-438309ae1911","reuId":"ED84MQ","innerContent":"Why does your company need an expense policy?","data":{}},"innerBlocks":[]},{"clientId":"052a5fad-8cdd-4b7c-8b07-f5544c2aa55d","name":"paragraph","isValid":true,"attributes":{"content":"A well-defined company expense policy isn’t just a formality; it’s an essential tool for managing finances and making sure that company resources are used properly and efficiently. Without a clear policy in place, companies risk financial waste, compliance issues, and even fraudulent activity. Implementing an expense policy can help businesses of all sizes maintain financial control, enhance transparency, and streamline their operations.","dropCap":false,"id":"052a5fad-8cdd-4b7c-8b07-f5544c2aa55d","reuId":"E7iR4Z","innerContent":"A well-defined company expense policy isn’t just a formality; it’s an essential tool for managing finances and making sure that company resources are used properly and efficiently. Without a clear policy in place, companies risk financial waste, compliance issues, and even fraudulent activity. Implementing an expense policy can help businesses of all sizes maintain financial control, enhance transparency, and streamline their operations.","data":{}},"innerBlocks":[]},{"clientId":"e758e4c7-2a48-4cf3-9563-cb15c9580b38","name":"paragraph","isValid":true,"attributes":{"content":"Here are a few key benefits of implementing a business expense policy:","dropCap":false,"id":"e758e4c7-2a48-4cf3-9563-cb15c9580b38","reuId":"cVn9uP","innerContent":"Here are a few key benefits of implementing a business expense policy:","data":{}},"innerBlocks":[]},{"clientId":"f2862e3e-e729-4592-b532-96ded4085607","name":"heading","isValid":true,"attributes":{"content":"Controls costs and manages budget","level":4,"id":"f2862e3e-e729-4592-b532-96ded4085607","reuId":"Qk5Chl","innerContent":"Controls costs and manages budget","data":{}},"innerBlocks":[]},{"clientId":"12d29126-4c6f-40e7-a336-3c3885ed17a2","name":"paragraph","isValid":true,"attributes":{"content":"First and foremost, an expense policy keeps spending consistent with the company’s budget and financial goals.","dropCap":false,"id":"12d29126-4c6f-40e7-a336-3c3885ed17a2","reuId":"yW8jQ4","innerContent":"First and foremost, an expense policy keeps spending consistent with the company’s budget and financial goals.","data":{}},"innerBlocks":[]},{"clientId":"3a58b889-99cc-4757-b69f-58b4b1fc4bb9","name":"paragraph","isValid":true,"attributes":{"content":"By setting clear guidelines on acceptable expenses and spending limits, businesses can avoid unnecessary costs and better manage their cash flow. It also helps department heads and finance teams plan more effectively by knowing what expenses to anticipate.","dropCap":false,"id":"3a58b889-99cc-4757-b69f-58b4b1fc4bb9","reuId":"XAT9we","innerContent":"By setting clear guidelines on acceptable expenses and spending limits, businesses can avoid unnecessary costs and better manage their cash flow. It also helps department heads and finance teams plan more effectively by knowing what expenses to anticipate.","data":{}},"innerBlocks":[]},{"clientId":"69f3bf20-c678-4c49-9c23-8d132c9b0ed8","name":"heading","isValid":true,"attributes":{"content":"Reduces risk of fraud and misuse","level":4,"id":"69f3bf20-c678-4c49-9c23-8d132c9b0ed8","reuId":"bFaH4F","innerContent":"Reduces risk of fraud and misuse","data":{}},"innerBlocks":[]},{"clientId":"8be53d37-215f-45f8-b875-5cb83e561c8c","name":"paragraph","isValid":true,"attributes":{"content":"Having a policy in place minimizes the risk of employees misusing company funds. By clearly defining what qualifies as a business expense and implementing strict documentation and approval processes, businesses can safeguard themselves against fraudulent claims and unauthorized purchases.","dropCap":false,"id":"8be53d37-215f-45f8-b875-5cb83e561c8c","reuId":"kZHTpp","innerContent":"Having a policy in place minimizes the risk of employees misusing company funds. By clearly defining what qualifies as a business expense and implementing strict documentation and approval processes, businesses can safeguard themselves against fraudulent claims and unauthorized purchases.","data":{}},"innerBlocks":[]},{"clientId":"fe73d86c-fbb5-4217-9256-cc817bdc2b1a","name":"heading","isValid":true,"attributes":{"content":"Simplifies compliance and record-keeping","level":4,"id":"fe73d86c-fbb5-4217-9256-cc817bdc2b1a","reuId":"P8WmUe","innerContent":"Simplifies compliance and record-keeping","data":{}},"innerBlocks":[]},{"clientId":"07d049db-510f-4345-88f8-1ca77b8d5fd7","name":"paragraph","isValid":true,"attributes":{"content":"An expense policy also helps ensure that all financial transactions are properly documented and stored, which can go a long way in the event of an audit.","dropCap":false,"id":"07d049db-510f-4345-88f8-1ca77b8d5fd7","reuId":"XSV3TR","innerContent":"An expense policy also helps ensure that all financial transactions are properly documented and stored, which can go a long way in the event of an audit.","data":{}},"innerBlocks":[]},{"clientId":"7396a202-06cc-4a23-aed8-e223d9c99ae0","name":"paragraph","isValid":true,"attributes":{"content":"Your company expense policy standardizes how expenses are reported, making it easier for your finance team to track spending, categorize expenses, and meet legal requirements related to financial reporting and disclosure. If you use \u003ca href=\"/blog/best-expense-management-software-for-your-company\"\u003eexpense management software\u003c/a\u003e, it can also \u003ca href=\"/blog/expense-management-software-benefits\"\u003ereduce the administrative burden of managing expense reports manually\u003c/a\u003e (more on that later in this article).","dropCap":false,"id":"7396a202-06cc-4a23-aed8-e223d9c99ae0","reuId":"wZ0KEQ","innerContent":"Your company expense policy standardizes how expenses are reported, making it easier for your finance team to track spending, categorize expenses, and meet legal requirements related to financial reporting and disclosure. If you use \u003ca href=\"/blog/best-expense-management-software-for-your-company\"\u003eexpense management software\u003c/a\u003e, it can also \u003ca href=\"/blog/expense-management-software-benefits\"\u003ereduce the administrative burden of managing expense reports manually\u003c/a\u003e (more on that later in this article).","data":{}},"innerBlocks":[]},{"clientId":"016b1082-e80a-4de3-b966-4fa19d77a29f","name":"heading","isValid":true,"attributes":{"content":"What to include in a business expense policy","level":3,"id":"016b1082-e80a-4de3-b966-4fa19d77a29f","reuId":"5Qh7P0","innerContent":"What to include in a business expense policy","data":{}},"innerBlocks":[]},{"clientId":"34c21114-3984-401b-b885-968360a658aa","name":"paragraph","isValid":true,"attributes":{"content":"When creating a business expense policy, include clear and comprehensive guidelines that cover all aspects of company spending—your goal is to not only help manage company expenses, but also ensure compliance, accountability, and consistency across the organization. There are plenty of expense policy templates you can access online, but it’s better to write your own policy, since it should be tailored to your company’s needs and goals.","dropCap":false,"id":"34c21114-3984-401b-b885-968360a658aa","reuId":"gHHpoA","innerContent":"When creating a business expense policy, include clear and comprehensive guidelines that cover all aspects of company spending—your goal is to not only help manage company expenses, but also ensure compliance, accountability, and consistency across the organization. There are plenty of expense policy templates you can access online, but it’s better to write your own policy, since it should be tailored to your company’s needs and goals.","data":{}},"innerBlocks":[]},{"clientId":"f60f096a-b009-4228-9d46-bb246820f047","name":"paragraph","isValid":true,"attributes":{"content":"With that in mind, consider including the key components listed below:","dropCap":false,"id":"f60f096a-b009-4228-9d46-bb246820f047","reuId":"9FERH6","innerContent":"With that in mind, consider including the key components listed below:","data":{}},"innerBlocks":[]},{"clientId":"a8e86b46-ce9c-4053-a0e6-f52e902b112a","name":"heading","isValid":true,"attributes":{"content":"1. Company expenses and categories","level":4,"id":"a8e86b46-ce9c-4053-a0e6-f52e902b112a","reuId":"FZYZuX","innerContent":"1. Company expenses and categories","data":{}},"innerBlocks":[]},{"clientId":"cc44325b-5f2f-439f-9942-6859dfbec0a0","name":"paragraph","isValid":true,"attributes":{"content":"Start by defining which expenses are considered business-related and therefore eligible for reimbursement. This could include:","dropCap":false,"id":"cc44325b-5f2f-439f-9942-6859dfbec0a0","reuId":"A4tCPf","innerContent":"Start by defining which expenses are considered business-related and therefore eligible for reimbursement. This could include:","data":{}},"innerBlocks":[]},{"clientId":"55386a14-4e2a-4bc2-9fa2-6f7257971a01","name":"list","isValid":true,"attributes":{"ordered":false,"values":"","id":"55386a14-4e2a-4bc2-9fa2-6f7257971a01","reuId":"Yaj10W","data":{}},"innerBlocks":[{"clientId":"1f9b19b7-05c0-41d3-9f06-5254574202ba","name":"list-item","isValid":true,"attributes":{"content":"Travel expenses","id":"1f9b19b7-05c0-41d3-9f06-5254574202ba","reuId":"d4knBN","data":{}},"innerBlocks":[]},{"clientId":"b898b120-372a-4c19-bee2-f08340ff4583","name":"list-item","isValid":true,"attributes":{"content":"Office supplies","id":"b898b120-372a-4c19-bee2-f08340ff4583","reuId":"1m1li6","data":{}},"innerBlocks":[]},{"clientId":"c291f2d2-23ae-4f6b-ae8a-8ab30f4ce6e7","name":"list-item","isValid":true,"attributes":{"content":"Client meals","id":"c291f2d2-23ae-4f6b-ae8a-8ab30f4ce6e7","reuId":"TxxVQh","data":{}},"innerBlocks":[]},{"clientId":"7024dafb-7840-478f-9f2e-c32940e199a4","name":"list-item","isValid":true,"attributes":{"content":"Training program","id":"7024dafb-7840-478f-9f2e-c32940e199a4","reuId":"8cKpMy","data":{}},"innerBlocks":[]}]},{"clientId":"8091b931-4abc-4cd3-a8ba-f30470cf01de","name":"paragraph","isValid":true,"attributes":{"content":"Organize expenses into categories to help employees understand what types of costs are permissible; this helps avoid misunderstandings and aligns spending with your company’s goals.","dropCap":false,"id":"8091b931-4abc-4cd3-a8ba-f30470cf01de","reuId":"hedlsJ","innerContent":"Organize expenses into categories to help employees understand what types of costs are permissible; this helps avoid misunderstandings and aligns spending with your company’s goals.","data":{}},"innerBlocks":[]},{"clientId":"625502ea-8276-4152-9118-d11ad5fe68d5","name":"heading","isValid":true,"attributes":{"content":"2. Spending limits","level":4,"id":"625502ea-8276-4152-9118-d11ad5fe68d5","reuId":"gcKBed","innerContent":"2. Spending limits","data":{}},"innerBlocks":[]},{"clientId":"e0f99232-b553-46ae-8021-c83a3da83aea","name":"paragraph","isValid":true,"attributes":{"content":"To prevent excessive or unnecessary spending, set clear spending limits for different types of expenses.","dropCap":false,"id":"e0f99232-b553-46ae-8021-c83a3da83aea","reuId":"IZnEKw","innerContent":"To prevent excessive or unnecessary spending, set clear spending limits for different types of expenses.","data":{}},"innerBlocks":[]},{"clientId":"2c882022-b26c-47fe-a8c1-ee23c9053e5a","name":"paragraph","isValid":true,"attributes":{"content":"Limits should be tailored to the company’s budget and vary depending on the expense category. You also may need to tailor them to different departments or seniority levels. For example, a company might allow a higher budget for travel and accommodation for senior sales executives, but restrict spending on entertainment or meals for software engineers.\u0026nbsp;","dropCap":false,"id":"2c882022-b26c-47fe-a8c1-ee23c9053e5a","reuId":"pD96hJ","innerContent":"Limits should be tailored to the company’s budget and vary depending on the expense category. You also may need to tailor them to different departments or seniority levels. For example, a company might allow a higher budget for travel and accommodation for senior sales executives, but restrict spending on entertainment or meals for software engineers.\u0026nbsp;","data":{}},"innerBlocks":[]},{"clientId":"20fcad9a-b3a7-4d02-b818-967ab15b8536","name":"paragraph","isValid":true,"attributes":{"content":"Setting limits in advance and including them in your expense policy manages expectations. When employees and company leadership are on the same page and everyone across the organization stays mindful of their financial responsibilities.","dropCap":false,"id":"20fcad9a-b3a7-4d02-b818-967ab15b8536","reuId":"iQk4Zf","innerContent":"Setting limits in advance and including them in your expense policy manages expectations. When employees and company leadership are on the same page and everyone across the organization stays mindful of their financial responsibilities.","data":{}},"innerBlocks":[]},{"clientId":"5068105b-345f-4694-a5a2-65d5c9a45693","name":"heading","isValid":true,"attributes":{"content":"3. Required documentation","level":4,"id":"5068105b-345f-4694-a5a2-65d5c9a45693","reuId":"dgc0V2","innerContent":"3. Required documentation","data":{}},"innerBlocks":[]},{"clientId":"c1b48b73-3192-4b54-9ed8-ee9f2d5cd6be","name":"paragraph","isValid":true,"attributes":{"content":"For accurate record-keeping and compliance, employees should be required to provide documentation, such as receipts, invoices, or expense reports, for all business expenses. Your expense policy should specify what types of documentation are acceptable—and include what details are required, like itemized receipts, travel itineraries, or digital copies of online purchases.","dropCap":false,"id":"c1b48b73-3192-4b54-9ed8-ee9f2d5cd6be","reuId":"SaY9qy","innerContent":"For accurate record-keeping and compliance, employees should be required to provide documentation, such as receipts, invoices, or expense reports, for all business expenses. Your expense policy should specify what types of documentation are acceptable—and include what details are required, like itemized receipts, travel itineraries, or digital copies of online purchases.","data":{}},"innerBlocks":[]},{"clientId":"c18dd8d2-cfd8-4aa4-97cb-aee11161512f","name":"paragraph","isValid":true,"attributes":{"content":"Documentation will help your company validate expenses so they can be properly reimbursed. It also minimizes the risk of fraud.","dropCap":false,"id":"c18dd8d2-cfd8-4aa4-97cb-aee11161512f","reuId":"Oojv0B","innerContent":"Documentation will help your company validate expenses so they can be properly reimbursed. It also minimizes the risk of fraud.","data":{}},"innerBlocks":[]},{"clientId":"755a1abf-9ceb-4b65-9465-5a2dd98a7a07","name":"heading","isValid":true,"attributes":{"content":"4. Approval process","level":4,"id":"755a1abf-9ceb-4b65-9465-5a2dd98a7a07","reuId":"2wGa11","innerContent":"4. Approval process","data":{}},"innerBlocks":[]},{"clientId":"89a41dd2-44f0-472c-8322-4fa491e63709","name":"paragraph","isValid":true,"attributes":{"content":"Next, outline a clear approval workflow for reimbursable expenses. It should specify who is responsible for reviewing and approving different types of expenses, whether that’s department heads, managers, or the finance team. Additionally, the policy should clarify how employees can submit their expense reports and the time frame for approvals.","dropCap":false,"id":"89a41dd2-44f0-472c-8322-4fa491e63709","reuId":"E2El5L","innerContent":"Next, outline a clear approval workflow for reimbursable expenses. It should specify who is responsible for reviewing and approving different types of expenses, whether that’s department heads, managers, or the finance team. Additionally, the policy should clarify how employees can submit their expense reports and the time frame for approvals.","data":{}},"innerBlocks":[]},{"clientId":"0b6b32b5-7bfc-49e6-8559-ac26a9391dee","name":"paragraph","isValid":true,"attributes":{"content":"Having a transparent approval process prevents delays and disputes over employee expenses, while helping make sure spending stays in line with the company policy.","dropCap":false,"id":"0b6b32b5-7bfc-49e6-8559-ac26a9391dee","reuId":"nBiX5f","innerContent":"Having a transparent approval process prevents delays and disputes over employee expenses, while helping make sure spending stays in line with the company policy.","data":{}},"innerBlocks":[]},{"clientId":"814d0ade-5065-4973-a393-0034e5d2d266","name":"heading","isValid":true,"attributes":{"content":"5. Reimbursement policy","level":4,"id":"814d0ade-5065-4973-a393-0034e5d2d266","reuId":"tTdfv4","innerContent":"5. Reimbursement policy","data":{}},"innerBlocks":[]},{"clientId":"91aec530-1982-4237-bc91-7b7c1421366e","name":"paragraph","isValid":true,"attributes":{"content":"Employees need to understand how and when they will be reimbursed for out-of-pocket expenses, so this section of the policy should explain the reimbursement process in detail, including submission deadlines, payment timelines, and how reimbursements will be processed (e.g., through payroll or direct deposit). The purpose of this section of the policy is to make sure employees are compensated fairly and promptly for their out-of-pocket business expenses, while keeping the company’s cash flow in check.","dropCap":false,"id":"91aec530-1982-4237-bc91-7b7c1421366e","reuId":"KmdBsS","innerContent":"Employees need to understand how and when they will be reimbursed for out-of-pocket expenses, so this section of the policy should explain the reimbursement process in detail, including submission deadlines, payment timelines, and how reimbursements will be processed (e.g., through payroll or direct deposit). The purpose of this section of the policy is to make sure employees are compensated fairly and promptly for their out-of-pocket business expenses, while keeping the company’s cash flow in check.","data":{}},"innerBlocks":[]},{"clientId":"05041b2c-d6ea-4d09-af54-97595f698c8f","name":"heading","isValid":true,"attributes":{"content":"6. Consequences of non-compliance","level":4,"id":"05041b2c-d6ea-4d09-af54-97595f698c8f","reuId":"mwof0I","innerContent":"6. Consequences of non-compliance","data":{}},"innerBlocks":[]},{"clientId":"2f6349be-ea90-4b16-8886-2e60ced956a1","name":"paragraph","isValid":true,"attributes":{"content":"Lastly, to maintain the integrity of the policy, it’s important to include a section on the consequences of non-compliance. These could range from verbal warnings to more serious actions, such as disciplinary measures, for repeated or deliberate violations. Outlining the consequences upfront encourages employees to follow the rules and assume responsibility for their spending.","dropCap":false,"id":"2f6349be-ea90-4b16-8886-2e60ced956a1","reuId":"R1weIp","innerContent":"Lastly, to maintain the integrity of the policy, it’s important to include a section on the consequences of non-compliance. These could range from verbal warnings to more serious actions, such as disciplinary measures, for repeated or deliberate violations. Outlining the consequences upfront encourages employees to follow the rules and assume responsibility for their spending.","data":{}},"innerBlocks":[]},{"clientId":"e73ccad9-0836-43b1-8f5a-2903ead45a10","name":"paragraph","isValid":true,"attributes":{"content":"Note that it’s always a good idea to have your legal counsel take a look at your policy, especially this section, before putting it into practice. Some consequences, like denying an employee’s reimbursement request, may not be legal under certain circumstances or in certain jurisdictions, so be sure to follow all relevant laws and legal advice.","dropCap":false,"id":"e73ccad9-0836-43b1-8f5a-2903ead45a10","reuId":"sqd9Zd","innerContent":"Note that it’s always a good idea to have your legal counsel take a look at your policy, especially this section, before putting it into practice. Some consequences, like denying an employee’s reimbursement request, may not be legal under certain circumstances or in certain jurisdictions, so be sure to follow all relevant laws and legal advice.","data":{}},"innerBlocks":[]},{"clientId":"88882c0e-f264-4d65-8174-d361772e0f90","name":"heading","isValid":true,"attributes":{"content":"How to create a business expense policy","level":3,"id":"88882c0e-f264-4d65-8174-d361772e0f90","reuId":"bGwwNY","innerContent":"How to create a business expense policy","data":{}},"innerBlocks":[]},{"clientId":"fd992305-6521-4e1c-83d9-0a64a310241a","name":"paragraph","isValid":true,"attributes":{"content":"When it’s time to actually create your business expense policy, keep in mind that careful planning and consideration are required to make sure it aligns with your company’s objectives and operational needs. A clear, well-defined policy sets expectations, streamlines processes, and helps avoid financial issues down the line.","dropCap":false,"id":"fd992305-6521-4e1c-83d9-0a64a310241a","reuId":"m01Gqt","innerContent":"When it’s time to actually create your business expense policy, keep in mind that careful planning and consideration are required to make sure it aligns with your company’s objectives and operational needs. A clear, well-defined policy sets expectations, streamlines processes, and helps avoid financial issues down the line.","data":{}},"innerBlocks":[]},{"clientId":"e533a13a-0d06-4ebb-943b-6acd3c4562a2","name":"paragraph","isValid":true,"attributes":{"content":"Here are the key steps to developing an expense policy that works for your organization:","dropCap":false,"id":"e533a13a-0d06-4ebb-943b-6acd3c4562a2","reuId":"vfzPW7","innerContent":"Here are the key steps to developing an expense policy that works for your organization:","data":{}},"innerBlocks":[]},{"clientId":"4515bff8-695b-4c58-ae61-c7736d1e1217","name":"heading","isValid":true,"attributes":{"content":"Step 1. Asses company needs and objectives","level":4,"id":"4515bff8-695b-4c58-ae61-c7736d1e1217","reuId":"ztBrvd","innerContent":"Step 1. Asses company needs and objectives","data":{}},"innerBlocks":[]},{"clientId":"d45050ca-d9e3-45a2-8df1-aa5581dd738b","name":"paragraph","isValid":true,"attributes":{"content":"Before you even start drafting your policy, take time to assess your company’s specific needs and objectives.","dropCap":false,"id":"d45050ca-d9e3-45a2-8df1-aa5581dd738b","reuId":"gH0R1i","innerContent":"Before you even start drafting your policy, take time to assess your company’s specific needs and objectives.","data":{}},"innerBlocks":[]},{"clientId":"2c6ac926-59b3-4417-846a-b59102bcde62","name":"paragraph","isValid":true,"attributes":{"content":"Consider the size of your company, the nature of your industry, and your financial goals. Ask questions like:","dropCap":false,"id":"2c6ac926-59b3-4417-846a-b59102bcde62","reuId":"EWs8VD","innerContent":"Consider the size of your company, the nature of your industry, and your financial goals. Ask questions like:","data":{}},"innerBlocks":[]},{"clientId":"b4f3fbc8-9393-4740-a188-a026a958a501","name":"list","isValid":true,"attributes":{"ordered":false,"values":"","id":"b4f3fbc8-9393-4740-a188-a026a958a501","reuId":"F7SGpD","data":{}},"innerBlocks":[{"clientId":"69b8479c-57f7-493e-bd5c-fc6c7116a99b","name":"list-item","isValid":true,"attributes":{"content":"What types of expenses do employees typically incur?","id":"69b8479c-57f7-493e-bd5c-fc6c7116a99b","reuId":"51q1fI","data":{}},"innerBlocks":[]},{"clientId":"63872546-a851-4c4d-b441-8026f70dae65","name":"list-item","isValid":true,"attributes":{"content":"How can we control costs without restricting necessary spending?","id":"63872546-a851-4c4d-b441-8026f70dae65","reuId":"DgcyYY","data":{}},"innerBlocks":[]},{"clientId":"35bc1f4a-7a8b-4dfc-8508-dc0fc32e6ef8","name":"list-item","isValid":true,"attributes":{"content":"Who can approve reimbursements for employees? Are there certain limits or amounts that require approvals from different people or departments?","id":"35bc1f4a-7a8b-4dfc-8508-dc0fc32e6ef8","reuId":"vrnAag","data":{}},"innerBlocks":[]}]},{"clientId":"5ae70f86-7c30-473e-abd7-fc69774b577d","name":"paragraph","isValid":true,"attributes":{"content":"By aligning the policy with your company’s broader goals and objectives, you can create guidelines that promote fiscal responsibility while still supporting your business operations.","dropCap":false,"id":"5ae70f86-7c30-473e-abd7-fc69774b577d","reuId":"kS3Uwn","innerContent":"By aligning the policy with your company’s broader goals and objectives, you can create guidelines that promote fiscal responsibility while still supporting your business operations.","data":{}},"innerBlocks":[]},{"clientId":"ee4b02ac-f7c1-4242-b948-e8cdac21fdce","name":"heading","isValid":true,"attributes":{"content":"Step 2. Define expenses and categories","level":4,"id":"ee4b02ac-f7c1-4242-b948-e8cdac21fdce","reuId":"3JNPK6","innerContent":"Step 2. Define expenses and categories","data":{}},"innerBlocks":[]},{"clientId":"cc92affe-0fd4-4023-92f5-a6e1bd8b6d57","name":"paragraph","isValid":true,"attributes":{"content":"Once you’ve identified your company’s needs, define the types of expenses that are permissible and group them into categories. Common categories may include business travel, office supplies, entertainment, and training and development.\u0026nbsp;","dropCap":false,"id":"cc92affe-0fd4-4023-92f5-a6e1bd8b6d57","reuId":"t2Ma5k","innerContent":"Once you’ve identified your company’s needs, define the types of expenses that are permissible and group them into categories. Common categories may include business travel, office supplies, entertainment, and training and development.\u0026nbsp;","data":{}},"innerBlocks":[]},{"clientId":"7424894a-2d49-4ffa-b9e0-133519b4503d","name":"paragraph","isValid":true,"attributes":{"content":"Be as specific as possible to prevent any ambiguity. For example, under travel expenses, you could list transportation, meals, and accommodation. This helps employees understand what constitutes an allowable business expense and minimizes confusion over what’s covered.","dropCap":false,"id":"7424894a-2d49-4ffa-b9e0-133519b4503d","reuId":"mya1wG","innerContent":"Be as specific as possible to prevent any ambiguity. For example, under travel expenses, you could list transportation, meals, and accommodation. This helps employees understand what constitutes an allowable business expense and minimizes confusion over what’s covered.","data":{}},"innerBlocks":[]},{"clientId":"6372bc96-eb9a-4717-bf20-2409103e0896","name":"heading","isValid":true,"attributes":{"content":"Step 3. Establish documentation and submission requirements","level":4,"id":"6372bc96-eb9a-4717-bf20-2409103e0896","reuId":"C9ZlR2","innerContent":"Step 3. Establish documentation and submission requirements","data":{}},"innerBlocks":[]},{"clientId":"079cfe7d-7b3f-4b7b-b7ab-a773d5e3698a","name":"paragraph","isValid":true,"attributes":{"content":"To increase accountability and compliance, you’ll need to establish documentation requirements for all expense claims. This means specifying what kinds of receipts or records employees need to provide and how and where to submit them.\u0026nbsp;","dropCap":false,"id":"079cfe7d-7b3f-4b7b-b7ab-a773d5e3698a","reuId":"et7Odn","innerContent":"To increase accountability and compliance, you’ll need to establish documentation requirements for all expense claims. This means specifying what kinds of receipts or records employees need to provide and how and where to submit them.\u0026nbsp;","data":{}},"innerBlocks":[]},{"clientId":"8837ebd0-8220-49e1-bb30-3e73cd182f36","name":"paragraph","isValid":true,"attributes":{"content":"Whether it’s a digital receipt for a meal, an invoice for office supplies, or an expense report for a business trip, clear guidelines will make it easier to track expenses and keep accurate records.","dropCap":false,"id":"8837ebd0-8220-49e1-bb30-3e73cd182f36","reuId":"ZvvSnN","innerContent":"Whether it’s a digital receipt for a meal, an invoice for office supplies, or an expense report for a business trip, clear guidelines will make it easier to track expenses and keep accurate records.","data":{}},"innerBlocks":[]},{"clientId":"d02ce657-c171-4216-9d7c-1bd0de41eff6","name":"heading","isValid":true,"attributes":{"content":"Step 4. Create an approval workflow","level":4,"id":"d02ce657-c171-4216-9d7c-1bd0de41eff6","reuId":"vjdwee","innerContent":"Step 4. Create an approval workflow","data":{}},"innerBlocks":[]},{"clientId":"8b6b2c12-86ce-4a64-b2de-9c731bb5c008","name":"paragraph","isValid":true,"attributes":{"content":"The approval process you create is the key to maintaining control over expenses. In your policy, outline the steps employees need to follow to get their expenses approved, including who is responsible for reviewing and approving each claim. Depending on your organization’s structure, this might involve department managers, finance teams, or HR.","dropCap":false,"id":"8b6b2c12-86ce-4a64-b2de-9c731bb5c008","reuId":"DqBM1t","innerContent":"The approval process you create is the key to maintaining control over expenses. In your policy, outline the steps employees need to follow to get their expenses approved, including who is responsible for reviewing and approving each claim. Depending on your organization’s structure, this might involve department managers, finance teams, or HR.","data":{}},"innerBlocks":[]},{"clientId":"c9089ca6-7088-4ada-9db9-5dd0f3201c49","name":"paragraph","isValid":true,"attributes":{"content":"By establishing a clear approval workflow, you ensure that expenses are reviewed promptly and that only authorized expenditures get reimbursed. You should also include timelines for submission and approval to keep the process as efficient as possible.","dropCap":false,"id":"c9089ca6-7088-4ada-9db9-5dd0f3201c49","reuId":"Eetq51","innerContent":"By establishing a clear approval workflow, you ensure that expenses are reviewed promptly and that only authorized expenditures get reimbursed. You should also include timelines for submission and approval to keep the process as efficient as possible.","data":{}},"innerBlocks":[]},{"clientId":"71e23585-ce01-4353-9caf-91d1e502dcdf","name":"heading","isValid":true,"attributes":{"content":"6 expense policy best practices","level":3,"id":"71e23585-ce01-4353-9caf-91d1e502dcdf","reuId":"e5ZAIb","innerContent":"6 expense policy best practices","data":{}},"innerBlocks":[]},{"clientId":"dfadfd48-a0b8-48ac-94a8-d7c1dc83aa3a","name":"paragraph","isValid":true,"attributes":{"content":"By following best practices, companies can simplify the expense process, improve compliance, and create a more efficient expense management process. Here are some best practices to consider when developing a company expense policy:","dropCap":false,"id":"dfadfd48-a0b8-48ac-94a8-d7c1dc83aa3a","reuId":"WRCHQO","innerContent":"By following best practices, companies can simplify the expense process, improve compliance, and create a more efficient expense management process. Here are some best practices to consider when developing a company expense policy:","data":{}},"innerBlocks":[]},{"clientId":"91175dfe-bd8e-44af-81f9-eed9da3785c4","name":"heading","isValid":true,"attributes":{"content":"1. Keep the policy simple and easy to understand","level":4,"id":"91175dfe-bd8e-44af-81f9-eed9da3785c4","reuId":"2duivm","innerContent":"1. Keep the policy simple and easy to understand","data":{}},"innerBlocks":[]},{"clientId":"fde5610d-182f-446a-b7e9-9b5db73e130c","name":"paragraph","isValid":true,"attributes":{"content":"One of the most important aspects of an expense policy is clarity. If the policy is too complex, employees may struggle to follow it correctly, leading to mistakes or non-compliance.","dropCap":false,"id":"fde5610d-182f-446a-b7e9-9b5db73e130c","reuId":"yEot7O","innerContent":"One of the most important aspects of an expense policy is clarity. If the policy is too complex, employees may struggle to follow it correctly, leading to mistakes or non-compliance.","data":{}},"innerBlocks":[]},{"clientId":"cd720af4-f40a-480c-99db-3465879f32a7","name":"paragraph","isValid":true,"attributes":{"content":"Use straightforward language, avoid jargon, and break down the policy into digestible sections. For example, instead of using technical finance terms, explain each rule in everyday language and provide real-life scenarios to demonstrate acceptable and non-acceptable expenses.","dropCap":false,"id":"cd720af4-f40a-480c-99db-3465879f32a7","reuId":"jSdWUy","innerContent":"Use straightforward language, avoid jargon, and break down the policy into digestible sections. For example, instead of using technical finance terms, explain each rule in everyday language and provide real-life scenarios to demonstrate acceptable and non-acceptable expenses.","data":{}},"innerBlocks":[]},{"clientId":"61974add-c0a6-4b14-8ad1-6e1ca13b559c","name":"heading","isValid":true,"attributes":{"content":"2. Make it easily accessible","level":4,"id":"61974add-c0a6-4b14-8ad1-6e1ca13b559c","reuId":"QC9Px4","innerContent":"2. Make it easily accessible","data":{}},"innerBlocks":[]},{"clientId":"b8b9e0e7-770f-4e22-83ef-2c2494db6502","name":"paragraph","isValid":true,"attributes":{"content":"Even the best expense policy won’t be effective if employees don’t have easy access to it. Make your policy readily available, whether through a company intranet, an employee handbook, or an expense management platform. For remote or field-based employees, consider providing access to the policy through a mobile app. Regularly remind employees where they can find the policy and encourage them to review it when submitting expenses. Accessibility is key to making sure employees consistently follow your policy.","dropCap":false,"id":"b8b9e0e7-770f-4e22-83ef-2c2494db6502","reuId":"y1Y8b5","innerContent":"Even the best expense policy won’t be effective if employees don’t have easy access to it. Make your policy readily available, whether through a company intranet, an employee handbook, or an expense management platform. For remote or field-based employees, consider providing access to the policy through a mobile app. Regularly remind employees where they can find the policy and encourage them to review it when submitting expenses. Accessibility is key to making sure employees consistently follow your policy.","data":{}},"innerBlocks":[]},{"clientId":"02e9c1d6-fff2-463b-90ff-c353d63a0fb5","name":"heading","isValid":true,"attributes":{"content":"3. Automate business expense tracking","level":4,"id":"02e9c1d6-fff2-463b-90ff-c353d63a0fb5","reuId":"yVsBx7","innerContent":"3. Automate business expense tracking","data":{}},"innerBlocks":[]},{"clientId":"aaa8f3d3-4cfe-422e-b25f-64ace99c39e2","name":"paragraph","isValid":true,"attributes":{"content":"Manually tracking business expenses can be time-consuming and error-prone. Automating the tracking process helps reduce the administrative burden on your HR and finance teams and free up more of their time for strategic, value-adding work.","dropCap":false,"id":"aaa8f3d3-4cfe-422e-b25f-64ace99c39e2","reuId":"GepdNU","innerContent":"Manually tracking business expenses can be time-consuming and error-prone. Automating the tracking process helps reduce the administrative burden on your HR and finance teams and free up more of their time for strategic, value-adding work.","data":{}},"innerBlocks":[]},{"clientId":"4ab37af7-57aa-44cd-ae46-81c4e11b37e5","name":"paragraph","isValid":true,"attributes":{"content":"Look for an \u003ca href=\"/blog/financial-management-tools\"\u003eexpense management tool\u003c/a\u003e that automatically categorizes expenses, monitors spending limits, notifies stakeholders of noncompliance, and other features that streamline expense tracking and management.","dropCap":false,"id":"4ab37af7-57aa-44cd-ae46-81c4e11b37e5","reuId":"zN382W","innerContent":"Look for an \u003ca href=\"/blog/financial-management-tools\"\u003eexpense management tool\u003c/a\u003e that automatically categorizes expenses, monitors spending limits, notifies stakeholders of noncompliance, and other features that streamline expense tracking and management.","data":{}},"innerBlocks":[]},{"clientId":"74d921ab-520c-438c-a649-ac6a48cf4c31","name":"heading","isValid":true,"attributes":{"content":"4. Implement an expense management software","level":4,"id":"74d921ab-520c-438c-a649-ac6a48cf4c31","reuId":"m3ivt5","innerContent":"4. Implement an expense management software","data":{}},"innerBlocks":[]},{"clientId":"6836ab39-345b-41cc-ac93-8e81f692e1bb","name":"paragraph","isValid":true,"attributes":{"content":"Automation isn’t the only perk that expense management software provides. In the digital age, relying solely on manual processes can slow down operations and lead to inefficiencies. Implementing an expense management software allows companies to streamline the entire process—from submission to approval to reimbursement.","dropCap":false,"id":"6836ab39-345b-41cc-ac93-8e81f692e1bb","reuId":"dsNJ0E","innerContent":"Automation isn’t the only perk that expense management software provides. In the digital age, relying solely on manual processes can slow down operations and lead to inefficiencies. Implementing an expense management software allows companies to streamline the entire process—from submission to approval to reimbursement.","data":{}},"innerBlocks":[]},{"clientId":"d395dc6f-75e2-4342-a1ed-87d8cd175616","name":"paragraph","isValid":true,"attributes":{"content":"A tool like \u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e can not only automate expense tracking but also integrate with your accounting system for more seamless financial management—plus, Rippling unifies Spend tools with HR, payroll, and IT so you can manage (and automate) every part of your business in one place.","dropCap":false,"id":"d395dc6f-75e2-4342-a1ed-87d8cd175616","reuId":"nvFOYN","innerContent":"A tool like \u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e can not only automate expense tracking but also integrate with your accounting system for more seamless financial management—plus, Rippling unifies Spend tools with HR, payroll, and IT so you can manage (and automate) every part of your business in one place.","data":{}},"innerBlocks":[]},{"clientId":"77f0e434-69f9-446e-9714-bb8c83e5ea6f","name":"heading","isValid":true,"attributes":{"content":"5. Ensure timely reimbursements","level":4,"id":"77f0e434-69f9-446e-9714-bb8c83e5ea6f","reuId":"Zola7u","innerContent":"5. Ensure timely reimbursements","data":{}},"innerBlocks":[]},{"clientId":"e3474a49-bc08-4146-b8a7-637d50078d6b","name":"paragraph","isValid":true,"attributes":{"content":"Timely reimbursements are critical to maintaining employee trust and satisfaction. Delays in reimbursing out-of-pocket expenses can create frustration and financial strain for employees. To avoid this, set clear timelines for when expenses must be submitted and when reimbursements will be processed.","dropCap":false,"id":"e3474a49-bc08-4146-b8a7-637d50078d6b","reuId":"ecEaZ3","innerContent":"Timely reimbursements are critical to maintaining employee trust and satisfaction. Delays in reimbursing out-of-pocket expenses can create frustration and financial strain for employees. To avoid this, set clear timelines for when expenses must be submitted and when reimbursements will be processed.","data":{}},"innerBlocks":[]},{"clientId":"d5dc18af-e8e5-4e91-b2d6-c01afe7808f7","name":"paragraph","isValid":true,"attributes":{"content":"For example, require employees to submit expenses within 30 days of incurring them, and commit to processing reimbursements within 15 business days.\u0026nbsp;","dropCap":false,"id":"d5dc18af-e8e5-4e91-b2d6-c01afe7808f7","reuId":"ZDAGVh","innerContent":"For example, require employees to submit expenses within 30 days of incurring them, and commit to processing reimbursements within 15 business days.\u0026nbsp;","data":{}},"innerBlocks":[]},{"clientId":"ee6baffa-becf-4dbd-a531-6699df4bd94a","name":"heading","isValid":true,"attributes":{"content":"6. Regularly review and update the policy","level":4,"id":"ee6baffa-becf-4dbd-a531-6699df4bd94a","reuId":"9sIrau","innerContent":"6. Regularly review and update the policy","data":{}},"innerBlocks":[]},{"clientId":"57a48ad4-fd1a-4a01-b96c-723ceb570364","name":"paragraph","isValid":true,"attributes":{"content":"Lastly, your expense policy should evolve along with your company. Regularly review the policy to make sure it stays relevant to your current needs, industry standards, and regulatory requirements. For example, if your company expands internationally, you may need to revise the travel and reimbursement guidelines to accommodate different currencies or local regulations.","dropCap":false,"id":"57a48ad4-fd1a-4a01-b96c-723ceb570364","reuId":"T5uAaF","innerContent":"Lastly, your expense policy should evolve along with your company. Regularly review the policy to make sure it stays relevant to your current needs, industry standards, and regulatory requirements. For example, if your company expands internationally, you may need to revise the travel and reimbursement guidelines to accommodate different currencies or local regulations.","data":{}},"innerBlocks":[]},{"clientId":"d8e0fea4-72b5-4a4f-808d-97179956d172","name":"paragraph","isValid":true,"attributes":{"content":"Regular updates help prevent gaps or outdated practices that could lead to compliance issues or confusion among employees. Keep lines of communication open and encourage feedback from employees, too.","dropCap":false,"id":"d8e0fea4-72b5-4a4f-808d-97179956d172","reuId":"AAkpJs","innerContent":"Regular updates help prevent gaps or outdated practices that could lead to compliance issues or confusion among employees. Keep lines of communication open and encourage feedback from employees, too.","data":{}},"innerBlocks":[]}]}]}]}]},{"name":"wrapper","attributes":{"slug":"blog-inline-generic-cta","alias":"Grid Inline Cta","className":"mx-auto pb-48 px-1 xsx:w-93% sm:max-w-725 md:pb-64 md:px-0 md:w-100%","id":"3b5bbd46-68a7-4f72-8555-7bd206b09bb7","reuId":"XoZVbA","data":{}},"innerBlocks":[{"clientId":"6ef8828b-9a16-4856-b86c-a2fe85b370d8","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 sm:text-left\n","attributes":{"link":"","alias":"Inline Cta","id":"6ef8828b-9a16-4856-b86c-a2fe85b370d8","reuId":"BBF7DG","parentClientId":"04f130cf-fb30-490b-a627-51c81a7771a8","className":"group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 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text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500\"\u003eSchedule a demo with Rippling today\u003c/p\u003e","validationIssues":[],"attributes":{"content":"Automate the most tedious parts of expense management","dropCap":false,"className":"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500","id":"1c894d9a-f4d8-46ad-8a10-ee85c23da581","reuId":"aJEkYS","parentClientId":"04f130cf-fb30-490b-a627-51c81a7771a8","innerContent":"Automate the most tedious parts of expense management","data":{}},"innerBlocks":[]},{"clientId":"133ce7f2-294b-4e56-862e-7f5a64917145","name":"button","isValid":true,"originalContent":"","validationIssues":[],"className":" btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15","attributes":{"text":"See Rippling Expense Management","link":"/expense-management","openInNewTab":false,"id":"133ce7f2-294b-4e56-862e-7f5a64917145","reuId":"bKt2MJ","parentClientId":"04f130cf-fb30-490b-a627-51c81a7771a8","className":" btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15","data":{}},"innerBlocks":[]}],"added":true,"position":"first"}]},{"name":"wrapper","attributes":{"slug":"blog-text-block","alias":"Text Block","className":"pb-48 md:pb-64","id":"50b329c3-f220-4379-be34-4eb6b2d8eede","reuId":"4zlXFD","data":{}},"innerBlocks":[{"clientId":"116b286a-c11f-4eeb-97dd-b23df26b8733","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","attributes":{"alias":"Grid","id":"116b286a-c11f-4eeb-97dd-b23df26b8733","reuId":"ex1fna","parentClientId":"3839ea92-c5a7-457c-93b0-e4a55c3b0a63","className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","data":{}},"innerBlocks":[{"clientId":"0bcdc31d-7567-4134-93dd-b35d067c9552","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"attributes":{"alias":"Row","id":"0bcdc31d-7567-4134-93dd-b35d067c9552","reuId":"zJ383d","parentClientId":"3839ea92-c5a7-457c-93b0-e4a55c3b0a63","data":{}},"innerBlocks":[{"clientId":"3bea6cce-26d6-4a0d-b731-7257aca6ccab","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"flex flex-col items-start w-100%","attributes":{"alias":"Column","id":"3bea6cce-26d6-4a0d-b731-7257aca6ccab","reuId":"Ppo84u","parentClientId":"3839ea92-c5a7-457c-93b0-e4a55c3b0a63","className":"flex flex-col items-start w-100%","data":{}},"innerBlocks":[{"clientId":"1ccd0e3c-28ac-4681-a5de-e3e49738e479","name":"heading","isValid":true,"attributes":{"content":"Automate your expense policy with Rippling","level":3,"id":"1ccd0e3c-28ac-4681-a5de-e3e49738e479","reuId":"iEsNCh","innerContent":"Automate your expense policy with Rippling","data":{}},"innerBlocks":[]},{"clientId":"fab34e27-f479-4c75-a560-438833b8c795","name":"paragraph","isValid":true,"attributes":{"content":"\u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e consolidates all of your company’s finances—from payroll and benefits to corporate cards and expense management–giving you an up-to-date view of cash flow across your company and offering unprecedented control over spending patterns. ","dropCap":false,"id":"fab34e27-f479-4c75-a560-438833b8c795","reuId":"Iw4QEo","innerContent":"\u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e consolidates all of your company’s finances—from payroll and benefits to corporate cards and expense management–giving you an up-to-date view of cash flow across your company and offering unprecedented control over spending patterns. ","data":{}},"innerBlocks":[]},{"clientId":"0e15b61f-8812-4d41-ad06-93d295a225bb","name":"paragraph","isValid":true,"attributes":{"content":"While most \u003ca href=\"/blog/best-expense-management-software-for-your-company\"\u003eexpense management solutions\u003c/a\u003e only allow for basic employee-manager approval chains, with Rippling expense management’s advanced policy engine, you can set hyper-custom policies based on the vendor, dollar amount, and expense category, helping you block out-of-policy expenses with ease. You can also tee up automated workflows that help you control spend, like triggering an alert when a department’s expenses sharply increase. ","dropCap":false,"id":"0e15b61f-8812-4d41-ad06-93d295a225bb","reuId":"7FbFti","innerContent":"While most \u003ca href=\"/blog/best-expense-management-software-for-your-company\"\u003eexpense management solutions\u003c/a\u003e only allow for basic employee-manager approval chains, with Rippling expense management’s advanced policy engine, you can set hyper-custom policies based on the vendor, dollar amount, and expense category, helping you block out-of-policy expenses with ease. You can also tee up automated workflows that help you control spend, like triggering an alert when a department’s expenses sharply increase. ","data":{}},"innerBlocks":[]},{"clientId":"383a7c3c-13d1-4ea4-b4dd-99554a0b7f13","name":"paragraph","isValid":true,"attributes":{"content":"\u003cstrong\u003eWith Rippling you can:\u003c/strong\u003e\u0026nbsp;","dropCap":false,"id":"383a7c3c-13d1-4ea4-b4dd-99554a0b7f13","reuId":"vWbVPm","innerContent":"\u003cstrong\u003eWith Rippling you can:\u003c/strong\u003e\u0026nbsp;","data":{}},"innerBlocks":[]},{"clientId":"8c6338b7-4821-4e51-b1dd-73f3e94ff02a","name":"list","isValid":true,"attributes":{"ordered":false,"values":"","id":"8c6338b7-4821-4e51-b1dd-73f3e94ff02a","reuId":"3YvuWv","data":{}},"innerBlocks":[{"clientId":"a28bf77e-57d3-41e3-b3c1-cf4857da4763","name":"list-item","isValid":true,"attributes":{"content":"Automatically route expenses and bills to the right approver every time. ","id":"a28bf77e-57d3-41e3-b3c1-cf4857da4763","reuId":"9PVrLd","data":{}},"innerBlocks":[]},{"clientId":"d7ec132c-7681-4b09-82e3-c690348ae876","name":"list-item","isValid":true,"attributes":{"content":"Flag out-of-policy spending with hyper-custom policies, like by vendor or value, for further review. ","id":"d7ec132c-7681-4b09-82e3-c690348ae876","reuId":"qzDvYE","data":{}},"innerBlocks":[]},{"clientId":"8c4b0589-0da8-465e-9c03-77cf9c09fd98","name":"list-item","isValid":true,"attributes":{"content":"Close the books faster with AI-powered transaction categorization, and integration with your accounting systems.","id":"8c4b0589-0da8-465e-9c03-77cf9c09fd98","reuId":"2IC2Et","data":{}},"innerBlocks":[]}]},{"clientId":"b934665f-f060-4683-bf66-3753277e0dbe","name":"heading","isValid":true,"attributes":{"content":"Frequently asked questions","level":3,"id":"b934665f-f060-4683-bf66-3753277e0dbe","reuId":"eMa24i","innerContent":"Frequently asked questions","data":{}},"innerBlocks":[]},{"clientId":"3ae112f2-4e87-4f75-a7a5-8ee48ee3ed28","name":"heading","isValid":true,"attributes":{"content":"What makes a good expense policy?","level":4,"id":"3ae112f2-4e87-4f75-a7a5-8ee48ee3ed28","reuId":"1IaCXB","innerContent":"What makes a good expense policy?","data":{}},"innerBlocks":[]},{"clientId":"66a6a78b-8f85-49a6-b8e7-5971b1843b93","name":"paragraph","isValid":true,"attributes":{"content":"A good expense policy is clear, concise, and easy to follow. It should outline acceptable business expenses, set clear spending limits, define documentation requirements, and provide a straightforward approval process. It should also balance \u003ca href=\"/blog/cost-control-strategies-for-businesses\"\u003ecost control\u003c/a\u003e with flexibility so employees understand the rules without feeling overly restricted. And employers should regularly update the policy to reflect changes in company goals, industry standards, or legal requirements.","dropCap":false,"id":"66a6a78b-8f85-49a6-b8e7-5971b1843b93","reuId":"HuTafJ","innerContent":"A good expense policy is clear, concise, and easy to follow. It should outline acceptable business expenses, set clear spending limits, define documentation requirements, and provide a straightforward approval process. It should also balance \u003ca href=\"/blog/cost-control-strategies-for-businesses\"\u003ecost control\u003c/a\u003e with flexibility so employees understand the rules without feeling overly restricted. And employers should regularly update the policy to reflect changes in company goals, industry standards, or legal requirements.","data":{}},"innerBlocks":[]},{"clientId":"240c8e04-556b-47c7-9597-89ad5489a68f","name":"heading","isValid":true,"attributes":{"content":"What is an expense incurred policy?","level":4,"id":"240c8e04-556b-47c7-9597-89ad5489a68f","reuId":"47uzr9","innerContent":"What is an expense incurred policy?","data":{}},"innerBlocks":[]},{"clientId":"773a8f79-2756-467d-82b5-efe24462571e","name":"paragraph","isValid":true,"attributes":{"content":"An expense incurred policy outlines how and when employees can claim reimbursement for costs they’ve paid out of pocket while conducting business activities. This type of policy typically covers expenses like travel, meals, and office supplies. It should cover requirements for submitting receipts or other documentation to prove the expenditure, so all incurred expenses are properly tracked, reported, and reimbursed in a timely and transparent manner.","dropCap":false,"id":"773a8f79-2756-467d-82b5-efe24462571e","reuId":"8Rt866","innerContent":"An expense incurred policy outlines how and when employees can claim reimbursement for costs they’ve paid out of pocket while conducting business activities. This type of policy typically covers expenses like travel, meals, and office supplies. It should cover requirements for submitting receipts or other documentation to prove the expenditure, so all incurred expenses are properly tracked, reported, and reimbursed in a timely and transparent manner.","data":{}},"innerBlocks":[]},{"clientId":"b055e03c-be59-4170-b9aa-82ab44fa23ba","name":"heading","isValid":true,"attributes":{"content":"What is a T\u0026amp;E expense policy?","level":4,"id":"b055e03c-be59-4170-b9aa-82ab44fa23ba","reuId":"4hvIpl","innerContent":"What is a T\u0026amp;E expense policy?","data":{}},"innerBlocks":[]},{"clientId":"1e933bf7-a6ee-4271-96e6-541b69bf5176","name":"paragraph","isValid":true,"attributes":{"content":"A Travel \u0026amp; Entertainment (T\u0026amp;E) expense policy is a set of guidelines governing how employees can spend company funds on travel and entertainment activities related to business. This policy includes rules for airfare, lodging, meals, client entertainment, and transportation, as well as the maximum spending limits for each category. A T\u0026amp;E policy helps control costs while giving employees the flexibility to conduct necessary business-related travel or client meetings.","dropCap":false,"id":"1e933bf7-a6ee-4271-96e6-541b69bf5176","reuId":"tevmKg","innerContent":"A Travel \u0026amp; Entertainment (T\u0026amp;E) expense policy is a set of guidelines governing how employees can spend company funds on travel and entertainment activities related to business. This policy includes rules for airfare, lodging, meals, client entertainment, and transportation, as well as the maximum spending limits for each category. A T\u0026amp;E policy helps control costs while giving employees the flexibility to conduct necessary business-related travel or client meetings.","data":{}},"innerBlocks":[]},{"clientId":"45e71e5b-09f5-46c6-8019-51282b73a3fc","name":"heading","isValid":true,"attributes":{"content":"Can I create custom expense policies with Rippling?","level":4,"id":"45e71e5b-09f5-46c6-8019-51282b73a3fc","reuId":"r8LuiS","innerContent":"Can I create custom expense policies with Rippling?","data":{}},"innerBlocks":[]},{"clientId":"78081153-6a86-4d9d-8a64-3a1761440627","name":"paragraph","isValid":true,"attributes":{"content":"Yes! With \u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e, you can define specific spending categories, set hyper-custom policies based on the vendor, dollar amount, and expense category, and automate the submission and reimbursement process. This level of customization ensures that your expense policy aligns with your company’s financial goals, while also offering flexibility for different departments or teams.","dropCap":false,"id":"78081153-6a86-4d9d-8a64-3a1761440627","reuId":"0W5Tws","innerContent":"Yes! With \u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e, you can define specific spending categories, set hyper-custom policies based on the vendor, dollar amount, and expense category, and automate the submission and reimbursement process. This level of customization ensures that your expense policy aligns with your company’s financial goals, while also offering flexibility for different departments or teams.","data":{}},"innerBlocks":[]},{"clientId":"8cafcd05-f71a-46ed-b4e6-4ce26d272fa0","name":"heading","isValid":true,"attributes":{"content":"Where can I find an expense policy example?","level":4,"id":"8cafcd05-f71a-46ed-b4e6-4ce26d272fa0","reuId":"Bu3ayi","innerContent":"Where can I find an expense policy example?","data":{}},"innerBlocks":[]},{"clientId":"8b76968e-3f35-4ee8-908f-bfe9f1f1f248","name":"paragraph","isValid":true,"attributes":{"content":"You can find examples of expense policies in various online resources, including many business publications. Websites like SHRM (Society for Human Resource Management) provide expense reimbursement policy \u003ca href=\"https://www.shrm.org/topics-tools/tools/policies/expense-reimbursement-policy\" target=\"_blank\" rel=\"noreferrer noopener\"\u003etemplates\u003c/a\u003e to help you get started. These examples can serve as a guide when drafting your own policy.","dropCap":false,"id":"8b76968e-3f35-4ee8-908f-bfe9f1f1f248","reuId":"cvypRV","innerContent":"You can find examples of expense policies in various online resources, including many business publications. Websites like SHRM (Society for Human Resource Management) provide expense reimbursement policy \u003ca href=\"https://www.shrm.org/topics-tools/tools/policies/expense-reimbursement-policy\" target=\"_blank\" rel=\"noreferrer noopener\"\u003etemplates\u003c/a\u003e to help you get started. These examples can serve as a guide when drafting your own policy.","data":{}},"innerBlocks":[]}]}]}],"added":true,"position":"first"}]},{"name":"wrapper","attributes":{"slug":"blog-inline-cta-image-dark","alias":"Grid Inline Cta w/image","className":" max-w-100% mx-auto pb-48 xsx:w-93% md:max-w-725 md:pb-64 md:px-0 md:w-100%","id":"f9aa94d2-a022-42f7-af8a-6280e3855a5d","reuId":"U7Fz2V","data":{}},"innerBlocks":[{"clientId":"089579d7-64df-4d84-b0de-c3abcacb7a12","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":" group bg-plum flex flex-col items-end justify-center mx-auto overflow-hidden rounded-4 text-center w-100% sm:flex-row sm:max-w-725 sm:text-left","attributes":{"link":"/request-demo","alias":"Inline Inline Cta w/image","id":"089579d7-64df-4d84-b0de-c3abcacb7a12","reuId":"ENTPgR","parentClientId":"7b076916-714d-40cd-af65-3b5a8cb19d1d","className":" group bg-plum flex flex-col items-end justify-center mx-auto overflow-hidden rounded-4 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max-w-100% mb-8 text-22 text-center text-white sm:leading-30 sm:max-w-300 sm:text-24 sm:text-left\"\u003eSchedule a demo with Rippling today\u003c/p\u003e","validationIssues":[],"attributes":{"content":"Keep costs in check with automated workflows","dropCap":false,"className":"font-semibold leading-26 max-w-100% mb-8 text-22 text-center text-white sm:leading-30 sm:max-w-300 sm:text-24 sm:text-left","id":"f8de6864-45fd-4fbb-ba6d-1a3d20658e4f","reuId":"DXXcNi","parentClientId":"7b076916-714d-40cd-af65-3b5a8cb19d1d","innerContent":"Keep costs in check with automated workflows","data":{}},"innerBlocks":[]},{"clientId":"f68c0e38-751b-4136-8f36-5717a1eab221","name":"wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"flex items-center sm:items-start justify-center mt-24 relative sm:justify-start sm:mt-32","attributes":{"id":"f68c0e38-751b-4136-8f36-5717a1eab221","reuId":"6gwMoJ","parentClientId":"7b076916-714d-40cd-af65-3b5a8cb19d1d","className":"flex items-center 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pr-0","data":{}},"innerBlocks":[{"clientId":"aa36c36b-5e05-4db4-b0b7-1b9e4819b051","name":"image","isValid":true,"originalContent":"","validationIssues":[],"attributes":{"mediaURL":"https://rippling.imgix.net/images/blog-inline-generic-cta-image.svg?fm=svg","width":"237","height":"146","nonResponsive":true,"id":"aa36c36b-5e05-4db4-b0b7-1b9e4819b051","reuId":"ScHgbG","parentClientId":"7b076916-714d-40cd-af65-3b5a8cb19d1d","data":{}},"innerBlocks":[]}]}]}],"added":true,"position":"first"}]},{"name":"wrapper","attributes":{"alias":"Disclaimer Block","className":"pb-48 md:pb-64","id":"b3947dc3-7819-4f69-b9cf-d7144bcda6ca","reuId":"4zlXFD","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"alias":"Grid","className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","id":"c80c3292-c731-43ee-a69a-6c47b2acbe9b","reuId":"R0uWmE","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"alias":"Row","id":"ee6cc5d6-8a44-4b36-8a3c-a9f4fdfd2d23","reuId":"EqvlO7","data":{}},"innerBlocks":[{"name":"wrapper","attributes":{"alias":"Column","className":"flex flex-col items-start w-100%","id":"aedb8088-e10c-4674-930e-df071cbbd237","reuId":"aoCu83","data":{}},"innerBlocks":[{"name":"paragraph","attributes":{"className":"is-style-p2 font-italic","id":"f5d64028-a70b-4b88-9950-f9022d8e6d2f","reuId":"KdUOeD","innerContent":"\u003cem\u003e\u003cem\u003eThis blog is based on information available to Rippling as of September 19, 2024.\u003c/em\u003e\u003c/em\u003e","content":"\u003cem\u003e\u003cem\u003eThis blog is based on information available to Rippling as of September 19, 2024.\u003c/em\u003e\u003c/em\u003e","data":{}},"innerBlocks":[]},{"clientId":"2fc8265a-1362-4647-96b1-4d5b9712f0b8","name":"paragraph","isValid":true,"added":true,"position":"KdUOeD","attributes":{"content":"\u003cem\u003eDisclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.\u003c/em\u003e","dropCap":false,"className":"is-style-p2 font-italic","id":"2fc8265a-1362-4647-96b1-4d5b9712f0b8","reuId":"DcZGCv","parentClientId":"76572c0f-97c5-4ccb-a1ac-41ad6245846b","innerContent":"\u003cem\u003eDisclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.\u003c/em\u003e","data":{}},"innerBlocks":[]}]}]}]}]}],"data":{"sameCategoryPosts":[{"modified":"2024-05-24T06:55:27","blocks":[{"name":"reusable-2","attributes":{"slug":"blog-text-block","alias":"Text Block","changes":{"simple":[],"complex":[{"attributes":{"name":"rgb/reusable-2","reuId":"4zlXFD"},"innerBlocks":[{"attributes":{"name":"rgb/wrapper","reuId":"R0uWmE","parentClientId":"2dc0791b-0b94-41d6-8e0d-a5694d42725f"},"innerBlocks":[{"attributes":{"name":"rgb/wrapper","reuId":"EqvlO7","parentClientId":"2dc0791b-0b94-41d6-8e0d-a5694d42725f"},"innerBlocks":[{"attributes":{"name":"rgb/wrapper","reuId":"aoCu83","parentClientId":"2dc0791b-0b94-41d6-8e0d-a5694d42725f"},"innerBlocks":[{"clientId":"40bf0a5f-7bdc-40e6-a703-584b7411a12d","name":"core/paragraph","isValid":true,"added":true,"position":"first","attributes":{"content":"When employees dip into personal funds to make job-related purchases, companies should strive to pay them back as quickly as possible. But the reimbursement process can hit snags. It’s hard to keep track of flimsy paper receipts. Approval requests idle in managers’ queue for days. And finance teams have to ensure repayment transactions balance the books.\u0026nbsp;","dropCap":false,"id":"40bf0a5f-7bdc-40e6-a703-584b7411a12d","reuId":"Hkqqbz"},"innerBlocks":[]},{"clientId":"f39cce77-a573-4bf0-b3b2-482b828bd07e","name":"core/paragraph","isValid":true,"added":true,"position":"Hkqqbz","attributes":{"content":"Luckily, expense management software makes the manually time-consuming process quicker, more accurate, and easier to align with company spend policies. Read on for a primer on what expense management is, why it’s so important, and how \u003ca href=\"/expense-management\"\u003ethe right solution\u003c/a\u003e can turn IOUs into prompt reimbursements. ","dropCap":false,"id":"f39cce77-a573-4bf0-b3b2-482b828bd07e","reuId":"kwfBKx"},"innerBlocks":[]},{"clientId":"dfaa0a37-ca85-4bb7-b170-51f7a475716b","name":"core/heading","isValid":true,"added":true,"position":"kwfBKx","attributes":{"content":"What is expense management?","level":3,"id":"dfaa0a37-ca85-4bb7-b170-51f7a475716b","reuId":"4W8wZI"},"innerBlocks":[]},{"clientId":"57144ae2-a7dd-4703-9603-4a93240503ad","name":"core/paragraph","isValid":true,"added":true,"position":"4W8wZI","attributes":{"content":"Expense management refers to the systems companies use to review, reimburse, and record their employees’ job-related purchases.\u0026nbsp;","dropCap":false,"id":"57144ae2-a7dd-4703-9603-4a93240503ad","reuId":"4YDhVo"},"innerBlocks":[]},{"clientId":"8a93da50-7aa5-4370-a5f5-6d55ae366690","name":"core/paragraph","isValid":true,"added":true,"position":"4YDhVo","attributes":{"content":"Businesses need to repay employees for professional expenses charged to personal funds or cards. They also need to set up approval processes to ensure transactions comply with employee spend policies. \u003cem\u003eAnd\u003c/em\u003e they need to account for every purchase so that monthly books tie out. A good expense management program covers all these bases.\u0026nbsp;","dropCap":false,"id":"8a93da50-7aa5-4370-a5f5-6d55ae366690","reuId":"YNpOcX"},"innerBlocks":[]},{"clientId":"f7b2399e-091c-43c6-8aad-959887b881f1","name":"core/paragraph","isValid":true,"added":true,"position":"YNpOcX","attributes":{"content":"The expense management process includes:","dropCap":false,"id":"f7b2399e-091c-43c6-8aad-959887b881f1","reuId":"TIIgAv"},"innerBlocks":[]},{"clientId":"073f2bba-13fe-4ddc-895f-590da3ea3474","name":"core/list","isValid":true,"added":true,"position":"TIIgAv","attributes":{"ordered":false,"values":"","id":"073f2bba-13fe-4ddc-895f-590da3ea3474","reuId":"B0efxs"},"innerBlocks":[{"clientId":"5f555d68-928e-47d4-8970-1a8d546632d4","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eImplementing expense policies: \u003c/strong\u003eFinance leaders should ensure employees across departments know what they can and can’t expense before filing reports. ","id":"5f555d68-928e-47d4-8970-1a8d546632d4","reuId":"WaG0wx"},"innerBlocks":[]},{"clientId":"b172b7d3-52ef-469e-98d7-cf51e0a384a5","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eSubmitting expenses: \u003c/strong\u003eEmployees log every purchase they’d like reimbursed and share receipts with matching amounts. ","id":"b172b7d3-52ef-469e-98d7-cf51e0a384a5","reuId":"AzHO6y"},"innerBlocks":[]},{"clientId":"9de3b880-5428-431d-859d-bbc81013d5b8","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eApproval: \u003c/strong\u003eDesignated approvers—usually managers or department heads—review employee expense reports and either authorize or block claims. ","id":"9de3b880-5428-431d-859d-bbc81013d5b8","reuId":"yIdQ5r"},"innerBlocks":[]},{"clientId":"881aaba7-948d-4fb1-8574-bb68560b89ae","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eRepayment processing: \u003c/strong\u003eFinance teams process reimbursements for approved expenses and pay employees back. ","id":"881aaba7-948d-4fb1-8574-bb68560b89ae","reuId":"kUrpX2"},"innerBlocks":[]},{"clientId":"fdfe2410-4795-4bb7-a860-ef2146ed5492","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eBookkeeping: \u003c/strong\u003eFinance teams record expenses and receipts to keep track of payments and prepare for internal reconciliation or external audits.","id":"fdfe2410-4795-4bb7-a860-ef2146ed5492","reuId":"S5xEgQ"},"innerBlocks":[]}]},{"clientId":"bd28728f-d6d9-4ee2-bab7-9520505c9172","name":"core/heading","isValid":true,"added":true,"position":"B0efxs","attributes":{"content":"Why is expense management important?","level":3,"id":"bd28728f-d6d9-4ee2-bab7-9520505c9172","reuId":"F7UXwe"},"innerBlocks":[]},{"clientId":"5cc7abde-c79c-4a61-b572-28f05f569d25","name":"core/paragraph","isValid":true,"added":true,"position":"F7UXwe","attributes":{"content":"Employees want swift, accurate reimbursements for business expenses they pay for upfront. And a slipshod expense management system not only dampens employee morale; it also hamstrings finance teams’ ability to gauge cash flow and keep costs down. Here are some of the biggest reasons why expense management is crucial for companies to get right.\u0026nbsp;","dropCap":false,"id":"5cc7abde-c79c-4a61-b572-28f05f569d25","reuId":"AXe6Cq"},"innerBlocks":[]},{"clientId":"d877f71c-b02a-4b5a-bd54-9290a89113e1","name":"core/heading","isValid":true,"added":true,"position":"AXe6Cq","attributes":{"content":"Control spend","level":4,"id":"d877f71c-b02a-4b5a-bd54-9290a89113e1","reuId":"YWofVU"},"innerBlocks":[]},{"clientId":"437536f6-3751-4848-98ef-6268362d9829","name":"core/paragraph","isValid":true,"added":true,"position":"YWofVU","attributes":{"content":"Expense management keeps costs in check by encouraging responsible use of company funds. A clear reimbursement policy—tailored to different employees across roles, departments, and locations—ensures employees know what’s allowed before making noncompliant purchases. And a well-oiled approval process ensures out-of-policy transactions don’t slip through the cracks, which can mitigate fraud before finances take a hit.\u0026nbsp;","dropCap":false,"id":"437536f6-3751-4848-98ef-6268362d9829","reuId":"t48agj"},"innerBlocks":[]},{"clientId":"8e19a74c-bc1e-4f05-857b-1315aeddb719","name":"core/paragraph","isValid":true,"added":true,"position":"t48agj","attributes":{"content":"More \u003ca href=\"/resources/controlling-company-spend-count-every-dollar-and-make-every-dollar-count?utm_source=linkedin\u0026amp;utm_medium=social\"\u003econtrol over company spend\u003c/a\u003e helps teams stay within budget and be more efficient with their capital.","dropCap":false,"id":"8e19a74c-bc1e-4f05-857b-1315aeddb719","reuId":"iGcvG7"},"innerBlocks":[]},{"clientId":"76c03a00-25fc-4d18-84f6-19f0507492f1","name":"core/heading","isValid":true,"added":true,"position":"iGcvG7","attributes":{"content":"Regulatory compliance","level":4,"id":"76c03a00-25fc-4d18-84f6-19f0507492f1","reuId":"nJgewx"},"innerBlocks":[]},{"clientId":"f2417bb6-17bc-4694-ad9f-6b330adb33dc","name":"core/paragraph","isValid":true,"added":true,"position":"nJgewx","attributes":{"content":"Efficient expense management also prepares companies for audits. When expense claims, receipts, and reimbursements are neatly organized and recorded in a \u003ca href=\"/blog/how-does-a-general-ledger-work\"\u003egeneral ledger\u003c/a\u003e and other accounting systems, companies have compliant documentation at-the-ready if the IRS or other regulatory agencies come knocking. ","dropCap":false,"id":"f2417bb6-17bc-4694-ad9f-6b330adb33dc","reuId":"jfK9zF"},"innerBlocks":[]},{"clientId":"3f1f9cda-24f3-480f-baf7-6953966a803f","name":"core/heading","isValid":true,"added":true,"position":"jfK9zF","attributes":{"content":"Accurate reporting and financial planning","level":4,"id":"3f1f9cda-24f3-480f-baf7-6953966a803f","reuId":"5lXcfK"},"innerBlocks":[]},{"clientId":"3c456428-d699-40c8-8a71-cda98bc4aa14","name":"core/paragraph","isValid":true,"added":true,"position":"5lXcfK","attributes":{"content":"Expense tracking gives finance teams real-time visibility over different employees’ purchasing patterns. And when employee spend is \u003ca href=\"/blog/rippling-finance-cloud-power-consolidation-financial-management\"\u003econsolidated\u003c/a\u003e among the rest of your company’s finances, businesses have an easier time setting budgets and forecasting a company’s future needs. ","dropCap":false,"id":"3c456428-d699-40c8-8a71-cda98bc4aa14","reuId":"Tk68pn"},"innerBlocks":[]},{"clientId":"73cf3832-482a-467c-8994-444dd2e2e469","name":"core/heading","isValid":true,"added":true,"position":"Tk68pn","attributes":{"content":"The slog of manual expense management","level":3,"id":"73cf3832-482a-467c-8994-444dd2e2e469","reuId":"xeKz25"},"innerBlocks":[]},{"clientId":"b01efaf4-8d35-4553-8984-fa1f73e56dd4","name":"core/paragraph","isValid":true,"added":true,"position":"xeKz25","attributes":{"content":"While expense management is important, an end-to-end manual process makes for a huge time-suck. Employees have to keep track of paper receipts, then approvers have to pore through piles of the likely-wrinkled slips to see if they comply with spend policy, and accountants have to record \u003cem\u003eevery\u003c/em\u003e submission from \u003cem\u003eevery\u003c/em\u003e employee to make sure the books balance out.\u0026nbsp;","dropCap":false,"id":"b01efaf4-8d35-4553-8984-fa1f73e56dd4","reuId":"extMgi"},"innerBlocks":[]},{"clientId":"9764f362-cba1-45c0-8088-6420229b58c6","name":"core/paragraph","isValid":true,"added":true,"position":"extMgi","attributes":{"content":"And even if you level up from handwritten reports and log expense management data into spreadsheets, you still have to keep track of receipts and toil through manual data entry—which risks errors. They're also not user-friendly for every employee.\u0026nbsp;","dropCap":false,"id":"9764f362-cba1-45c0-8088-6420229b58c6","reuId":"xtn0wM"},"innerBlocks":[]},{"clientId":"b0031a53-662f-4273-a45a-985463ce42a5","name":"core/heading","isValid":true,"added":true,"position":"xtn0wM","attributes":{"content":"Benefits of expense management software","level":3,"id":"b0031a53-662f-4273-a45a-985463ce42a5","reuId":"7uzIEY"},"innerBlocks":[]},{"clientId":"234a0e13-d77a-4b0f-a27d-aff6f9e33dc2","name":"core/paragraph","isValid":true,"added":true,"position":"7uzIEY","attributes":{"content":"In lieu of a drawn-out, manual reimbursement system, you can automate the most cumbersome parts of expense management with software. Such platforms streamline every step of the process and empower compliant spending, prompt repayment, and up-to-date bookkeeping. Here are the biggest perks of expense management solutions in more detail.\u0026nbsp;","dropCap":false,"id":"234a0e13-d77a-4b0f-a27d-aff6f9e33dc2","reuId":"l6TWEw"},"innerBlocks":[]},{"clientId":"f6198c58-b17d-4126-b9aa-e470d6b433cc","name":"core/heading","isValid":true,"added":true,"position":"l6TWEw","attributes":{"content":"Reduce manual work","level":4,"id":"f6198c58-b17d-4126-b9aa-e470d6b433cc","reuId":"OhC2eT"},"innerBlocks":[]},{"clientId":"74a18403-e985-40ea-836f-6cc97c090d55","name":"core/paragraph","isValid":true,"added":true,"position":"OhC2eT","attributes":{"content":"Trusty expense management automations can \u003ca href=\"/customers/vcheck\"\u003esave time\u003c/a\u003e for everyone involved in the reimbursement. Via web or a mobile app, employees can electronically submit expense reports, quickly upload paper receipts, and forward emails of e-receipts to automatically match charges. And when admins review transactions, standout solutions can automatically flag duplicate transactions and receipt mismatches, which reduces accounting errors. All the time saved means employees get reimbursed quicker. ","dropCap":false,"id":"74a18403-e985-40ea-836f-6cc97c090d55","reuId":"M8L2F9"},"innerBlocks":[]},{"clientId":"fc453ff4-7394-4887-b2c9-7c1a544af2e6","name":"core/heading","isValid":true,"added":true,"position":"M8L2F9","attributes":{"content":"Automatically block out-of-policy spend","level":4,"id":"fc453ff4-7394-4887-b2c9-7c1a544af2e6","reuId":"gYUu6W"},"innerBlocks":[]},{"clientId":"bf8146ec-9f6c-4f22-9e58-4145c7a2374a","name":"core/paragraph","isValid":true,"added":true,"position":"gYUu6W","attributes":{"content":"Expense management providers can also automatically enforce your spending policies, even when they vary among roles and departments. Instead of spending hours manually checking policy compliance on every reimbursement request, the best platforms can catch unauthorized claims on your behalf—for instance, ensuring remote employees don’t get reimbursed for home office expenses over $500.\u0026nbsp;","dropCap":false,"id":"bf8146ec-9f6c-4f22-9e58-4145c7a2374a","reuId":"1Vukwk"},"innerBlocks":[]},{"clientId":"e21b9399-c046-4dcb-bb9c-f1c3ffa4301c","name":"core/heading","isValid":true,"added":true,"position":"1Vukwk","attributes":{"content":"Build customizable approval chains","level":4,"id":"e21b9399-c046-4dcb-bb9c-f1c3ffa4301c","reuId":"KWRuXL"},"innerBlocks":[]},{"clientId":"d0f4f883-1294-4f9a-9d24-bbe5312f44f3","name":"core/paragraph","isValid":true,"added":true,"position":"KWRuXL","attributes":{"content":"Instead of chasing down department heads to greenlight reimbursements, you can configure expense approval workflows that ensure the right managers oversee the right transactions.\u0026nbsp;","dropCap":false,"id":"d0f4f883-1294-4f9a-9d24-bbe5312f44f3","reuId":"edtykx"},"innerBlocks":[]},{"clientId":"d4fba48f-1173-4b35-9841-bf3a036fc1dd","name":"core/paragraph","isValid":true,"added":true,"position":"edtykx","attributes":{"content":"While most systems make you manually assign approvers to every company policy, the \u003ca href=\"/expense-management\"\u003ebest solutions\u003c/a\u003e boost functionality by letting you build specific, role-based approval chains synced to your org chart. 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Some solutions let you auto-categorize expenses to your general ledger in real-time, saving bookkeepers hours of work manually logging transactions from different vendors to the right expense categories and reconciling them at the end of reporting periods. 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With Rippling Spend, you can create customizable reports, approval chains, and policy enforcements—all on an intuitive platform. ","dropCap":false,"id":"e2058f6c-ff96-4767-be16-c1aee79037cf","reuId":"odzP3i"},"innerBlocks":[]},{"clientId":"29f3618f-6980-4bab-b990-2dbb88d06fa1","name":"core/paragraph","isValid":true,"added":true,"position":"odzP3i","attributes":{"content":"And since Rippling uses employee data to connect finance with the rest of your workforce management processes, company spend policies will automatically apply to new employees as soon as they onboard and automatically adjust if they ever change roles.","dropCap":false,"id":"29f3618f-6980-4bab-b990-2dbb88d06fa1","reuId":"rgnBf5"},"innerBlocks":[]},{"clientId":"2e448f94-e07a-4668-82a7-07878a8f4626","name":"core/paragraph","isValid":true,"added":true,"position":"rgnBf5","attributes":{"content":"What's more, if your company has an international presence or eyes global expansion, Rippling’s \u003ca href=\"/expense-management\"\u003eexpense management solution\u003c/a\u003e lets you reimburse employees around the world in their local currency—all 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class=\"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500\"\u003eSchedule a demo with Rippling today\u003c/p\u003e","validationIssues":[],"attributes":{"content":"Automate expenses with complete control","dropCap":false,"className":"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500","id":"ef9cd6b9-538f-40e6-8f19-156ab6c14f42","reuId":"0dlWA8","parentClientId":"2ec29336-5556-45c4-87ec-ed3ebcb48c16"},"innerBlocks":[]},{"clientId":"c4bdda5b-32bf-4586-a382-c2a7c0fab72b","name":"rgb/button","isValid":true,"originalContent":"","validationIssues":[],"className":" btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15","attributes":{"text":"See 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questions","level":2,"id":"d7109254-7ad6-4371-8b42-003d7ad5e275","reuId":"I95CPZ"},"innerBlocks":[]},{"clientId":"3182d0ea-b1f0-45f2-94f0-dc5c1096f11c","name":"core/heading","isValid":true,"attributes":{"content":"What is expense management?","level":4,"id":"3182d0ea-b1f0-45f2-94f0-dc5c1096f11c","reuId":"aN5RT7"},"innerBlocks":[]},{"clientId":"c11b4734-89a9-45d4-aad0-724558d1b9c5","name":"core/paragraph","isValid":true,"attributes":{"content":"Expense management is the process by which companies review, record, and process reimbursements for business-related purchases employees make on their dime. During the expense management process, employees typically file expense reports logging the transactions they want reimbursed and verifying amounts with receipts. Managers and other designated approvers authorize (or block) the reimbursement request, then finance teams process repayments and record the transaction for accounting purposes.\u0026nbsp;","dropCap":false,"id":"c11b4734-89a9-45d4-aad0-724558d1b9c5","reuId":"nPq5wu"},"innerBlocks":[]},{"clientId":"940b3306-63bb-4173-b17e-6d5ac1749f68","name":"core/heading","isValid":true,"attributes":{"content":"Which is the difference between spend and expense management?","level":4,"id":"940b3306-63bb-4173-b17e-6d5ac1749f68","reuId":"Fvp7NI"},"innerBlocks":[]},{"clientId":"1ee50123-8578-4aa8-b518-fe6b341f1bc7","name":"core/paragraph","isValid":true,"attributes":{"content":"Spend management refers to how companies control different types of expenses—like procurement, credit card transactions, and payroll—altogether. 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","dropCap":false,"id":"2b32f576-8f6a-480a-9adc-81a5951324d9","reuId":"gk4mA2"},"innerBlocks":[]},{"clientId":"e4e262bc-58dd-4f90-bce0-6dec16cf50a8","name":"core/paragraph","isValid":true,"added":true,"position":"gk4mA2","attributes":{"content":"Expense reports also streamline the reconciliation process by helping accounting teams review and record transactions in their company’s \u003ca href=\"/blog/how-does-a-general-ledger-work\"\u003egeneral ledger\u003c/a\u003e. ","dropCap":false,"id":"e4e262bc-58dd-4f90-bce0-6dec16cf50a8","reuId":"aNnCM1"},"innerBlocks":[]},{"clientId":"4e4f2b98-d2ba-4b8a-b26c-33276809354c","name":"core/heading","isValid":true,"added":true,"position":"aNnCM1","attributes":{"content":"Accurate reimbursement","level":4,"id":"4e4f2b98-d2ba-4b8a-b26c-33276809354c","reuId":"6GRHLI"},"innerBlocks":[]},{"clientId":"333ae3ac-3420-4432-9bfd-ad34df35f288","name":"core/paragraph","isValid":true,"added":true,"position":"6GRHLI","attributes":{"content":"When employees dip into personal funds to make purchases on behalf of their employer, companies should strive to pay them back quickly and accurately. Expense reports allow employees to itemize transactions, explain why they made each purchase, and include receipts for record-keeping. This helps companies review, approve, and fully reimburse compliant purchases within every reporting period.\u0026nbsp;","dropCap":false,"id":"333ae3ac-3420-4432-9bfd-ad34df35f288","reuId":"eDrc50"},"innerBlocks":[]},{"clientId":"de6ae523-7d9d-4e22-91bd-7756fd933fcb","name":"core/paragraph","isValid":true,"added":true,"position":"eDrc50","attributes":{"content":"And if finance teams or supervisors catch out-of-policy expense report submissions, they can reimburse legitimate business purchases without paying for any non-compliant transactions.","dropCap":false,"id":"de6ae523-7d9d-4e22-91bd-7756fd933fcb","reuId":"WXIALy"},"innerBlocks":[]},{"clientId":"072009e2-faab-481f-b1fb-c1de41f48c8c","name":"core/heading","isValid":true,"added":true,"position":"WXIALy","attributes":{"content":"Better budgeting","level":4,"id":"072009e2-faab-481f-b1fb-c1de41f48c8c","reuId":"vcwNUA"},"innerBlocks":[]},{"clientId":"a3435d18-fc81-4d62-9ea2-0f3ebb4e0080","name":"core/paragraph","isValid":true,"added":true,"position":"vcwNUA","attributes":{"content":"Expense reports give finance teams real-time visibility over different employees’ purchasing patterns, helping them set realistic budgets for different projects and departments and modify them whenever necessary.\u0026nbsp;","dropCap":false,"id":"a3435d18-fc81-4d62-9ea2-0f3ebb4e0080","reuId":"dtbjf2"},"innerBlocks":[]},{"clientId":"ceba1353-d734-4e19-b4e6-b9eb47abdffb","name":"core/paragraph","isValid":true,"added":true,"position":"dtbjf2","attributes":{"content":"Keep in mind: when employee spend is \u003ca href=\"/blog/rippling-finance-cloud-power-consolidation-financial-management\"\u003econsolidated\u003c/a\u003e among the rest of your company’s finances, businesses have an easier time setting budgets and forecasting a company’s future needs. ","dropCap":false,"id":"ceba1353-d734-4e19-b4e6-b9eb47abdffb","reuId":"FZt5gC"},"innerBlocks":[]},{"clientId":"0bf5886e-816a-417f-a1c8-d6e2a3265a15","name":"core/heading","isValid":true,"added":true,"position":"FZt5gC","attributes":{"content":"Record tax-deductible expenses","level":4,"id":"0bf5886e-816a-417f-a1c8-d6e2a3265a15","reuId":"vxebqV"},"innerBlocks":[]},{"clientId":"ea567bad-98b4-42ba-8644-f1cfc0bf78d6","name":"core/paragraph","isValid":true,"added":true,"position":"vxebqV","attributes":{"content":"Employee-made business expenses are often tax deductible. But for businesses to claim these deductions, they need recorded proof of the relevant transactions. While finance teams can track down receipts and bank account statements, expense reports batch together deductible expenses, making them easier to write off come tax season.\u0026nbsp;","dropCap":false,"id":"ea567bad-98b4-42ba-8644-f1cfc0bf78d6","reuId":"yIBrTL"},"innerBlocks":[]},{"clientId":"37fe1af9-63c5-496e-8f8b-46c2a2cb893f","name":"core/heading","isValid":true,"added":true,"position":"yIBrTL","attributes":{"content":"What to include in an expense report","level":3,"id":"37fe1af9-63c5-496e-8f8b-46c2a2cb893f","reuId":"9qGFf0"},"innerBlocks":[]},{"clientId":"17eafb0a-26d7-47d3-ba10-ffc465cd37ee","name":"core/paragraph","isValid":true,"added":true,"position":"9qGFf0","attributes":{"content":"Expense reports can be either physical or digital documents and typically include the following:\u0026nbsp;","dropCap":false,"id":"17eafb0a-26d7-47d3-ba10-ffc465cd37ee","reuId":"EsLLu6"},"innerBlocks":[]},{"clientId":"29ba9c84-4dd0-4f77-a2f4-c494c4819fc0","name":"core/list","isValid":true,"added":true,"position":"EsLLu6","attributes":{"ordered":false,"values":"","id":"29ba9c84-4dd0-4f77-a2f4-c494c4819fc0","reuId":"Eu2qTd"},"innerBlocks":[{"clientId":"950d5d2c-798d-4d0f-a412-144ca174f8bb","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eEmployee name: \u003c/strong\u003eWho incurred the expense","id":"950d5d2c-798d-4d0f-a412-144ca174f8bb","reuId":"YlCFgk"},"innerBlocks":[]},{"clientId":"448acee2-01b8-49ef-95a8-c8de0db0afec","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eDate: \u003c/strong\u003eWhen the transaction happened","id":"448acee2-01b8-49ef-95a8-c8de0db0afec","reuId":"CWAV74"},"innerBlocks":[]},{"clientId":"6e57b644-3347-4468-9e06-43739d799f7b","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eVendor: \u003c/strong\u003eWhere the purchase came from","id":"6e57b644-3347-4468-9e06-43739d799f7b","reuId":"swzT6d"},"innerBlocks":[]},{"clientId":"93904d08-9b13-494c-b165-2ccc9c74c3ae","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eReference number: \u003c/strong\u003eHow finance teams can map the expense to specific projects or departments","id":"93904d08-9b13-494c-b165-2ccc9c74c3ae","reuId":"8P8Rgj"},"innerBlocks":[]},{"clientId":"157135da-9874-47b7-a0bb-3bf3668f7e48","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eNotes:\u003c/strong\u003e Why the employee made the purchase","id":"157135da-9874-47b7-a0bb-3bf3668f7e48","reuId":"C7tfTL"},"innerBlocks":[]},{"clientId":"cbf204a0-ae8a-4237-b69e-0fc592f9786a","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eAmount: \u003c/strong\u003eThe full cost of the expense","id":"cbf204a0-ae8a-4237-b69e-0fc592f9786a","reuId":"1ubDKm"},"innerBlocks":[]}]},{"clientId":"8abffbd9-1efc-459d-9854-c9da54066f93","name":"core/paragraph","isValid":true,"added":true,"position":"Eu2qTd","attributes":{"content":"The “notes” section can take different forms, but employers should encourage employees to explain their reason for making the purchase, specifying other relevant details and why it was a necessary or important business expense.\u0026nbsp;","dropCap":false,"id":"8abffbd9-1efc-459d-9854-c9da54066f93","reuId":"49Bc9e"},"innerBlocks":[]},{"clientId":"6fb19a2e-8c18-4614-b125-428302b68cea","name":"core/paragraph","isValid":true,"added":true,"position":"49Bc9e","attributes":{"content":"Employees also typically include receipts corresponding to every expense report submission, which managers and finance teams review to see whether the totals match. ","dropCap":false,"id":"6fb19a2e-8c18-4614-b125-428302b68cea","reuId":"Hv86tw"},"innerBlocks":[]},{"clientId":"e67dd17e-5cac-44d2-8987-0c203fd4edd3","name":"core/heading","isValid":true,"added":true,"position":"Hv86tw","attributes":{"content":"Expense report template","level":2,"id":"e67dd17e-5cac-44d2-8987-0c203fd4edd3","reuId":"sgXu1p"},"innerBlocks":[]},{"clientId":"feb794f4-5773-48fd-b676-b6a80a5291dd","name":"core/paragraph","isValid":true,"added":true,"position":"sgXu1p","attributes":{"content":"To help you get started, we created a usable expense report template that you can share with your employees, as well as a filled-in template that shows you what a completed report should look like. Download it below.","dropCap":false,"id":"feb794f4-5773-48fd-b676-b6a80a5291dd","reuId":"aXFbRs"},"innerBlocks":[]},{"attributes":{"name":"core/paragraph","reuId":"KdUOeD"},"deleted":true}]}]}]}]}]},"postId":71227,"id":"8aaa68f4-c268-4f2f-9195-fcb1ca126099","reuId":"4zlXFD"},"innerBlocks":[]},{"name":"reusable-2","attributes":{"slug":"blog-inline-generic-cta","alias":"Grid Inline Cta","changes":{"simple":{"bdTWEt":{"attributes":{"link":""}},"6W11ro":{"attributes":{"content":"Free expense report template"}},"Ta6kaw":{"attributes":{"text":"Download now","link":"/resources/expense-report-template"}}},"complex":[]},"postId":74172,"id":"2b68b221-c31d-4c6a-a076-299d7072f8bb","reuId":"XoZVbA"},"innerBlocks":[]},{"name":"reusable-2","attributes":{"slug":"blog-text-block","alias":"Text Block","changes":{"simple":[],"complex":[{"attributes":{"name":"rgb/reusable-2","reuId":"4zlXFD"},"innerBlocks":[{"clientId":"c93beea3-53fd-4226-842b-6512c617faee","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","attributes":{"alias":"Grid","id":"c93beea3-53fd-4226-842b-6512c617faee","reuId":"OJnInA","parentClientId":"8aaa68f4-c268-4f2f-9195-fcb1ca126099"},"innerBlocks":[{"clientId":"ebf137eb-79d4-48d2-b9d2-20ddd0147b84","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"attributes":{"alias":"Row","id":"ebf137eb-79d4-48d2-b9d2-20ddd0147b84","reuId":"yYYMlS","parentClientId":"8aaa68f4-c268-4f2f-9195-fcb1ca126099"},"innerBlocks":[{"clientId":"54384b6b-af26-42a2-a663-a3e8e46f72d6","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"flex flex-col items-start w-100%","attributes":{"alias":"Column","id":"54384b6b-af26-42a2-a663-a3e8e46f72d6","reuId":"aRFGiJ","parentClientId":"8aaa68f4-c268-4f2f-9195-fcb1ca126099"},"innerBlocks":[{"clientId":"11ac9f01-2b22-4d3b-803b-a1a10ef181c9","name":"core/heading","isValid":true,"added":true,"position":"Hv86tw","attributes":{"content":"Expense reporting process: Manual or automated?","level":3,"id":"11ac9f01-2b22-4d3b-803b-a1a10ef181c9","reuId":"YghExb"},"innerBlocks":[]},{"clientId":"9f4781fc-f438-4205-ada0-fafacb6e2fec","name":"core/paragraph","isValid":true,"added":true,"position":"YghExb","attributes":{"content":"Companies have two main options for processing expense reimbursements.","dropCap":false,"id":"9f4781fc-f438-4205-ada0-fafacb6e2fec","reuId":"i7JucA"},"innerBlocks":[]},{"clientId":"a3f23cf0-7fbf-4bd6-be02-b09360e9837e","name":"core/heading","isValid":true,"added":true,"position":"i7JucA","attributes":{"content":"Manual expense reporting","level":4,"id":"a3f23cf0-7fbf-4bd6-be02-b09360e9837e","reuId":"j8i61F"},"innerBlocks":[]},{"clientId":"c9b05ed9-17f4-4a12-85fa-66d72296726b","name":"core/paragraph","isValid":true,"added":true,"position":"j8i61F","attributes":{"content":"For this conventional expense reporting process, employees manually log all their expenses in employer-distributed forms, which can be on paper or in digital tools like spreadsheets. Employees also have to manually calculate subtotals to make sure numbers add up and map every expense to the right category to make the finance team’s approval and reconciliation process easier. ","dropCap":false,"id":"c9b05ed9-17f4-4a12-85fa-66d72296726b","reuId":"mKBBSg"},"innerBlocks":[]},{"clientId":"221d3d9c-8ceb-4b2c-92ee-0e5d08ee35bd","name":"core/paragraph","isValid":true,"added":true,"position":"mKBBSg","attributes":{"content":"In this manual process, employees have to keep track of their paper receipts to include alongside the expense report. And finance teams have to record every transaction from every employee to tie the books out. ","dropCap":false,"id":"221d3d9c-8ceb-4b2c-92ee-0e5d08ee35bd","reuId":"N7b2Fe"},"innerBlocks":[]},{"clientId":"1ad4d8f5-52ee-4660-8452-b740eb63edbd","name":"core/paragraph","isValid":true,"added":true,"position":"N7b2Fe","attributes":{"content":"While manual expense reporting can reliably reimburse employees and monitor company spend, it drains time and is susceptible to errors. ","dropCap":false,"id":"1ad4d8f5-52ee-4660-8452-b740eb63edbd","reuId":"atHzq3"},"innerBlocks":[]},{"clientId":"ff2bac35-a5dc-4be8-b2aa-8986b7692336","name":"core/heading","isValid":true,"added":true,"position":"atHzq3","attributes":{"content":"Automated expense reporting","level":4,"id":"ff2bac35-a5dc-4be8-b2aa-8986b7692336","reuId":"hWsCHW"},"innerBlocks":[]},{"clientId":"16daf24a-562d-4a9c-ad24-ae97951e0204","name":"core/paragraph","isValid":true,"added":true,"position":"hWsCHW","attributes":{"content":"In lieu of a drawn-out, manual reimbursement system, you can automate the most cumbersome parts of expense management with software. Such platforms streamline every step of the process and encourage compliant spending, prompt repayment, and up-to-date bookkeeping. ","dropCap":false,"id":"16daf24a-562d-4a9c-ad24-ae97951e0204","reuId":"gnMAgo"},"innerBlocks":[]},{"clientId":"e879aa9f-970e-4b4d-9ccb-008b56b4796b","name":"core/paragraph","isValid":true,"added":true,"position":"gnMAgo","attributes":{"content":"\u003ca href=\"/blog/expense-management-software-benefits\"\u003eExpense management software\u003c/a\u003e allows employees to electronically submit expense reports, quickly upload paper receipts, and forward emails of e-receipts to automatically match charges. And when admins review transactions, \u003ca href=\"/expense-management\"\u003estandout solutions\u003c/a\u003e can automatically flag duplicate purchases and receipt mismatches to reduce accounting errors. All the time saved means employees get reimbursed quicker. And finance teams can keep costs in check by building workflows that send automatic alerts when spending grows or employees try to make out-of-policy transactions. ","dropCap":false,"id":"e879aa9f-970e-4b4d-9ccb-008b56b4796b","reuId":"eMuGUV"},"innerBlocks":[]},{"clientId":"662ec893-afb5-4fe8-ac88-c3b11587cfbc","name":"core/paragraph","isValid":true,"added":true,"position":"eMuGUV","attributes":{"content":"What’s more, instead of chasing down department heads to greenlight reimbursements, automated expense management solutions allow administrators to configure expense approval workflows that ensure the right managers oversee the right transactions. ","dropCap":false,"id":"662ec893-afb5-4fe8-ac88-c3b11587cfbc","reuId":"flXjl8"},"innerBlocks":[]},{"clientId":"98889967-804e-443d-8a19-3c17735888b9","name":"core/heading","isValid":true,"added":true,"position":"flXjl8","attributes":{"content":"Automate your expense reporting with Rippling","level":3,"id":"98889967-804e-443d-8a19-3c17735888b9","reuId":"mEzqa8"},"innerBlocks":[]},{"clientId":"0b959706-0055-4b61-8e9c-4a7a05382362","name":"core/paragraph","isValid":true,"added":true,"position":"mEzqa8","attributes":{"content":"Expense management software can save time for everyone involved in the reimbursement process, ensure employers pay employees back accurately, and monitor compliance with internal spend policies. ","dropCap":false,"id":"0b959706-0055-4b61-8e9c-4a7a05382362","reuId":"OPMvbb"},"innerBlocks":[]},{"clientId":"fe90a990-ce32-40d9-8477-74518817414f","name":"core/paragraph","isValid":true,"added":true,"position":"OPMvbb","attributes":{"content":"\u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e, for instance, automates the most time-consuming aspects of the expense management process, giving finance teams unprecedented control over employee spend. ","dropCap":false,"id":"fe90a990-ce32-40d9-8477-74518817414f","reuId":"b8IG6V"},"innerBlocks":[]},{"clientId":"f28b1684-5a8b-4a4f-8156-2615e61e2ca3","name":"core/paragraph","isValid":true,"added":true,"position":"b8IG6V","attributes":{"content":"With Rippling, you can: ","dropCap":false,"id":"f28b1684-5a8b-4a4f-8156-2615e61e2ca3","reuId":"Lcgu0R"},"innerBlocks":[]},{"clientId":"a7db4858-63ab-4caf-951e-68c354ee5a8b","name":"core/list","isValid":true,"added":true,"position":"Lcgu0R","attributes":{"ordered":false,"values":"","id":"a7db4858-63ab-4caf-951e-68c354ee5a8b","reuId":"G84B1O"},"innerBlocks":[{"clientId":"c47b403f-ba9e-4ddb-bf66-4fb8581a15e7","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eAutomatically flag out-of-policy spend: \u003c/strong\u003eInstead of spending hours manually checking policy compliance on every reimbursement request, Rippling lets you build automated workflows that catch unauthorized claims on your behalf.","id":"c47b403f-ba9e-4ddb-bf66-4fb8581a15e7","reuId":"ATbc24"},"innerBlocks":[]},{"clientId":"777cdd81-d55d-42db-be38-ba500e8b8493","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eBuild customizable approval chains: \u003c/strong\u003eWhile most systems make you manually assign approvers to every company policy, Rippling lets you build granular, role-based approval chains synced to your org chart. ","id":"777cdd81-d55d-42db-be38-ba500e8b8493","reuId":"m6xdQw"},"innerBlocks":[]},{"clientId":"e3e4f6a1-3c20-4af2-ba81-616648b3e155","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eSync expenses to your general ledger: \u003c/strong\u003eRippling auto-categorizes expenses to your general ledger in real-time, saving bookkeepers hours of work manually logging transactions from different vendors to the right expense categories and reconciling them at the end of reporting periods.","id":"e3e4f6a1-3c20-4af2-ba81-616648b3e155","reuId":"2GZepg"},"innerBlocks":[]}]},{"clientId":"0ea7ffbd-24d3-4668-a907-0974a192d080","name":"core/heading","isValid":true,"added":true,"position":"G84B1O","attributes":{"content":"Frequently asked questions","level":3,"id":"0ea7ffbd-24d3-4668-a907-0974a192d080","reuId":"2Rcob3"},"innerBlocks":[]},{"clientId":"9487c618-f48a-48aa-9b91-2f4bdc355fbe","name":"core/heading","isValid":true,"added":true,"position":"2Rcob3","attributes":{"content":"Are expense reports mandatory?","level":4,"id":"9487c618-f48a-48aa-9b91-2f4bdc355fbe","reuId":"xFHtft"},"innerBlocks":[]},{"clientId":"a5759a4c-e3c2-4766-9fba-078e0ff183a5","name":"core/paragraph","isValid":true,"added":true,"position":"xFHtft","attributes":{"content":"The federal Fair Labor Standards Act (FLSA) doesn’t legally require companies to reimburse employees for business-related expenses—\u003cem\u003eunless \u003c/em\u003ethe expenses bring earnings below the federal minimum wage. ","dropCap":false,"id":"a5759a4c-e3c2-4766-9fba-078e0ff183a5","reuId":"ZB6Oq0"},"innerBlocks":[]},{"clientId":"668966dd-e173-4806-9920-f24ebbddd83e","name":"core/paragraph","isValid":true,"added":true,"position":"ZB6Oq0","attributes":{"content":"Some state employment laws, however, may mandate expense reimbursement. The California Labor Code, for instance, states that employees are entitled to reimbursements for expenses incurred on the job. ","dropCap":false,"id":"668966dd-e173-4806-9920-f24ebbddd83e","reuId":"Sd4FqB"},"innerBlocks":[]},{"clientId":"19873c89-b30c-41a4-a00b-4df566da0937","name":"core/paragraph","isValid":true,"added":true,"position":"Sd4FqB","attributes":{"content":"And while not always legally mandatory, it’s common practice to pay employees back whenever they make a purchase they need to make for their job. Employers should create a reimbursement policy and distribute it to employees before they make any business purchases or file expense reports. ","dropCap":false,"id":"19873c89-b30c-41a4-a00b-4df566da0937","reuId":"KVfJAg"},"innerBlocks":[]},{"clientId":"4ce45a5e-d625-4cfa-85ab-20ccd346371b","name":"core/heading","isValid":true,"added":true,"position":"KVfJAg","attributes":{"content":"How should expenses be reported?","level":4,"id":"4ce45a5e-d625-4cfa-85ab-20ccd346371b","reuId":"7Y6hx6"},"innerBlocks":[]},{"clientId":"40d46b98-0fe7-4e07-a0e4-c5fe389f3ccc","name":"core/paragraph","isValid":true,"added":true,"position":"7Y6hx6","attributes":{"content":"Expense reports should include the submitter’s name, the date of the purchase, the vendor, the total amount, and details explaining the reason for the expense, which may reference a relevant project or client. ","dropCap":false,"id":"40d46b98-0fe7-4e07-a0e4-c5fe389f3ccc","reuId":"lGmcql"},"innerBlocks":[]},{"clientId":"a5577e0c-95e3-4664-ba91-61a4d45ac604","name":"core/heading","isValid":true,"added":true,"position":"lGmcql","attributes":{"content":"What is the difference between an invoice and an expense report?","level":4,"id":"a5577e0c-95e3-4664-ba91-61a4d45ac604","reuId":"CsOsXV"},"innerBlocks":[]},{"clientId":"859b1ef7-45f2-4438-a49d-4e2816b8fd81","name":"core/paragraph","isValid":true,"added":true,"position":"CsOsXV","attributes":{"content":"Businesses (or sole proprietors) send invoices to clients outlining goods and services provided and requesting payment of a specified dollar amount. Meanwhile, employees send expense reports to their employer requesting reimbursement for business-related purchases. ","dropCap":false,"id":"859b1ef7-45f2-4438-a49d-4e2816b8fd81","reuId":"rvIBPm"},"innerBlocks":[]},{"clientId":"826a6962-ece6-4ce0-ac51-084181281e46","name":"core/paragraph","isValid":true,"added":true,"position":"rvIBPm","attributes":{"content":"While invoices and expense reports contain similar information, the former is submitted by business entities for unpaid wages, the latter is submitted by employees requesting a refund for money they already paid. ","dropCap":false,"id":"826a6962-ece6-4ce0-ac51-084181281e46","reuId":"rxA3r8"},"innerBlocks":[]},{"clientId":"89646f17-5722-4d0a-bdff-c5f470230f9a","name":"core/heading","isValid":true,"added":true,"position":"rxA3r8","attributes":{"content":"What are common examples of Travel and Expenses (T\u0026amp;E)","level":4,"id":"89646f17-5722-4d0a-bdff-c5f470230f9a","reuId":"L2sLYS"},"innerBlocks":[]},{"clientId":"6ef6b24f-f429-435c-ac85-846dbf832d29","name":"core/paragraph","isValid":true,"added":true,"position":"L2sLYS","attributes":{"content":"Companies often reimburse employees for T\u0026amp;E, which typically refers to travel expenses made for business purchases. This can include:","dropCap":false,"id":"6ef6b24f-f429-435c-ac85-846dbf832d29","reuId":"t3SAT7"},"innerBlocks":[]},{"clientId":"6b2f90c1-21ab-41f5-8e37-29393c69fd75","name":"core/list","isValid":true,"added":true,"position":"t3SAT7","attributes":{"ordered":false,"values":"","id":"6b2f90c1-21ab-41f5-8e37-29393c69fd75","reuId":"xqEl2F"},"innerBlocks":[{"clientId":"a004751a-0a88-41e6-841b-a2a34fae9342","name":"core/list-item","isValid":true,"attributes":{"content":"Flights","id":"a004751a-0a88-41e6-841b-a2a34fae9342","reuId":"9RYg85"},"innerBlocks":[]},{"clientId":"82e6f0fa-7551-407f-b7b6-5b027733eafa","name":"core/list-item","isValid":true,"attributes":{"content":"Hotel bookings","id":"82e6f0fa-7551-407f-b7b6-5b027733eafa","reuId":"VlyH1P"},"innerBlocks":[]},{"clientId":"6b57bc7b-b149-476e-8475-d9d648183e4b","name":"core/list-item","isValid":true,"attributes":{"content":"Car rentals","id":"6b57bc7b-b149-476e-8475-d9d648183e4b","reuId":"qNL554"},"innerBlocks":[]},{"clientId":"7fdfea2a-9a02-4ca1-aeab-f8da29217cb3","name":"core/list-item","isValid":true,"attributes":{"content":"Meals","id":"7fdfea2a-9a02-4ca1-aeab-f8da29217cb3","reuId":"WNRJka"},"innerBlocks":[]},{"clientId":"9cfa7db0-0ac9-4533-a6c9-f590b6a7abd5","name":"core/list-item","isValid":true,"attributes":{"content":"Entertainment experiences for clients (like a concert)","id":"9cfa7db0-0ac9-4533-a6c9-f590b6a7abd5","reuId":"dNxn8Z"},"innerBlocks":[]},{"clientId":"bfd1b3eb-b857-4ac8-9c9f-ba4163e5b9fd","name":"core/list-item","isValid":true,"attributes":{"content":"Parking fees","id":"bfd1b3eb-b857-4ac8-9c9f-ba4163e5b9fd","reuId":"lWOPVP"},"innerBlocks":[]}]},{"clientId":"ef2920bd-0f23-406b-bc68-8372085efed3","name":"core/paragraph","isValid":true,"added":true,"position":"xqEl2F","attributes":{"content":"To ensure employees are only expensing necessary business travel costs, you can leverage expense management software to both create and enforce a T\u0026amp;E policy. ","dropCap":false,"id":"ef2920bd-0f23-406b-bc68-8372085efed3","reuId":"hDv28q"},"innerBlocks":[]},{"clientId":"695a5f61-2a81-425f-9a33-e560038d3727","name":"core/paragraph","isValid":true,"added":true,"position":"hDv28q","attributes":{"content":"And with \u003ca href=\"/blog/introducing-rippling-spend-management\"\u003eRippling Spend\u003c/a\u003e, you can track expense management alongside the rest of your company’s finances—vendor bills, payroll, and \u003ca href=\"/blog/what-is-a-corporate-credit-card-how-does-it-work\"\u003ecorporate card\u003c/a\u003e charges—allowing businesses to create tailor-made reports, approval chains, and policy enforcements from a single, intuitive platform. 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A new HR manager buys his own office supplies during his first week in his role. A startup vice president is out of town when his company-provided tablet stops working, so he buys a replacement. Whether a company is big or small, every business has expenses that employees need to cover and subsequently get reimbursed for.\u0026nbsp;","dropCap":false,"id":"02348609-a697-4193-baf3-273bf3c5b7df","reuId":"8AIBVy"},"innerBlocks":[]},{"clientId":"de99340a-0f66-48f5-9bcf-137b791dc6df","name":"core/paragraph","isValid":true,"attributes":{"content":"In this guide, we’ll walk you through everything employers need to consider regarding expense reimbursements—from understanding what to reimburse and how to create an effective reimbursement policy, to the legal considerations and common issues that can arise. 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Effective expense reimbursement policies make sure employees aren’t financially burdened by costs they incur during their work for a company, which fosters a fair and supportive work environment.","dropCap":false,"id":"01ea2872-7dbd-463a-be99-ef569142470f","reuId":"OkEbED"},"innerBlocks":[]},{"clientId":"bb6fdbc9-cfe4-4607-8b56-38b607275858","name":"core/heading","isValid":true,"attributes":{"content":"What expenses should I reimburse?","level":3,"id":"bb6fdbc9-cfe4-4607-8b56-38b607275858","reuId":"0zRcwT"},"innerBlocks":[]},{"clientId":"2cbf91f6-4632-4340-ba85-5f95d2c621c1","name":"core/paragraph","isValid":true,"attributes":{"content":"Determining which expenses to reimburse can be guided by two primary factors:","dropCap":false,"id":"2cbf91f6-4632-4340-ba85-5f95d2c621c1","reuId":"RXxhP3"},"innerBlocks":[]},{"clientId":"e683a810-fe45-4d14-b6e3-01d61f1ea6f0","name":"core/list","isValid":true,"attributes":{"ordered":false,"values":"","id":"e683a810-fe45-4d14-b6e3-01d61f1ea6f0","reuId":"lmYRPh"},"innerBlocks":[{"clientId":"e9c40fa0-044c-450c-861d-d68b39cbf45c","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eIRS guidelines: \u003c/strong\u003eThe Internal Revenue Service (IRS) provides guidelines that help define what constitutes a reimbursable business expense. IRS guidelines relate primarily to taxes, helping ensure that both employers and employees comply with federal tax laws. Expenses that fall within IRS guidelines are generally considered necessary and ordinary business expenses.","id":"e9c40fa0-044c-450c-861d-d68b39cbf45c","reuId":"GrqJxY"},"innerBlocks":[]},{"clientId":"83432507-0f07-4889-9652-de47856e09e4","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eYour company’s expense reimbursement policy: \u003c/strong\u003eWhile IRS guidelines provide a general framework, each company has the flexibility to establish its own specific reimbursement policy. Your policy can outline which expenses incurred are eligible for reimbursement, setting clear expectations for employees while helping to manage your company’s budget. 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In order to qualify for reimbursement, these expenses should be necessary for business activities to operate smoothly.","dropCap":false,"id":"ae0d9c9e-c878-4c36-9c43-25ed9c1a99bc","reuId":"RpnC71"},"innerBlocks":[]}]}]}]},{"attributes":{"name":"rgb/wrapper","reuId":"R0uWmE"},"deleted":true}]}]},"postId":71227,"id":"56abab8f-5ee5-4199-882f-0f45b1ec42dd","reuId":"4zlXFD"},"innerBlocks":[]},{"name":"reusable-2","attributes":{"slug":"blog-inline-generic-cta","alias":"Grid Inline Cta","changes":{"simple":[],"complex":[{"attributes":{"name":"rgb/reusable-2","reuId":"XoZVbA"},"innerBlocks":[{"clientId":"27c709f9-46d3-40dc-8326-dfc05b2de58b","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 sm:text-left\n","attributes":{"link":"","alias":"Inline 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class=\"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500\"\u003eSchedule a demo with Rippling today\u003c/p\u003e","validationIssues":[],"attributes":{"content":"Automate expenses with complete control","dropCap":false,"className":"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500","id":"5b31d27f-55fd-4767-8d80-e287ba58d7b3","reuId":"IAvnHc","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1"},"innerBlocks":[]},{"clientId":"99121fc2-5755-4732-8881-b489dbe0a799","name":"rgb/button","isValid":true,"originalContent":"","validationIssues":[],"className":" btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15","attributes":{"text":"See Rippling Expense Management","link":"/expense-management","openInNewTab":false,"id":"99121fc2-5755-4732-8881-b489dbe0a799","reuId":"LnNzdA","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1"},"innerBlocks":[]}],"added":true,"position":"first"},{"attributes":{"name":"rgb/wrapper","reuId":"bdTWEt"},"deleted":true}]}]},"postId":74172,"id":"cfed8df5-f0a4-43da-8d60-72dd9285d772","reuId":"XoZVbA"},"innerBlocks":[]},{"name":"reusable-2","attributes":{"slug":"blog-text-block","alias":"Text Block","changes":{"simple":[],"complex":[{"attributes":{"name":"rgb/reusable-2","reuId":"4zlXFD"},"innerBlocks":[{"clientId":"891746e5-394b-4dca-bbc9-28a12d30ff8f","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","added":true,"position":"first","attributes":{"alias":"Grid","id":"891746e5-394b-4dca-bbc9-28a12d30ff8f","reuId":"NigAs7","parentClientId":"af7086d0-8661-4c76-bf3f-e07908c72898"},"innerBlocks":[{"clientId":"93a98313-f79a-4f1f-aebc-70ae888652bc","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"attributes":{"alias":"Row","id":"93a98313-f79a-4f1f-aebc-70ae888652bc","reuId":"LoS1I3","parentClientId":"af7086d0-8661-4c76-bf3f-e07908c72898"},"innerBlocks":[{"clientId":"13c94e00-24e5-4ac1-8449-eeba239fce37","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"flex flex-col items-start w-100%","attributes":{"alias":"Column","id":"13c94e00-24e5-4ac1-8449-eeba239fce37","reuId":"Un9gVS","parentClientId":"af7086d0-8661-4c76-bf3f-e07908c72898"},"innerBlocks":[{"clientId":"c75fa28d-0695-4ef1-8bcc-26c36bf65816","name":"core/heading","isValid":true,"attributes":{"content":"How to create an expense reimbursement policy","level":3,"id":"c75fa28d-0695-4ef1-8bcc-26c36bf65816","reuId":"A5UdBk"},"innerBlocks":[]},{"clientId":"02af9871-f046-4b4c-8519-8b68a9065972","name":"core/paragraph","isValid":true,"attributes":{"content":"There are many reasons to create a clear, comprehensive expense reimbursement policy: It helps ensure employees know what’s expected of them and it maintains consistency in how your organization handles reimbursement requests.\u0026nbsp;","dropCap":false,"id":"02af9871-f046-4b4c-8519-8b68a9065972","reuId":"BOAFBF"},"innerBlocks":[]},{"clientId":"2fd76156-3d8f-49dd-8e2d-79667aeaa4cb","name":"core/paragraph","isValid":true,"attributes":{"content":"Here are some key factors to consider when setting your company’s expense reimbursement policy, along with some steps to take to get started:","dropCap":false,"id":"2fd76156-3d8f-49dd-8e2d-79667aeaa4cb","reuId":"zdkXRI"},"innerBlocks":[]},{"clientId":"2c7230b7-f0d8-46d6-8bd8-437ffaa9f70e","name":"core/heading","isValid":true,"attributes":{"content":"Regulate eligible business expenses","level":4,"id":"2c7230b7-f0d8-46d6-8bd8-437ffaa9f70e","reuId":"Y6PNJf"},"innerBlocks":[]},{"clientId":"900c178c-d587-476e-8c6a-aa27d52bc300","name":"core/list","isValid":true,"attributes":{"ordered":true,"values":"","id":"900c178c-d587-476e-8c6a-aa27d52bc300","reuId":"D41nOW"},"innerBlocks":[{"clientId":"ec5d7650-3e1e-4ea5-b299-f7dd64ffc623","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eIdentify categories: \u003c/strong\u003eStart by identifying the categories of business expenses your employees commonly incur. Some examples of expenses might include transportation, meals, entertainment, supplies, professional development, insurance premiums or deductions—but keep in mind that common expenses vary by industry and business type, so take the time to analyze what your employees are truly most likely to spend their own money on to identify reimbursement categories that make the most sense for your policy.","id":"ec5d7650-3e1e-4ea5-b299-f7dd64ffc623","reuId":"Y132Bg"},"innerBlocks":[]},{"clientId":"f3ef7204-1f48-40c7-a687-b7dce2deeb3c","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eSet clear guidelines: \u003c/strong\u003eFor each category, define what is considered a reimbursable business expense. For example, for travel expenses, you might specify that you’ll reimburse costs for airfare, hotel accommodations, transportation, and meals, as long as receipts are provided, and you might provide mileage reimbursement for business travel if an employee uses their own vehicle and provides proof and receipts showing how far they drove it.","id":"f3ef7204-1f48-40c7-a687-b7dce2deeb3c","reuId":"iYn88j"},"innerBlocks":[]},{"clientId":"0d77136c-76ad-4b7b-bf48-1c941da7c69a","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eEstablish limits: \u003c/strong\u003eDetermine spending limits for each type of expense to prevent excessive costs. For example, you might set a maximum per diem allowance for meals or a nightly cap on hotel room rates.","id":"0d77136c-76ad-4b7b-bf48-1c941da7c69a","reuId":"pASWqe"},"innerBlocks":[]},{"clientId":"e9346900-58b6-49f5-a56d-c5b750aef340","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eCommunicate your policy: \u003c/strong\u003eClearly communicate the guidelines you set to all employees through your employee handbook, a dedicated expense policy document, other communication channels, or a combination therein.","id":"e9346900-58b6-49f5-a56d-c5b750aef340","reuId":"JhmSrf"},"innerBlocks":[]}]},{"clientId":"b8504b80-ce86-4895-8946-fbc88c227c5c","name":"core/heading","isValid":true,"attributes":{"content":"Be transparent about the expense reimbursement steps","level":4,"id":"b8504b80-ce86-4895-8946-fbc88c227c5c","reuId":"KwrwNu"},"innerBlocks":[]},{"clientId":"c79eb030-7d59-46fc-a800-55c4303ab9fc","name":"core/list","isValid":true,"attributes":{"ordered":true,"values":"","id":"c79eb030-7d59-46fc-a800-55c4303ab9fc","reuId":"H6pdlO"},"innerBlocks":[{"clientId":"2356a37f-db0b-4834-8db3-9db0ed79c599","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eCreate an expense report submission process: \u003c/strong\u003eDescribe the exact steps employees need to follow to submit their \u003ca href=\"/blog/what-is-an-expense-report\"\u003eexpense reports\u003c/a\u003e. Include information on where to find expense report forms or software, and how to fill them out correctly.","id":"2356a37f-db0b-4834-8db3-9db0ed79c599","reuId":"5ZEqnW"},"innerBlocks":[]},{"clientId":"ac0e752f-c680-4adf-85bc-3b8ed798aa3f","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eDocument the approval workflow: \u003c/strong\u003eExplain the reimbursement approval process, including who is responsible for reviewing and approving expenses. This could be direct managers, department heads, or the finance team.","id":"ac0e752f-c680-4adf-85bc-3b8ed798aa3f","reuId":"AKHyYi"},"innerBlocks":[]},{"clientId":"e68f95d8-bf12-4fb9-acbb-03bc6941d464","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eEstablish a timeline for reimbursement: \u003c/strong\u003eProvide a timeline for when employees can expect to be reimbursed after submitting their claims. Being transparent about the process helps manage expectations and reduce employee frustration.","id":"e68f95d8-bf12-4fb9-acbb-03bc6941d464","reuId":"GtccDA"},"innerBlocks":[]}]},{"clientId":"5b8fc029-1fdf-47a5-bb9b-66e6be6764ad","name":"core/heading","isValid":true,"attributes":{"content":"Determine what proof of purchase you require","level":4,"id":"5b8fc029-1fdf-47a5-bb9b-66e6be6764ad","reuId":"pAuC9L"},"innerBlocks":[]},{"clientId":"285c59a8-b5e4-43db-bfa5-62797f7355a4","name":"core/list","isValid":true,"attributes":{"ordered":true,"values":"","id":"285c59a8-b5e4-43db-bfa5-62797f7355a4","reuId":"H9LeMy"},"innerBlocks":[{"clientId":"ffab5a9d-5ef9-491b-974f-a469d5c56416","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eOutline acceptable documentation: \u003c/strong\u003eClearly state the types of documentation required to support expense reimbursement claims. This can include original receipts, invoices, and any other relevant proof of purchase you choose.","id":"ffab5a9d-5ef9-491b-974f-a469d5c56416","reuId":"VE3QX4"},"innerBlocks":[]},{"clientId":"8e2c98b7-6ffb-41ce-b3c2-fec76c20d795","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eProvide examples: \u003c/strong\u003eOffer examples of acceptable documentation for different types of expenses. For example, a hotel bill for lodging or a receipt from a restaurant for meals.","id":"8e2c98b7-6ffb-41ce-b3c2-fec76c20d795","reuId":"zG3Psv"},"innerBlocks":[]},{"clientId":"fb9b0593-a4e2-420a-9f2d-e35c67e758d9","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eEstablish a policy for lost receipts: \u003c/strong\u003eDecide now what you’ll do about reimbursing expenses if an employee submits an expense report, but doesn’t have any way to provide the proper documentation. Some common ways for employers to handle lost or missing receipts include having the employee sign an affidavit stating that the charges they incurred are complete and correct, or creating a detailed explanation of each charge to submit along with their expense report.","id":"fb9b0593-a4e2-420a-9f2d-e35c67e758d9","reuId":"jcvNuG"},"innerBlocks":[]}]},{"clientId":"d885a463-317e-4eef-a2c4-f5d60efe8ed3","name":"core/heading","isValid":true,"attributes":{"content":"Set a timeframe to request reimbursements","level":4,"id":"d885a463-317e-4eef-a2c4-f5d60efe8ed3","reuId":"YEfmk3"},"innerBlocks":[]},{"clientId":"71492da9-4422-42e2-a656-3e6eda317cb6","name":"core/list","isValid":true,"attributes":{"ordered":true,"values":"","id":"71492da9-4422-42e2-a656-3e6eda317cb6","reuId":"jH2LEQ"},"innerBlocks":[{"clientId":"0caeffe3-f86a-473d-bd6b-1b0df6752aac","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eSet submission deadlines: \u003c/strong\u003eDecide on a suitable time frame for employees to submit expense reports. Many businesses use the 30/60 rule, which requires employees to submit reimbursement requests within 30 days, but no later than 60 days after incurring expenses.","id":"0caeffe3-f86a-473d-bd6b-1b0df6752aac","reuId":"jHlV7L"},"innerBlocks":[]},{"clientId":"53eb912a-b9dc-4e9f-b815-a6f46b8039ea","name":"core/list-item","isValid":true,"attributes":{"content":"\u003cstrong\u003eMonitor compliance: \u003c/strong\u003eTrack compliance with submission deadlines and follow up with employees who miss deadlines to make sure they get reimbursed in a timely manner.","id":"53eb912a-b9dc-4e9f-b815-a6f46b8039ea","reuId":"sMbymu"},"innerBlocks":[]}]},{"clientId":"aad13876-34ba-4c45-b193-023e0ed64953","name":"core/heading","isValid":true,"attributes":{"content":"Automate reimbursement tracking","level":4,"id":"aad13876-34ba-4c45-b193-023e0ed64953","reuId":"ua80Ph"},"innerBlocks":[]},{"clientId":"e3783a36-b94e-4939-8ade-1af066393dba","name":"core/paragraph","isValid":true,"attributes":{"content":"Choose an \u003ca href=\"/blog/expense-management-brex-competitors\"\u003eexpense management software\u003c/a\u003e that fits your company’s needs. For example, \u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e:","dropCap":false,"id":"e3783a36-b94e-4939-8ade-1af066393dba","reuId":"CtMwcL"},"innerBlocks":[]},{"clientId":"41f29162-7caa-4063-84ac-adc9cf5f3f41","name":"core/list","isValid":true,"attributes":{"ordered":false,"values":"","id":"41f29162-7caa-4063-84ac-adc9cf5f3f41","reuId":"D7PGBY"},"innerBlocks":[{"clientId":"5ac09a96-bf45-4f91-b1c3-e5cbd9825cf9","name":"core/list-item","isValid":true,"attributes":{"content":"Automates approvals by allowing you to set granular rules based on employee data","id":"5ac09a96-bf45-4f91-b1c3-e5cbd9825cf9","reuId":"7jV47I"},"innerBlocks":[]},{"clientId":"b8b8c530-438e-4ec7-9401-c10f94241ac5","name":"core/list-item","isValid":true,"attributes":{"content":"Automatically blocks reimbursement for out-of-policy expenses","id":"b8b8c530-438e-4ec7-9401-c10f94241ac5","reuId":"WknvwB"},"innerBlocks":[]},{"clientId":"049cd5ac-092d-4b00-98de-6bab76ea4f0a","name":"core/list-item","isValid":true,"attributes":{"content":"Reimburses employees globally in their local currency","id":"049cd5ac-092d-4b00-98de-6bab76ea4f0a","reuId":"6PuuFx"},"innerBlocks":[]},{"clientId":"be1fa857-7b9a-45a5-9ab0-b5a024cf4e59","name":"core/list-item","isValid":true,"attributes":{"content":"Catches and flags receipt mismatches and duplicate expenses for review","id":"be1fa857-7b9a-45a5-9ab0-b5a024cf4e59","reuId":"dikThm"},"innerBlocks":[]}]},{"clientId":"d9549bb4-03fb-459f-b506-d1bea97404b0","name":"core/heading","isValid":true,"attributes":{"content":"Legal considerations about expense reimbursement","level":3,"id":"d9549bb4-03fb-459f-b506-d1bea97404b0","reuId":"VwGxTa"},"innerBlocks":[]},{"clientId":"71b92b08-32ac-4ade-baa6-c99857ee1244","name":"core/paragraph","isValid":true,"attributes":{"content":"When developing your own organization’s expense reimbursement policy, it’s important to consider the legal implications, not only to protect your company, but also to treat your employees fairly under the law. Here are some legal aspects to keep in mind:","dropCap":false,"id":"71b92b08-32ac-4ade-baa6-c99857ee1244","reuId":"gfsUSG"},"innerBlocks":[]},{"clientId":"05591541-9bcb-4864-af89-6a69ff45ffda","name":"core/heading","isValid":true,"attributes":{"content":"The per diem rate","level":4,"id":"05591541-9bcb-4864-af89-6a69ff45ffda","reuId":"uGAXN0"},"innerBlocks":[]},{"clientId":"10750e4d-152e-4cea-a42e-bcc3b61e6c4b","name":"core/paragraph","isValid":true,"attributes":{"content":"The General Services Administration (GSA) sets standard per diem rates for travel expenses, which include lodging, meals, and incidental expenses. While the GSA’s per diem rates provide a helpful benchmark or starting point, companies can (and should) tailor them to better fit their specific needs and budget constraints.","dropCap":false,"id":"10750e4d-152e-4cea-a42e-bcc3b61e6c4b","reuId":"677Huc"},"innerBlocks":[]},{"clientId":"0975809c-1e14-45e3-8bcf-b4c6079096ab","name":"core/paragraph","isValid":true,"attributes":{"content":"Review the current GSA per diem rates and adjust them as needed to align with your company’s budget and policies. Then, clearly communicate the tailored per diem rate to your employees. Establishing clear per diem rates within your reimbursement policy is one way to help your organization manage travel costs and provide consistency for employees when they travel for business purposes.","dropCap":false,"id":"0975809c-1e14-45e3-8bcf-b4c6079096ab","reuId":"2oNLer"},"innerBlocks":[]},{"clientId":"64fe8437-3fb0-4521-b24e-e0cc0f1b208e","name":"core/heading","isValid":true,"attributes":{"content":"Health-related reimbursements","level":4,"id":"64fe8437-3fb0-4521-b24e-e0cc0f1b208e","reuId":"OdcdTd"},"innerBlocks":[]},{"clientId":"e50d89df-1b3d-496e-9ef8-17844dc6cc4b","name":"core/paragraph","isValid":true,"attributes":{"content":"Due to rising healthcare costs, healthcare reimbursement plans (HRPs) are becoming more popular, especially for small to mid-sized businesses. These are a type of healthcare benefit that differs from traditional group health insurance—rather than choose and administer a healthcare plan, the employer offers a monetary allowance that employees can use to cover their own healthcare expenses, including insurance premiums and other qualifying out-of-pocket costs.\u0026nbsp;","dropCap":false,"id":"e50d89df-1b3d-496e-9ef8-17844dc6cc4b","reuId":"3umVfC"},"innerBlocks":[]},{"clientId":"0346e50b-e6d1-43bf-8ade-72ed9642802e","name":"core/paragraph","isValid":true,"attributes":{"content":"HRPs are tax-advantaged employee benefits that offer employees the flexibility to choose healthcare that’s more tailored to their needs than a group health insurance plan might be. However, HRPs are also subject to regulations, and employees can only be reimbursed for certain qualifying healthcare expenses \u003ca href=\"https://www.irs.gov/pub/irs-pdf/p502.pdf\" target=\"_blank\" rel=\"noreferrer noopener\"\u003eas outlined in IRS Publication 502\u003c/a\u003e.","dropCap":false,"id":"0346e50b-e6d1-43bf-8ade-72ed9642802e","reuId":"3U0rJX"},"innerBlocks":[]},{"clientId":"9ba1c20a-893a-41c3-b843-2e006dac25c8","name":"core/heading","isValid":true,"attributes":{"content":"Fraud prevention","level":4,"id":"9ba1c20a-893a-41c3-b843-2e006dac25c8","reuId":"9LTv81"},"innerBlocks":[]},{"clientId":"fe04fd26-c1b7-41b8-9336-868979dddc79","name":"core/paragraph","isValid":true,"attributes":{"content":"As an employer, managing expense reimbursements also means taking steps to prevent fraud. Depending on the size and nature of your business, you may need to implement certain fraud prevention measures to help protect your company’s financial resources and maintain the integrity of your reimbursement process—requiring detailed documentation, conducting regular audits, and establishing consequences for fraudulent reimbursement claims are some common steps.","dropCap":false,"id":"fe04fd26-c1b7-41b8-9336-868979dddc79","reuId":"Cfpv5n"},"innerBlocks":[]},{"clientId":"7fa5cad2-e120-4dc6-9219-3b9ec749c7ed","name":"core/paragraph","isValid":true,"attributes":{"content":"You may also consider implementing a whistleblower policy to protect employees who report fraudulent activities. As you establish new policies and procedures, always take steps to educate employees on what’s expected of them and what resources are available to them.","dropCap":false,"id":"7fa5cad2-e120-4dc6-9219-3b9ec749c7ed","reuId":"bj59bS"},"innerBlocks":[]}]}]}]},{"attributes":{"name":"rgb/wrapper","reuId":"R0uWmE"},"deleted":true}]}]},"postId":71227,"id":"e9780b3e-01a0-4e16-9fd5-69de5a563f84","reuId":"4zlXFD"},"innerBlocks":[]},{"name":"reusable-2","attributes":{"slug":"blog-inline-generic-cta","alias":"Grid Inline Cta","changes":{"simple":[],"complex":[{"attributes":{"name":"rgb/reusable-2","reuId":"XoZVbA"},"innerBlocks":[{"clientId":"27c709f9-46d3-40dc-8326-dfc05b2de58b","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"group bg-eggshell flex flex-col items-center justify-center mx-auto overflow-hidden py-48 rounded-4 text-center w-100% sm:max-w-750 sm:text-left\n","attributes":{"link":"","alias":"Inline Cta","id":"27c709f9-46d3-40dc-8326-dfc05b2de58b","reuId":"S0sCmY","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1","openInNewTab":false},"innerBlocks":[{"clientId":"1795b778-2994-4f00-8468-571b943d90c6","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"pb-24","attributes":{"simulateClick":true,"alias":"ImageX","id":"1795b778-2994-4f00-8468-571b943d90c6","reuId":"LieaCg","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1"},"innerBlocks":[{"clientId":"19ee232c-6957-4b81-bcf8-7c8ab3968031","name":"rgb/image","isValid":true,"originalContent":"","validationIssues":[],"className":"","attributes":{"mediaURL":"https://rippling.imgix.net/images/blog-inline-generic-cta-btn.svg","width":"47","height":"47","nonResponsive":true,"id":"19ee232c-6957-4b81-bcf8-7c8ab3968031","reuId":"G6DEnr","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1"},"innerBlocks":[]}]},{"clientId":"5b31d27f-55fd-4767-8d80-e287ba58d7b3","name":"core/paragraph","isValid":true,"originalContent":"\u003cp class=\"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500\"\u003eSchedule a demo with Rippling today\u003c/p\u003e","validationIssues":[],"attributes":{"content":"Automate expenses with complete control","dropCap":false,"className":"font-semibold leading-26 max-w-300 mb-8 pb-24 text-22 text-center text-charcoal sm:leading-30 sm:text-24 md:max-w-500","id":"5b31d27f-55fd-4767-8d80-e287ba58d7b3","reuId":"IAvnHc","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1"},"innerBlocks":[]},{"clientId":"99121fc2-5755-4732-8881-b489dbe0a799","name":"rgb/button","isValid":true,"originalContent":"","validationIssues":[],"className":" btn bg-yellow leading-22 min-w-150 px-30 py-10 rounded-2 text-15","attributes":{"text":"See Rippling Expense Management","link":"/expense-management","openInNewTab":false,"id":"99121fc2-5755-4732-8881-b489dbe0a799","reuId":"LnNzdA","parentClientId":"45fc9e4e-82b1-4fc7-a4a0-eeec45d3a0d1"},"innerBlocks":[]}],"added":true,"position":"first"},{"attributes":{"name":"rgb/wrapper","reuId":"bdTWEt"},"deleted":true}]}]},"postId":74172,"id":"f882e85a-5e03-4a55-9fa7-57f9967a1bab","reuId":"XoZVbA"},"innerBlocks":[]},{"name":"reusable-2","attributes":{"slug":"blog-text-block","alias":"Text Block","changes":{"simple":[],"complex":[{"attributes":{"name":"rgb/reusable-2","reuId":"4zlXFD"},"innerBlocks":[{"clientId":"0989b206-ef64-462d-bbbc-a06118326d35","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"max-w-100% mx-auto px-1 sm:max-w-725 sm:px-0","added":true,"position":"first","attributes":{"alias":"Grid","id":"0989b206-ef64-462d-bbbc-a06118326d35","reuId":"Jj7pjt","parentClientId":"af7086d0-8661-4c76-bf3f-e07908c72898"},"innerBlocks":[{"clientId":"3f9c3ed5-7ecc-4b32-8777-09d3768888fb","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"attributes":{"alias":"Row","id":"3f9c3ed5-7ecc-4b32-8777-09d3768888fb","reuId":"lOSGQ4","parentClientId":"af7086d0-8661-4c76-bf3f-e07908c72898"},"innerBlocks":[{"clientId":"a80b7ad0-60af-44f0-ad4c-53c191a75721","name":"rgb/wrapper","isValid":true,"originalContent":"","validationIssues":[],"className":"flex flex-col items-start w-100%","attributes":{"alias":"Column","id":"a80b7ad0-60af-44f0-ad4c-53c191a75721","reuId":"BV8NAK","parentClientId":"af7086d0-8661-4c76-bf3f-e07908c72898"},"innerBlocks":[{"clientId":"32543774-e90e-4d1f-ad43-27e87c065ca9","name":"core/heading","isValid":true,"attributes":{"content":"Common issues when dealing with reimbursable expenses","level":3,"id":"32543774-e90e-4d1f-ad43-27e87c065ca9","reuId":"cTpgUY"},"innerBlocks":[]},{"clientId":"17a570a5-9a21-4d40-8f1e-5595da52a795","name":"core/paragraph","isValid":true,"attributes":{"content":"Handling reimbursable expenses can be challenging for both employers and employees. Addressing common issues—like the ones listed below—will help keep your processes as efficient and transparent as possible.","dropCap":false,"id":"17a570a5-9a21-4d40-8f1e-5595da52a795","reuId":"yBaK9M"},"innerBlocks":[]},{"clientId":"dcd218e9-84c9-4c39-b1d2-f3206c5dcb92","name":"core/heading","isValid":true,"attributes":{"content":"Delay in submission of expense claims","level":4,"id":"dcd218e9-84c9-4c39-b1d2-f3206c5dcb92","reuId":"fr9QTb"},"innerBlocks":[]},{"clientId":"f523d355-4b96-43f5-91e5-6ce9b241c5db","name":"core/paragraph","isValid":true,"attributes":{"content":"Delays in submitting expense reports and reimbursement claims can cause many issues, including cash flow problems and administrative bottlenecks, which is why it’s so important to encourage employees to submit their claims in a timely manner by setting clear deadlines and sending regular reminders when needed. It’s also a good idea to monitor compliance and follow up with any employees who frequently miss deadlines to understand and address any underlying issues.","dropCap":false,"id":"f523d355-4b96-43f5-91e5-6ce9b241c5db","reuId":"DKdnTd"},"innerBlocks":[]},{"clientId":"23e07bb2-1c21-4218-9f9d-694a40da03c3","name":"core/heading","isValid":true,"attributes":{"content":"Manual and inefficient processes","level":4,"id":"23e07bb2-1c21-4218-9f9d-694a40da03c3","reuId":"qzLE94"},"innerBlocks":[]},{"clientId":"0847dd5f-c43d-4436-ae5d-71bd754f457f","name":"core/paragraph","isValid":true,"attributes":{"content":"Manual expense reimbursement processes can be time-consuming and prone to errors. Inefficiencies caused by these types of processes can also contribute to delays and increase the administrative burden—both on employees and the teams responsible for overseeing expense reimbursements and policies.","dropCap":false,"id":"0847dd5f-c43d-4436-ae5d-71bd754f457f","reuId":"umNkdN"},"innerBlocks":[]},{"clientId":"d95036cd-4a50-425a-933f-6628d139594c","name":"core/paragraph","isValid":true,"attributes":{"content":"\u003ca href=\"/blog/expense-management-software-benefits\"\u003eAutomating your expense management process\u003c/a\u003e can significantly improve its efficiency and accuracy, making expense management software like \u003ca href=\"/expense-management\"\u003eRippling\u003c/a\u003e a worthwhile investment.","dropCap":false,"id":"d95036cd-4a50-425a-933f-6628d139594c","reuId":"uYYpvE"},"innerBlocks":[]},{"clientId":"315d305a-526c-46c9-a634-6b405fb08b57","name":"core/heading","isValid":true,"attributes":{"content":"Non-compliance with the company’s reimbursement policies","level":4,"id":"315d305a-526c-46c9-a634-6b405fb08b57","reuId":"yyBkXu"},"innerBlocks":[]},{"clientId":"db28cb20-4973-4659-add7-98479fa2acba","name":"core/paragraph","isValid":true,"attributes":{"content":"From unauthorized, out-of-policy spending to increased costs that go over department budgets, non-compliance with reimbursement policies can lead to a lot of financial headache. Making sure employees understand and adhere to your organization’s reimbursement policy is an essential step when it comes to maintaining control over company expenses.","dropCap":false,"id":"db28cb20-4973-4659-add7-98479fa2acba","reuId":"hmyETH"},"innerBlocks":[]},{"clientId":"bff6ae5e-359e-4d86-a83f-0971a94c350a","name":"core/paragraph","isValid":true,"attributes":{"content":"Here are some steps you can take to mitigate this:","dropCap":false,"id":"bff6ae5e-359e-4d86-a83f-0971a94c350a","reuId":"tWKI3d"},"innerBlocks":[]},{"clientId":"38c2b9ee-c88d-4f1e-9a83-e1f48c458f59","name":"core/list","isValid":true,"attributes":{"ordered":false,"values":"","id":"38c2b9ee-c88d-4f1e-9a83-e1f48c458f59","reuId":"eNK6La"},"innerBlocks":[{"clientId":"32c42827-6b77-4ec8-8c95-c1d47a5516fe","name":"core/list-item","isValid":true,"attributes":{"content":"Clearly communicate the reimbursement policy to all employees, including guidelines and limits.","id":"32c42827-6b77-4ec8-8c95-c1d47a5516fe","reuId":"GRxcCc"},"innerBlocks":[]},{"clientId":"b5d70087-4af0-4985-bd9d-33087b98ae6b","name":"core/list-item","isValid":true,"attributes":{"content":"Provide training sessions to help employees understand the policy and its importance.","id":"b5d70087-4af0-4985-bd9d-33087b98ae6b","reuId":"uJrlOi"},"innerBlocks":[]},{"clientId":"63653ae7-7592-4c82-a808-1c4827487ecf","name":"core/list-item","isValid":true,"attributes":{"content":"Implement a system for monitoring compliance and addressing non-compliance issues as quickly as possible.","id":"63653ae7-7592-4c82-a808-1c4827487ecf","reuId":"CY2aHV"},"innerBlocks":[]},{"clientId":"c304f299-0306-4228-980a-f5e97c5580e1","name":"core/list-item","isValid":true,"attributes":{"content":"Regularly review and update the reimbursement policy to reflect any changes in company practices or regulations.","id":"c304f299-0306-4228-980a-f5e97c5580e1","reuId":"Yckfvl"},"innerBlocks":[]}]},{"clientId":"df781bec-d41d-4676-99dc-1537826a3ccf","name":"core/heading","isValid":true,"attributes":{"content":"Are expense reimbursements taxable?","level":3,"id":"df781bec-d41d-4676-99dc-1537826a3ccf","reuId":"uiDx2A"},"innerBlocks":[]},{"clientId":"de1cfe89-0ed2-4c2c-b280-81f68be4b5a5","name":"core/paragraph","isValid":true,"attributes":{"content":"To understand which expense reimbursements are taxable (and which are not), you need to understand the difference between accountable and non-accountable reimbursement plans.","dropCap":false,"id":"de1cfe89-0ed2-4c2c-b280-81f68be4b5a5","reuId":"DS71au"},"innerBlocks":[]},{"clientId":"708a1fa1-e3c8-4cf8-adac-6d826ee87cdb","name":"core/heading","isValid":true,"attributes":{"content":"Accountable reimbursement plans","level":4,"id":"708a1fa1-e3c8-4cf8-adac-6d826ee87cdb","reuId":"RPKbWs"},"innerBlocks":[]},{"clientId":"b5be62b4-2a5b-4da6-a6e9-592e29383844","name":"core/paragraph","isValid":true,"attributes":{"content":"An accountable plan is a non-taxable expense reimbursement model that must meet IRS guidelines to qualify for tax exemption. Under an accountable plan, employees must:","dropCap":false,"id":"b5be62b4-2a5b-4da6-a6e9-592e29383844","reuId":"QDAcrU"},"innerBlocks":[]},{"clientId":"623dc92b-94b0-4ab6-87d5-c24ffa03028a","name":"core/list","isValid":true,"attributes":{"ordered":false,"values":"","id":"623dc92b-94b0-4ab6-87d5-c24ffa03028a","reuId":"fP1yri"},"innerBlocks":[{"clientId":"1822552a-951c-43ab-a9a0-9620710a6efb","name":"core/list-item","isValid":true,"attributes":{"content":"Incur ordinary and necessary business expenses.","id":"1822552a-951c-43ab-a9a0-9620710a6efb","reuId":"aV2QBv"},"innerBlocks":[]},{"clientId":"fcc412b5-ca48-42bd-bf7e-7390cb1b20eb","name":"core/list-item","isValid":true,"attributes":{"content":"Provide proof to account for their expenses within a reasonable amount of time (typically 60 days).","id":"fcc412b5-ca48-42bd-bf7e-7390cb1b20eb","reuId":"Ie1blH"},"innerBlocks":[]},{"clientId":"007d253e-78ed-4b92-8e62-919239098b5d","name":"core/list-item","isValid":true,"attributes":{"content":"Return any excess reimbursement they receive that’s more than the costs they incurred.","id":"007d253e-78ed-4b92-8e62-919239098b5d","reuId":"wA70od"},"innerBlocks":[]}]},{"clientId":"b2f24055-51d0-4f77-9787-ade6a7eea12a","name":"core/paragraph","isValid":true,"attributes":{"content":"An accountable plan can benefit employers because reimbursed expenses paid back to employees are tax deductible as business costs. 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But employers can only deduct documented business expenses from their taxes—not the entire reimbursement amount.","dropCap":false,"id":"ea105977-2fa3-4a85-88c4-c62fe859a40d","reuId":"YtXUD3"},"innerBlocks":[]},{"clientId":"01752744-e8af-4709-b763-ae69c78b5041","name":"core/heading","isValid":true,"attributes":{"content":"Streamline your processes with Rippling’s expense reimbursement software ","level":3,"id":"01752744-e8af-4709-b763-ae69c78b5041","reuId":"kKocER"},"innerBlocks":[]},{"clientId":"35bbcaee-a418-490e-9304-a94fb2e712d8","name":"core/paragraph","isValid":true,"attributes":{"content":"While most expense management solutions only allow for basic employee-manager approval chains, with \u003ca href=\"/blog/introducing-rippling-spend-management\"\u003eRippling expense management’s\u003c/a\u003e advanced policy engine, you can set hyper-custom reimbursement policies based on the vendor, dollar amount, and expense category, helping you block out-of-policy expenses with ease. 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