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How to write your Expense Reimbursement Plan
We include this 1 page template with Contractors Contract Pack and the Proposal Kit Professional. You will get more content and software automation for data merging, managing client documents, and creating proposals with line item quoting with a Contract Pack or the Professional.
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How do you write a Expense Reimbursement Plan document?
REIMBURSEMENT OF EXPENSES PLAN
(ACCOUNTABILITY PLAN)
Accountability Plan: Declarations and Conditions. Company Name ("Company") wishes to establish an employee expense reimbursement plan, by which employees in the employ of Company may be reimbursed for approved expenses or receive advances for specific future expenses so long as those expenses are properly documented and approved prior to disbursement.
A reimbursement request shall be deemed appropriate if it meets the following guidelines:
The expense is considered to be necessary and ordinary and is connected to, or incurred on behalf of Company's business operations or the performance of an employee's normal job functions or travel. The expense has been approved by Company and the employee's purchase of goods or services is merely for the convenience of Company. The expense is suitably documented and substantiated and submitted to Company within a reasonable period of time. For the purposes of this plan document, "reasonable period of time" shall be considered as submitted for reimbursement within 60 days of when the expense was occurred and paid for by the employee.
Any advanced monies given to employees in excess of what is required are returned to Company within 60 days of disbursement. A reimbursement request that meets the above conditions shall be considered to be covered under the Company accountability plan. All reimbursements shall be excluded from an employee's gross pay and shall be remitted to the employee by check or by direct reimbursement as a line item on the employee's normal paycheck.
Accountability Plan: Exceptions
Notwithstanding the above, the following items shall not be considered to be reimbursable expenses under this plan and may be subject to other Company policies that fall outside of the scope of this accountability plan. The above-listed guidelines constitute the Company's Accountability Plan and in no way limit Company's ability to further limit the amount of monies that an employee may be reimbursed. Company reserves the right to modify this plan at any time or to develop plan limitations on an individual employee basis.
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Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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