Accountant Employee Expense Policy Writer
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Write an employee expense reimbursement policy for [Company Name].

Company details:
- Company: [name]
- Size: [employees]
- Industry: [type]
- Travel frequency: [frequent/occasional/rare]
- Current policy: [exists/none/outdated]

EMPLOYEE EXPENSE POLICY

1. POLICY PURPOSE
   This policy establishes guidelines for business expense reimbursement to ensure expenses are necessary, reasonable, and properly documented.

2. ELIGIBLE EXPENSES

   TRAVEL
   - Airfare: [coach required for under X hours/policy]
   - Hotel: [reasonable rate — $X per night limit]
   - Car rental: [economy/compact class]
   - Mileage reimbursement: [IRS rate — verify current rate]
   - Parking: [actual cost with receipt]
   - Tolls: [actual cost]
   - Taxis and rideshare: [when no rental car]

   MEALS
   - Business meals: [50% deductible — business purpose required]
   - Daily meal per diem: [$X per day]
   - Alcohol: [not reimbursable/limited to $X]
   - Meals with clients: [must document business purpose and attendees]

   CLIENT ENTERTAINMENT
   - Entertainment: [pre-approval required over $X]
   - Client gifts: [$25 per person per year limit]
   - Event tickets: [pre-approval required]

   OFFICE AND SUPPLIES
   - Office supplies: [under $X no approval]
   - Software subscriptions: [IT approval required]
   - Professional memberships: [manager approval]

3. NON-REIMBURSABLE EXPENSES
   - Personal travel extensions
   - Spouse or family travel
   - Traffic or parking violations
   - Personal grooming
   - Lost or stolen items
   - Expenses without receipts over $[amount]

4. DOCUMENTATION REQUIREMENTS
   - Receipt required for all expenses over $[amount]
   - Business purpose must be documented
   - Attendees listed for meals and entertainment
   - Expense report submitted within [30] days of expense

5. APPROVAL PROCESS
   - Manager approval required: [over $X]
   - VP approval required: [over $X]
   - Pre-approval required for: [travel over $X]

6. REIMBURSEMENT TIMELINE
   - Submit by: [X day of month]
   - Processed by: [X days after submission]
   - Payment method: [direct deposit/check]

Note: Consult tax advisor — meal and entertainment deductibility rules have changed in recent years

Source: https://promptzyo.com/prompt/accountant-employee-expense-policy-writer