Travel and Expense Policy Template

Struggling with inconsistent travel and expense policies? Get our customizable Travel and Expense Policy Template to reduce compliance risks, improve employee experience, and enforce consistent practices.

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2025 Travel and Expense Policy Template | Procurify

What’s inside

  • Clear policy guidelines for travel booking, reimbursement, and approvals

  • Defined roles and responsibilities for employees, managers, and finance

  • Sections on per diem rates, allowable vs. non-allowable expenses

  • Built-in flexibility for custom limits, tools, and workflows

  • Alignment with audit and finance team policy best practices

Who should use this?

Finance Managers tired of chasing receipts and fixing policy violations

Controllers or CFOs who need audit-ready documentation

People & HR leaders who want to improve the employee experience

IT or Ops teams integrating T&E systems into broader workflows

Why Finance teams will love it

  • Customizable

    Tailor it to your company’s travel policy, approval process, and expense platform

  • Clear

    Replace outdated documents with easy-to-follow language that reduces administrative strain

  • Built for Scale

    Ideal for teams looking for a tool that grows with them

  • Audit-Ready

    Stay compliant with built-in best practices

Get the T&E Policy Template

Instant access to a clear, audit-ready process.

Download now

Frequently asked questions

What is a Travel and Expense Policy Template?

A T&E (Travel and Expense) Policy Template is a standardized document that outlines company rules for business-related travel, expense reimbursement, per diems, approval workflows, and compliance requirements. This template is customizable to fit your organization’s tools, roles, and spending limits.

Who should use this Travel and Expense Policy Template?

This template is built for:

  • Finance leaders (CFOs, Controllers, Finance Managers)
  • People Ops and HR teams
  • Operations or IT professionals
  • Companies using NetSuite, QuickBooks, or other travel/expense management systems
What makes this Travel and Expense Policy different from others?

Unlike generic templates, this one is:

  • Six pages of clear, professional content
  • Customizable for your workflow and approval process
  • Built to be audit-ready and compliant with global travel norms
  • Designed to reduce employee confusion, compliance risk, and back-and-forth
Can this template be integrated with other expense tools?

Yes. The policy is written to align with modern expense platforms and can easily be plugged into your onboarding flows, training documents, or compliance hubs.

Does this Travel and Expense Policy Template support international travel?

Yes. The template includes sections for:

  • International per diem guidelines
  • Travel advance procedures

You can tailor it to meet local tax and business travel regulations.

Can startups or small businesses use this policy?

Yes. While built for mid-market teams, it’s flexible enough for:

  • Startups needing a first-time policy
  • Companies scaling up and hiring remote or traveling teams

You can adjust the complexity and approval levels as needed.

How often should a Travel and Expense Policy be updated?

Best practice is to review and update your T&E policy:

  • Annually, or
  • After major changes to expense tools, tax laws, or travel behavior

This template makes it easy to adjust fields like reimbursement timelines, approval levels, and vendor preferences.

Is this Travel and Expense Policy Template free to use?

Yes, this is a free travel expense report template designed to help finance teams create clear, consistent, and scalable expense policies. You can edit and implement it across your organization.

Where can I download the Travel and Expense Policy Template?

You can download the full customizable expense policy for employees here: [Download the T&E Policy Template]