Rally — English template
Expense policy working template
Replace every prompt with your business's approved rules. Have the relevant owners review the complete policy before sharing it with employees.
Click a blank field to type. Use Print / save PDF when finished. Entries stay in this tab and are not submitted to Rally or saved after you reload. Keep the completed document in your company's approved records.
Ownership and scope
Company / legal entities covered
People and activities covered
Policy owner and contact
Effective date / next review date
Permitted spending and approval
Permitted expense categories and business-purpose requirements
Limits with currency and basis: per transaction / person / day / trip
Prior approval requirements and authorised approvers
Approver's own expenses and delegated approval
Payment and funding
When to use company payment methods
When personal payment is permitted
Who manages access, budgets and prepaid funding
What to do if a purchase cannot proceed
Evidence and submission
Where and when to submit receipts and business context
Required project, entity and meal-attendee details
Missing receipt recovery and exception process
Record storage, access and local retention requirements
Reimbursement and overseas expenses
Review responsibilities and reimbursement schedule
Treatment of advances and earlier reimbursements
Approved conversion or statement source and fee handling
Local finance owner for country-specific evidence and tax decisions
Agents, corrections and exceptions
Expense tasks supported by the WhatsApp and platform agents
Decisions requiring a person and how to correct a match
Urgent exception contact and escalation route
Supported accounting handoff and final reviewer
Policy approval
Approved by and role
Approval date
Local requirements reviewed by
How employees will receive changes