Expense Approval Template for Professional Services
A structured procedure for submitting, reviewing, and approving employee expense claims to ensure policy compliance and accurate reimbursement.
Purpose
To provide a consistent and transparent process for employees to claim reimbursement for legitimate business expenses while ensuring compliance with the expense policy, proper documentation, and timely payment.
Scope
Applies to all employees submitting expense claims for business-related expenditure including travel, meals, accommodation, and incidental costs. Covers submission through to approval and reimbursement posting.
Prerequisites
- Current expense policy document distributed to all employees
- Access to the expense management system or claim forms
- Delegation of authority matrix with expense approval limits
- Chart of accounts and cost-centre codes for expense classification
Designed to meet professional indemnity requirements, client confidentiality obligations, and industry body reporting standards.
Step-by-Step Procedure
Collect and Organise Receipts
Gather all original receipts and tax invoices for expenses incurred during the claim period and organise them by date and category.
- 1.1Photograph or scan each receipt immediately after purchase to avoid loss
- 1.2Ensure each receipt shows the supplier name, date, amount, and GST if applicable
- 1.3Discard personal expenses and retain only business-related items
- 1.4Sort receipts chronologically within each expense category
- Use the mobile expense app to capture receipts on the go
- Thermal receipts fade quickly — scan them as soon as possible
Complete the Expense Claim Form
Enter each expense item into the expense claim form or system with the date, description, category, amount, and GST component.
- 2.1Log into the expense management system and create a new claim
- 2.2Enter each expense line item with accurate descriptions
- 2.3Select the correct expense category and cost centre for each item
- 2.4Attach the scanned receipt to each line item
- Add a brief business purpose for each item to speed up the approval process
Self-Review and Submit
Review the completed claim for accuracy, ensure all receipts are attached, and submit for manager approval.
- 3.1Verify all amounts match the attached receipts
- 3.2Confirm the total claim amount is correct
- 3.3Ensure every line item has a receipt attached
- 3.4Submit the claim through the designated workflow
Manager Review and Approval
The line manager reviews the claim for policy compliance, reasonableness of amounts, and legitimate business purpose before approving or returning for correction.
- 4.1Check that all items comply with the expense policy limits and categories
- 4.2Verify receipts are attached and legible for each line item
- 4.3Confirm each expense has a clear business purpose
- 4.4Approve, partially approve, or return the claim with written comments
- Return claims with missing receipts rather than approving incomplete submissions
- Check for unusual patterns such as frequent round-dollar amounts
Finance Team Verification
The finance team performs a secondary check on approved claims to verify coding accuracy, GST treatment, and compliance with FBT thresholds.
- 5.1Review the general ledger coding and cost-centre allocation
- 5.2Verify GST has been correctly claimed on eligible items only
- 5.3Check whether any items trigger Fringe Benefits Tax obligations
- 5.4Flag any items that exceed policy thresholds for further review
- Maintain a checklist of common FBT trigger items for quick reference
Post and Schedule Reimbursement
Post the verified claim to the accounting system and schedule the reimbursement for the next payment run.
- 6.1Enter the claim into the accounts payable or payroll system
- 6.2Confirm the employee bank details are current
- 6.3Add the reimbursement to the next scheduled payment batch
- 6.4Notify the employee of the expected payment date
Record and Archive
File the completed and approved expense claim with all supporting receipts in the document management system for audit and tax purposes.
- 7.1Save the finalised claim and receipts to the employee expense folder
- 7.2Update the expense tracking register with the claim reference and payment date
- 7.3Retain records for a minimum of five years per ATO requirements
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Expense claims are processed and reimbursed within five business days of submission.
At least 95% of submitted expense claims are fully compliant with policy on first submission.
All FBT-triggering expenses are identified and reported correctly in the FBT return.
Frequently Asked Questions
What expenses can I claim reimbursement for?
You can claim reimbursement for legitimate business expenses incurred on behalf of the organisation, including travel, accommodation, meals during business trips, and approved work-related purchases. Refer to the expense policy for specific categories and limits.
How long do I have to submit an expense claim?
Expense claims should be submitted within 30 days of the expense being incurred, or within 10 business days of returning from a business trip. Late claims may be rejected or deferred to the next period.
Can I claim for expenses paid on a personal credit card?
Yes, provided the expense is a legitimate business cost and you submit the original tax invoice. The reimbursement will be paid to your nominated bank account.
What if I lose a receipt?
If a receipt is lost, you must complete a statutory declaration or lost receipt form detailing the expense. Claims without receipts may be subject to additional scrutiny and may not be eligible for GST credit claims.
What happens if my claim is rejected?
If your claim is rejected, you will receive a notification with the reason. You can correct the issue and resubmit the claim, or escalate to the Finance Manager if you believe the rejection is in error.
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