Does it replace the mileage policy?

It can, but the mileage-specific policy is more detailed on log and calculation. We recommend keeping both in larger companies.

Does it work for contractors?

Yes, with a specific section. Accounting treatment differs.

How do I integrate with corporate cards?

Cards are optional but recommended for meals and lodging. Mileage typically does not use cards (no fuel-per-mile receipt).

Is there a multi-language version?

Download is plain text. For multilingual, translate per section and version per language.

Yes, if followed in practice. A policy without adherence is worse than no policy at all.

Policy templates · TXT

Expense policy template (T&E)

Complete corporate expense (T&E) policy — mileage, meals, lodging, entertainment.

Download without subscribing

Mileage policy is part of a broader Travel & Expense (T&E) policy covering meals, lodging, airfare, entertainment, and mileage. This template provides the full structure in customizable text — used as a complement or alternative to the mileage-specific policy. It covers 10 categories and the 6 essential blocks per category (scope, limits, substantiation, approval, reimbursement, exceptions).

When to use this template

When you need a single policy covering ALL expenses (not just mileage). Companies with 50+ employees usually prefer full T&E; below that, the mileage-specific policy may suffice. Pair both if you want extra detail on mileage.

How to use in 5 steps

1. Customize header and scope — Company name, effective date, covered groups.
2. Set per-category limits — Lodging per night (e.g. $250 major city, $180 secondary); meals (e.g. $50 lunch); mileage (e.g. $0.70).
3. Build per-amount approval matrix — Up to $500: direct manager. $500-2,000: senior manager. Above: VP/director.
4. Define submission system — Platform (Concur, Clara, internal), deadline (5th of month), format.
5. Train and publish — Distribute to all; build internal FAQ; train managers.

Common pitfalls

Overly generic limits — Meal in NYC ≠ meal in mid-tier city. Per-region limits reduce friction.
Not updating for inflation — A 2018 lodging cap is unrealistic in 2026. Review annually.
Forgetting entertainment — Entertainment has specific tax rules — do not treat as ordinary expense.
Not defining what is NOT reimbursable — Fines, alcohol, class upgrade, personal expense. List explicitly.

Frequently asked questions

Does it replace the mileage policy?: It can, but the mileage-specific policy is more detailed on log and calculation. We recommend keeping both in larger companies.
Does it work for contractors?: Yes, with a specific section. Accounting treatment differs.
How do I integrate with corporate cards?: Cards are optional but recommended for meals and lodging. Mileage typically does not use cards (no fuel-per-mile receipt).
Is there a multi-language version?: Download is plain text. For multilingual, translate per section and version per language.
Is it audit-ready?: Yes, if followed in practice. A policy without adherence is worse than no policy at all.

The online calculator covers the mileage component of this policy. For entertainment, meals, and lodging, integrate with your expense system (Clara, Concur, internal).

Download without subscribing