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It distinguishes company-paid expenses from employee-paid reimbursable items and sets rules for reasonable, approved business costs. The policy covers travel expenses, including transportation, accommodation, visas, vaccinations, local transport, per diem items, and mileage reimbursement with specified rates. It also states examples of non-reimbursable expenses, submission timelines, required receipts and forms, investigation of excessive or falsified claims, and the June 2025 review schedule.","Expense Policy  \nIntroduction  \nOur Employee Expense Policy outlines how we’ll compensate employees for work-related expenses. We’ll define “work-related expenses” and set a procedure to authorize expenditure. This policy applies to all our employees that need to spend money for work-related activities. Any pay queries should be raised with your manager.  \nDefinition  \nEmployee expenses fall under two categories:  \n Expenses that are paid directly by our company on behalf of employees.  \n Expenses that are paid by our employees and are reimbursable.  \nWe’ll reimburse all reasonable business expenses, after they are approved, in part or in full as the case may be.  \nTravel Expenses  \nTravel expenses include any kind of transportation and accommodation expenses that you incur when going on a business trip. Expenses related to this category that may be fully or partly compensated include:  \n Accommodation, legal document expenses (e.g. Visa)  \n Air, car, train, ship, or other transportation fares  \n Necessary medical expenses (e.g. vaccinations)  \n Local transportation during trips (taxi fares, rental cars etc.)  \n Other minor or per diem expenses that have been approved by an employee's manager (e.g. meals, business material)  \nMileage will be reimbursed for the round‐trip distance between the employee’s work site and the location of the business function being attended. Mileage amounts must be verifiable through the use of commercially available websites (ex. Google Maps) using the “shortest route” option.  \nMileage Rate will be calculated at €0.39 per km for journeys under 50km. For journeys longer than 50km mileage rate will be calculated at €0.19 per km.  \nOther expenses such as parking will be reimbursed at the actual costs. Original, itemized receipts must be provided. Employees must document their travel on the Mileage Reimbursement Form (Appendix 2) .  \nMinimising Expenses  \nWe want to avoid overspending or unnecessary costs. We may contract with hotels and agencies to get the best possible prices. We'll also aim for the cheapest option when we can. For example, we prefer booking plane tickets in economy class, unless there is reason for upgraded travel.  \nNon-reimbursable expenses We will not reimburse the following:  \n Expenses incurred by spouses or other non-employees who accompany our employees on their travels]  \n Un-authorized service upgrade (e.g., business class or hotel rooms)  \nWaterford Sustainable Living Initiative, 19 Chestnut Close, Viewmount, Waterford, Ireland 353 83 207 3751  [www.sliwaterford.ie](www.sliwaterford.ie)  [info@sliwaterford.ie](info@sliwaterford.ie)  \nCompany Number: 645677 Registered Charity Number: 20204811  \nPersonal services (massages, beauty treatments etc.)  \n Personal purchases (gifts, clothes etc.)  \nThis list is not exhaustive. Please ask your manager or HR about reimbursable expenses before you goon a business trip.  \nProcedure  \nWhen you go on work-related trips, your manager or HR will typically arrange for most of your accommodation and transportation costs and document these expenses.  \n When travelling within the country of Ireland SLí will pay €25 per diem for meals and incidental expenses.  \n When travelling outside the country SLí will pay €50 per diem for overnight stays for mealsand incidental expenses.1  \nWhen you incur work-related expenses outside of the above your manager or HR are responsible for approving reimbursement claims. You must document any expenses and submit your reimbursement claim. If your manager approves your expenses, you will receive your reimbursement within two pay periods by electronic transfer. When you incur work-related expenses outside of the above, you should:  \n Ask for your manager's approval.  \n Pease fill in and submit the reimbursement form (See Appendix 1) .  \n Document any expenses that our company hasn't directly arranged for ([e.g. taxi](e.g. taxi) fares.) Please ask for bills and receipts whenever you can.  \n Please submit receipt","cbCaimoHHkqZNjSi","https://ap.wps.com/l/cbCaimoHHkqZNjSi","pdf",316050,4,"English","en",105,"# Introduction\n## Definition\n## Travel Expenses\n## Minimising Expenses\n## Non-reimbursable expenses\n# Procedure\n## Mileage Reimbursement Form (Appendix 2)\n## Expense Reimbursement Form (Appendix 1)","[{\"question\":\"What types of employee expenses does the policy cover?\",\"answer\":\"The policy covers expenses paid directly by the company on an employee’s behalf and expenses paid by employees that are reimbursable. All reasonable business expenses must be approved in part or in full as applicable.\"},{\"question\":\"How are travel and accommodation expenses reimbursed?\",\"answer\":\"Travel expenses include transportation and accommodation incurred for business trips, including items such as visas, vaccinations, local transport, and approved per diem meals and incidental expenses. Original itemized receipts must be provided.\"},{\"question\":\"What expenses are not reimbursable, and what happens for excessive or falsified claims?\",\"answer\":\"Non-reimbursable expenses include spouse or non-employee companion travel, unauthorized service upgrades, personal services, and personal purchases. The company may investigate excessive expenses and take disciplinary action for consistent falsified or exaggerated claims.\"}]","Expense Reimbursement Policy 2023 - Expense Reimbursement Policy | PDF",1790030087,2,{"code":4,"msg":76,"data":77},"ok",{"site_id":69,"language":68,"slug":78,"title":59,"keywords":79,"description":60,"schema_data":80,"social_meta":134,"head_meta":136,"extra_data":138,"updated_unix":139},"expense-reimbursement-policy-2023-expense-reimbursement-policy","",{"@graph":81,"@context":133},[82,96,116],{"@type":83,"itemListElement":84},"BreadcrumbList",[85,89,91,94],{"item":86,"name":87,"@type":88,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":90,"name":10,"@type":88,"position":74},"https://docshare.wps.com/template/",{"item":92,"name":21,"@type":88,"position":93},"https://docshare.wps.com/template/invoices/",3,{"item":95,"name":59,"@type":88,"position":66},"https://docshare.wps.com/template/expense-reimbursement-policy-2023-expense-reimbursement-policy/339405/",{"url":95,"name":59,"@type":97,"image":98,"author":103,"headline":59,"publisher":105,"fileFormat":108,"inLanguage":68,"description":60,"dateModified":109,"datePublished":110,"encodingFormat":108,"isAccessibleForFree":111,"interactionStatistic":112},"DigitalDocument",{"url":99,"@type":100,"width":101,"height":102},"https://docshare.wps.com/thumbnails/expense-reimbursement-policy-2023-expense-reimbursement-policy/339405.png","ImageObject",442,249,{"name":57,"@type":104},"Person",{"url":86,"name":106,"@type":107},"DocShare","Organization","application/pdf","2026-10-14","2026-09-21",true,{"@type":113,"interactionType":114,"userInteractionCount":66},"InteractionCounter",{"@type":115},"ViewAction",{"@type":117,"mainEntity":118},"FAQPage",[119,125,129],{"name":120,"@type":121,"acceptedAnswer":122},"What types of employee expenses does the policy cover?","Question",{"text":123,"@type":124},"The policy covers expenses paid directly by the company on an employee’s behalf and expenses paid by employees that are reimbursable. All reasonable business expenses must be approved in part or in full as applicable.","Answer",{"name":126,"@type":121,"acceptedAnswer":127},"How are travel and accommodation expenses reimbursed?",{"text":128,"@type":124},"Travel expenses include transportation and accommodation incurred for business trips, including items such as visas, vaccinations, local transport, and approved per diem meals and incidental expenses. Original itemized receipts must be provided.",{"name":130,"@type":121,"acceptedAnswer":131},"What expenses are not reimbursable, and what happens for excessive or falsified claims?",{"text":132,"@type":124},"Non-reimbursable expenses include spouse or non-employee companion travel, unauthorized service upgrades, personal services, and personal purchases. The company may investigate excessive expenses and take disciplinary action for consistent falsified or exaggerated claims.","https://schema.org",{"og:url":95,"og:type":135,"og:title":59,"og:site_name":106,"og:description":60},"article",{"robots":137,"canonical":95},"index,follow",{"doc_id":55,"site_id":69},1790460415]