Expense Policy Template for Construction industry

An expense policy is a written document that sets out your company’s rules for paying work-related expenses. In construction, where spending happens across multiple sites, suppliers, and cost categories, a clear policy is essential for controlling costs and maintaining compliance.

This free expense policy template gives construction businesses a ready-to-use document that can be customised and distributed to staff, covering everything from prepaid corporate card usage to receipt requirements.

What’s inside

• Employee roles and responsibilities for managing business expenses
• Manager roles and responsibilities for approvals and oversight
• How to use prepaid corporate cards for site purchases and supplier payments
• What expenses are covered by the company (e.g. materials, equipment hire, fuel, safety gear)
• What expenses cannot be covered
• Category-specific spending limits and approval workflows
• Employee receipt of acknowledgement
• Receipt and documentation requirements for compliance

Who is it for?

Project managers, finance teams, and business owners at construction companies who need a clear, enforceable expense policy. It is especially useful for businesses with multiple active sites, where different teams need consistent rules for purchasing and expense reporting.

How to use it

1. Enter your details to download the editable template
2. Fill in the spaces to personalise it with your company’s rules, limits, and approval workflows
3. Distribute the policy to staff as a guide for using Budgetly prepaid corporate cards and managing business expenses

Free template. Customise for your organisation.