Expense Policy Template for Education industry

An expense policy is a written document that sets out your organisation’s rules for paying work-related expenses. In education, where spending spans classroom supplies, IT equipment, professional development, and student programs, a clear policy ensures funds are used appropriately and reporting is straightforward.

This free expense policy template gives education providers 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 departmental and campus purchases
• What expenses are covered by the organisation (e.g. teaching resources, IT licences, excursions, professional development)
• 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?

Business managers, bursars, and finance officers at schools, TAFEs, RTOs, and other education providers who need a clear, enforceable expense policy. It works well for organisations with multiple departments or campuses, where spending rules need to be consistent and transparent.

How to use it

1. Enter your details to download the editable template
2. Fill in the spaces to personalise it with your organisation’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.