Expense Policy Template for Mining industry

An expense policy is a written document that sets out your company’s rules for paying work-related expenses. Mining operations involve significant spending on fuel, equipment, safety gear, and travel, often across remote sites. A clear policy ensures costs are controlled and properly authorised.

This free expense policy template gives mining 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 operational spending
• What expenses are covered by the company (e.g. fuel, PPE, equipment hire, camp supplies, travel)
• 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?

Finance teams, site managers, and operations leaders at mining companies who need a clear, enforceable expense policy. It is especially useful for businesses with multiple sites or FIFO rosters, where spending rules need to be consistent and understood by everyone from site workers to head office.

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.