Expense Policy Template for NFP industry

Not-for-profit organisations are accountable to donors, boards, and grant bodies for every dollar spent. Without a clear expense policy, spending accountability gaps erode trust and make acquittal reporting harder than it needs to be.

This free expense policy template gives NFPs a ready-to-use document covering spending rules, approval workflows, and Visa debit card usage. Customise it for your organisation and distribute it to staff.

What’s inside

• Spending categories specific to NFPs: program delivery, fundraising, volunteer support, grant-specific expenses, and community engagement
• Approval matrix with per-transaction limits and escalation thresholds
• Visa debit card usage rules, including prohibited categories and lost card procedures
• Receipt and documentation requirements aligned with acquittal obligations
• Employee acknowledgement section with signature blocks

Who is it for?

Finance officers, treasurers, and operations managers at not-for-profit organisations.

How to use it

1. Download the branded PDF template
2. Customise the spending categories, limits, and approval thresholds for your organisation
3. Distribute to all employees with Visa debit card access
4. Collect signed acknowledgements and keep on file for compliance

Free template. Customise for your organisation.