Expense Policy Template for NFP industry

An expense policy is a written document that sets out your organisation’s rules for paying work-related expenses. For not-for-profits, where every dollar is accountable to donors, boards, and grant bodies, a clear policy is essential for maintaining trust and meeting compliance obligations.

This free expense policy template gives NFPs 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 program and operational spending
• What expenses are covered by the organisation (e.g. program delivery, travel, office supplies, fundraising)
• What expenses cannot be covered
• Category-specific spending limits and approval workflows
• Employee receipt of acknowledgement
• Receipt and documentation requirements for compliance and acquittal reporting

Who is it for?

Finance officers, treasurers, and operations managers at not-for-profit organisations who need a clear, enforceable expense policy. It works well for NFPs of all sizes, from small community organisations to large multi-program providers, where spending accountability is critical.

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.