Business Meal Policy Example – Travel and Expense Policies

Business Meal Policy Sample

In this article, we’ll look at the key elements that make up an example Business Meal Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Business Meal Policy Template

The following are the main elements that should be included in your Business Meal Policy:

1. Title Page

• Policy Title: Business Meal Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Business Meal Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Business Meal Policy aims to establish clear guidelines for acceptable meal expenses incurred during business travel. It ensures that employees understand the types of meal costs that can be claimed and reimbursed, promoting consistency and compliance with company standards. The policy outlines the necessary documentation required for expense claims, helping to streamline the reimbursement process and maintain accurate financial records. By providing a structured approach, the policy seeks to prevent misuse of company funds and support employees in managing their travel-related expenses effectively

3. Scope

• A description of who the Business Meal Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy outlines the acceptable meal expenses employees can incur during business travel. It specifies the types of meals that qualify for reimbursement and details the documentation required to claim these expenses. Employees must adhere to the guidelines to ensure compliance and proper financial management. The policy applies to all staff members who travel for business purposes and aims to streamline the expense reporting process. By following these procedures, employees can ensure their meal costs are reimbursed efficiently and in accordance with company standards

4. Definitions

• Clarify any key terms or jargon used within the Business Meal Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Business Meal Policy outlines acceptable meal expenses incurred during business travel. It specifies the types of meals that can be claimed, the documentation required for reimbursement, and the process for submitting meal expenses. The policy ensures that employees adhere to company guidelines while traveling for business purposes, promoting consistency and accountability in expense reporting

5. Policy Statement

• A detailed outline of the Business Meal Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Business Meal Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees must adhere to the Business Meal Policy when incurring meal expenses during business travel. Acceptable expenses include meals that are necessary and reasonable. Employees should retain itemized receipts for all meal purchases and submit them with their expense reports. The documentation must include the date, location, attendees, and business purpose of the meal. Claims should be submitted within 30 days of the travel date. Any expenses exceeding the daily allowance require prior approval from a manager. Non-compliance may result in denied reimbursement

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Business Meal Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees must ensure meal expenses during business travel are reasonable and necessary, adhering to company guidelines. They are responsible for documenting expenses accurately, including itemized receipts, and submitting claims promptly through the designated system. Managers must review and approve meal expense claims, ensuring compliance with the policy. The finance department oversees the policy’s implementation, conducts audits, and provides training on proper documentation and submission procedures. Any exceptions to the policy require prior approval from senior management. Compliance with this policy is mandatory to ensure transparency and accountability in business meal expenses

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Business Meal Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Business Meal Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Business Meal Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.