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Policy page template
A company policy in plain Markdown – a TL;DR, limits in a table, how to claim, the rules, how to ask for an exception, and a dated change log.
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Expense and travel policy
Owner: Finance · Applies to: everyone at Fernhill · Effective: 1 October 2026 · Version: 4
TL;DR: Spend company money as you would spend your own. Claims under £250 need no approval. Submit receipts within 30 days. Book trains, not flights, inside the UK.
What you can spend without approval
| Category | Limit | Notes |
|---|---|---|
| Meals when travelling | £45 a day | Alcohol is not covered |
| Hotel, London | £180 a night | Book through the travel desk |
| Hotel, other UK cities | £120 a night | |
| Books and courses | £500 a year | Tell your manager first |
| Home office | £300 once, then £100 a year | Chair, desk, monitor |
How to claim
- Take a photo of the receipt.
- Add it in the expenses app within 30 days.
- Finance pays approved claims with the next monthly payroll.
Travel
- Book trains for travel inside the UK. Book flights only when the train takes more than five hours.
- Standard class on trains. First class only when you travel for more than three hours and work on the train.
- Customer visits: your manager approves the trip before you book.
Exceptions
Ask Finance in the #finance channel before you spend. Finance records every exception in this doc's comments, so the next person can see the answer.
Change log
| Version | Date | Change |
|---|---|---|
| 4 | 1 Oct 2026 | Home office allowance added |
| 3 | 3 Mar 2026 | London hotel limit up from £160 to £180 |
| 2 | 12 Sep 2025 | Train-first rule for UK travel |
Source – policy-page.md
# Expense and travel policy
**Owner:** Finance · **Applies to:** everyone at Fernhill · **Effective:** 1 October 2026 · **Version:** 4
> **TL;DR:** Spend company money as you would spend your own. Claims under £250 need no approval. Submit receipts within 30 days. Book trains, not flights, inside the UK.
## What you can spend without approval
| Category | Limit | Notes |
|---|---|---|
| Meals when travelling | £45 a day | Alcohol is not covered |
| Hotel, London | £180 a night | Book through the travel desk |
| Hotel, other UK cities | £120 a night | |
| Books and courses | £500 a year | Tell your manager first |
| Home office | £300 once, then £100 a year | Chair, desk, monitor |
## How to claim
1. Take a photo of the receipt.
2. Add it in the expenses app within 30 days.
3. Finance pays approved claims with the next monthly payroll.
## Travel
- Book trains for travel inside the UK. Book flights only when the train takes more than five hours.
- Standard class on trains. First class only when you travel for more than three hours and work on the train.
- Customer visits: your manager approves the trip before you book.
## Exceptions
Ask Finance in the #finance channel **before** you spend. Finance records every exception in this doc's comments, so the next person can see the answer.
## Change log
| Version | Date | Change |
|---|---|---|
| 4 | 1 Oct 2026 | Home office allowance added |
| 3 | 3 Mar 2026 | London hotel limit up from £160 to £180 |
| 2 | 12 Sep 2025 | Train-first rule for UK travel |
What this template is for
A policy that answers the question in the first screen. The TL;DR gives the main rules, a table gives every limit as a number, and the change log shows what changed and when.
How teams use it
- One page per policy. Expenses, travel, leave and security each get their own page in the same folder.
- Answers stay with the policy. Finance records each exception as a comment on the page, so the next person sees the answer.
- Versions you can point to. Each saved version keeps its date, so you can see which rules applied on a given day.
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