To effectively build a company's business expense regulations, it not only requires clear administrative and accounting requirements but also must be suitable for the specific operations of the business. Refer to the article below by Bizzi to grasp the instructions for building and the latest business expense regulations templates for 2025.
What is the company's business travel expense policy?
A company business trip expense policy is an internal document that clearly outlines the expenses to be paid when employees travel on business, including:
- Applicable objects
- Scope of work
- Expenses for items such as: Travel expenses (airfare, taxi, gas), Accommodation expenses (hotel, motel), Food expenses, Business allowance, Other related expenses
- Advance payment and settlement process for business expenses
- Required documents and certificates
The purpose of establishing a company business trip expense regulation template is to establish a unified framework for monitoring, managing and paying expenses incurred when employees are sent on business trips. Specifically:
- Standardize information and processes, creating uniformity in forms between departments.
- Serves as a basis for advances and settlement, helping accountants and managers easily appraise, approve expenditures and store records.
- Support effective cost management: Provide an overview of work-related expenses, thereby controlling the budget well and avoiding overspending.
- Create transparency and clarity internally.
- Increase professionalism and enhance employee satisfaction when performing work outside.
Company business expense regulations sample approval process
The business expense approval process is an important part of ensuring that spending – approval – payment is transparent, systematic and in accordance with internal regulations. Below is a standard process, you can customize according to the size and model of your company:
Step 1: Plan and propose work
- The proposer (employee or team leader) makes a work request form, stating clearly: Purpose of work, Time - location, Estimated costs: travel, accommodation, meals, allowances...
- Submit to Department Head or direct manager for approval.
Step 2: Review and advance business expenses
- Once approved, the business traveler can submit a request for an advance (if needed).
- The accounting department checks the validity of the documents and makes advances according to regulations.
Step 3: Do the work
- The staff carried out the work as planned.
- During work, it is necessary to keep all expense documents (invoices, bus tickets, hotel bills, receipts, etc.).
Step 4: Report & Settlement of business expenses
- After completing the work, within 3 - 5 working days: Submit Work Report (if required) >> Attach Work Expense Settlement Form >> Attach full invoice and documents
Step 5: Check and pay
- Accounting department checks the validity of the documents: Compare with the business trip allowance, Check original documents
- Proceed to pay the difference (if any) or recover the excess advance.
Step 6: Save the file
- All records are stored in the accounting department for future reconciliation, auditing or reporting.
The importance of establishing company travel expense regulations
Establishing a business expense policy is an important part of your business's financial and human resource management. Here are the main reasons and benefits that show why it is important:
Financial transparency
- Helps control work costs clearly, avoid loss and unreasonable spending.
- It is the basis for accountants to easily assess and settle work expenses.
Fairness and internal consistency
- Avoid the situation where one person gets paid more and another gets paid less, causing disunity or complaints.
- Employees in each department and position know their rights and obligations when on business trips.
Convenient for approval – payment
- Having a clear process helps managers and accountants quickly approve advances and final payments.
- Reduce the situation of missing documents, wasting time to supplement, and prolonging payment.
Legally compliant and easily auditable
- Establishing regulations helps companies comply with accounting and tax laws.
- When there is an internal or third party inspection or audit, this is the basis for transparent explanation.
Encourage and support employees on business trips
- Being supported with reasonable business expenses will create peace of mind and comfort for employees.
- It is a way to show concern and professionalism in compensation policy.
Limit risks and disputes
- Lack of clear regulations often leads to internal conflicts or legal risks.
- There are written regulations to help handle arising situations objectively.
What does the company's business trip expense regulation include?
A company's business expense policy template usually includes clear, detailed content to ensure transparency, fairness, and ease of management. Below are the main components, along with a detailed analysis of each section so you can easily build or edit:
Purpose and scope of application
- Purpose: Explain the reasons for issuing the regulation, in order to control reasonable costs, support employees in performing their duties and ensure financial transparency.
- Scope: Applicable to all employees (official, probationary, contract...) or Applicable to domestic or international business trips sent by the company.
Subjects and conditions for receiving business expenses
- Personnel sent on business trips have a written decision or approval from a competent authority.
- Work must serve work purposes, not applicable to individuals who go on their own.
Business travel expenses paid
| Cost Type | Payment content | Note |
| Move | Bus tickets, plane tickets, taxi, gas | According to the actual invoice |
| Accommodation | Hotels, motels | According to the ceiling prescribed by level |
| Eat and drink | Meal expenses during business trip | Can be based on daily rate |
| Allowance | Support beyond actual costs | Depending on working time |
| Other costs | Parking, road tolls, document printing, entrance tickets… | Must have valid documents |
Advance payment and settlement process
- Advance: Staff submits a request for advance payment of business expenses 3-5 days before the trip, approved and paid by the accountant.
- Settlement: After completing the work, the employee must submit documents and settlement within 3 - 5 working days.
- Required documents: Business trip settlement form, Business report (if any), Invoice, valid documents
Business trip expense level (reference)
- Can be divided by personnel level or geographical location (large city - province, district...)
| Item | Staff | Manage | Board of Directors |
| Accommodation | 500k | 800k | 1,200k |
| Eat and drink | 200k | 250k | 300k |
| Allowance/day | 100k | 150k | 200k |
Responsibility and handling of violations
- Business travelers must keep complete documents and declare honestly.
Intentionally making false declarations, missing documents, or failing to repay advances may result in disciplinary action according to company regulations.
Terms of enforcement
- Clearly state the effective date from the date of signing.
- Assign to HR/accounting department to disseminate and supervise implementation.
- Specify the department that has the authority to make adjustments when there are changes in tax policies or laws.
06 latest business trip expense regulations 2025
To help human resource managers easily choose business travel regulations that suit the characteristics of their business, Bizzi introduces the latest 2025 business travel expense regulations templates, which businesses can download and use for free:
- Sample regulations on working regime and working expenses of the company
Download now here.
- Sample decision paper to send employees and officers on business trips.
Download now here.
- Travel permit form according to circular 200.
Download now here.
- Sample request form for advance payment of business expenses according to Circular 200.
Download now here.
- Sample request form for advance payment of business expenses according to Circular 133.
Download now here.
- Request for payment of business expenses.
Download now here.
Notes when building a business trip expense regulation template for the company
When building a business expense regulation template for a company, it is necessary to ensure the following core principles and notes to be both practical and ensure transparency - legality - feasibility:
- Make sure the form has all the basic information such as business name, date of creation, information of the business traveler, means of transport, and estimated budget.
- Content should be presented fully, clearly and concisely.
- Use plain, formal language.
- Make sure to have the signatures of the relevant individuals or departments.
- Regulations on the storage of paper samples as a basis for calculating salaries or payments.
Software application to set up company's business expense regulations template
Manual expense management (using paper, excel files, internal hand-to-hand transfers, etc.) is a common method in many small or non-digital businesses, but there are many limitations that affect the effectiveness of financial management and human resource experience. Below are typical problems, along with the orientation to switch to modern technology solutions:
Paper-intensive, slow processing time
- Each business trip must print many forms: work request, advance payment, settlement, report, attached invoice...
- Moving documents between departments (employees → management → accounting) takes a lot of time, easily causing payment delays.
High risk of losing documents and invoices
- Paper invoices are easily torn, wrinkled, or lost during transportation or storage.
- Errors in manual compilation (missed costs, incorrect declarations, etc.) affect payment and settlement.
Impact on salary, bonus or benefits
- When the processing of advances and settlements is delayed, employees have to pay in advance for personal expenses that have not been reimbursed for a long time, causing frustration.
- Late payment of business expenses may affect final payroll if the company makes deductions.
Difficult to control budget – fraud is likely to occur
- There is no warning system for overspending or wrong type of expense.
- Data is not synchronized, making it difficult for management to track total business expenses by month/quarter or by department.
Not optimal as business grows
- When the scale expands, branches in many provinces, and business trips increase in frequency, manual methods cause processing flow congestion.
- Lack of statistical and data analysis capabilities for management purposes.
Switching from manual expense management to using software not only helps businesses save costs and avoid losses, but also improves staff experience and standardizes financial and accounting processes in a more professional manner. Bizzi Expense is a professional expense management software that helps businesses automate the entire process: From send request – approve – book – advance – finalize, arrive Cost reporting and analysis, helping to control spending and budget clearly for each business trip.
Outstanding features of Bizzi Expense:
Build & control transparent work processes
- Employees can create work requests (purpose, schedule, projected budget) in just a few steps.
- Clear work approval process: including approval of schedules, budgets, air tickets, hotels, etc., ensuring control of expenses from the beginning.
Integrated ticket booking & price comparison platform
- Integrate with airline ticket booking services via API, helping employees search and book tickets directly on the system.
- Compare multiple prices according to approved budgets, in accordance with each business's working policies.
- Automatically record ticket costs into business expense reports, instantly syncing with the financial system.
Manage business expenses in real time
- Track air tickets, hotels, taxis, meals, allowances… for each trip.
- Attach costs to individual employees, departments or business trip codes – enabling tight control by subject.
Spending limits and alerts
- Set spending limits by position, level or per business trip.
- Automatically alert if approved budget is exceeded – avoid uncontrolled overspending.
Digitize & automate the request – approval – settlement process
- Automatically create & send work requests, advance payments, and settlements on a unified system.
- Employees save time, no need to print or send by hand to multiple levels.
High security & authorization management
- Decentralization by department, role, management level.
- Data is stored and secured on an international standard cloud platform (ISO 27001…).
Track approval status in real time
- Managers can quickly approve on the mobile app or web interface within just 1 minute.
- Minimize waiting time and processing time, no more "soaked" files.
Integrated AI to check documents
- Automatically scan and check invoices, receipts, payment vouchers...
- Detect errors, invalid documents, ensure compliance with tax and accounting policies.
Manage your travel budget in real time
- Keep track of advanced – spent – remaining amounts clearly.
- Alerts when exceeding approved budget, helping to control spending effectively.
Integrates with accounting & ERP software
- Synchronize data with systems such as SAP, Oracle Netsuite, MISA, Fast, Bravo…
- Help the accounting department automatically calculate, compare data and report quickly.
In-depth cost reporting and analysis
- Detailed reports by employee, department, work purpose, time...
- Analyze spending trends to support budget adjustments and optimize the efficiency of working budget use.
Cross-platform application – flexible for all users
- Bizzi Expense supports Web, Android and iOS, allowing employees to work anytime, anywhere.
- Suitable for companies with employees who travel a lot, work inter-provincially or abroad.
With Bizzi Expense, businesses can easily set up and maintain clear and transparent expense regulations, control cash flow well, and improve the financial experience for the entire team.
Conclude
The company's business trip expense regulation form is one of the important and indispensable documents for business expense management. Each business should build a regulation form suitable for its own characteristics based on reference sources.
With the development of technology, digital transformation in expense management is not only a trend, but also an essential solution to:
- Reduce operating costs
- Enhancing the employee experience
- Increase financial transparency
- And help management manage costs intelligently - accurately - in real time.
Using Bizzi Expense, businesses can save up to 50% of paperwork processing time, reduce 80% of errors in expense management and increase transparency in budget control.
Sign up for a free 6-month trial with Bizzi Expense and discover the optimal expense management solution for your business, designing a fast, transparent and efficient business approval process.
- Register now: https://bizzi.vn/dang-ky-dung-thu/
