[{"data":1,"prerenderedAt":471},["ShallowReactive",2],{"document-policy-letter-on-vehicle-expense-reimbursement-D723":3},{"document":4,"label":24,"preview":11,"thumb":25,"thumb600":26,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":27,"breadcrumb":31,"related":37,"customDescModule":181,"customdescription":6,"mdFm":182,"mdProseHtml":470},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":23},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: Vehicle Expense Reimbursement Policy Dear [Contact name], It is essential that any of our personnel who drive company and personal vehicles in connection with company business maintain a thorough record of any expenses incurred",null,"Policy Letter on Vehicle Expense Reimbursement","1",513,"doc","https://templates.business-in-a-box.com/imgs/1000px/policy-letter-on-vehicle-expense-reimbursement-D723.png","https://templates.business-in-a-box.com/imgs/250px/723.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#723.xml",{"title":15,"description":6},"policy letter on vehicle expense reimbursement",[17,20],{"label":18,"url":19},"Human Resources","/templates/human-resources/",{"label":21,"url":22},"Company Policies","/templates/company-policies/","policy letter vehicle expense reimbursement","Policy Letter on Vehicle Expense Reimbursement Template","https://templates.business-in-a-box.com/imgs/400px/723.png","https://templates.business-in-a-box.com/imgs/600px/723.png",[28,17,20],{"label":29,"url":30},"Templates","/templates/",[32,33,34],{"label":29,"url":30},{"label":18,"url":19},{"label":35,"url":36},"Compensation & Payroll","/templates/compensation-and-payroll/",[38,42,46,50,54,58,62,66,70,74,78,82,86,102,116,132,149,166],{"label":39,"url":40,"thumb":41,"extension":10},"Expense Reimbursement Policy","/template/expense-reimbursement-policy-D13688","https://templates.business-in-a-box.com/imgs/250px/13688.png",{"label":43,"url":44,"thumb":45,"extension":10},"Expense Policy","/template/expense-policy-D13687","https://templates.business-in-a-box.com/imgs/250px/13687.png",{"label":47,"url":48,"thumb":49,"extension":10},"Travel and Expense Policy","/template/travel-and-expense-policy-D13796","https://templates.business-in-a-box.com/imgs/250px/13796.png",{"label":51,"url":52,"thumb":53,"extension":10},"Company Vehicle Policy","/template/company-vehicle-policy-D12630","https://templates.business-in-a-box.com/imgs/250px/12630.png",{"label":55,"url":56,"thumb":57,"extension":10},"Company Reimbursement Policy","/template/company-reimbursement-policy-D13628","https://templates.business-in-a-box.com/imgs/250px/13628.png",{"label":59,"url":60,"thumb":61,"extension":10},"Mileage Reimbursement Policy","/template/mileage-reimbursement-policy-D13275","https://templates.business-in-a-box.com/imgs/250px/13275.png",{"label":63,"url":64,"thumb":65,"extension":10},"Vehicle Fleet Policy","/template/vehicle-fleet-policy-D13797","https://templates.business-in-a-box.com/imgs/250px/13797.png",{"label":67,"url":68,"thumb":69,"extension":10},"Professional Development Reimbursement Policy","/template/professional-development-reimbursement-policy-D13752","https://templates.business-in-a-box.com/imgs/250px/13752.png",{"label":71,"url":72,"thumb":73,"extension":10},"Sales Expenses Reimbursement Policy","/template/sales-expenses-reimbursement-policy-D731","https://templates.business-in-a-box.com/imgs/250px/731.png",{"label":75,"url":76,"thumb":77,"extension":10},"Training Investment and Reimbursement Policy","/template/training-investment-and-reimbursement-policy-D13794","https://templates.business-in-a-box.com/imgs/250px/13794.png",{"label":79,"url":80,"thumb":81,"extension":10},"Business Travel Expense Approval Policy","/template/business-travel-expense-approval-policy-D13611","https://templates.business-in-a-box.com/imgs/250px/13611.png",{"label":83,"url":84,"thumb":85,"extension":10},"Tuition Reimbursement Policy","/template/tuition-reimbursement-policy-D13577","https://templates.business-in-a-box.com/imgs/250px/13577.png",{"description":87,"descriptionCustom":6,"label":88,"pages":89,"size":90,"extension":10,"preview":91,"thumb":92,"svgFrame":93,"seoMetadata":94,"parents":95,"keywords":100,"url":101},"Employee Handbook Understanding employment at [YOUR COMPANY NAME] Revised on [DATE] Prepared By: [YOUR NAME] [YOUR JOB TITLE] Phone 555.555.5555 Email info@yourbusiness.com www.yourbusiness.com Table of Content Table of Content 2 Welcome to [YOUR COMPANY NAME]! 5 1. Organization Description 6 1.1 Introductory Statement 6 1.2 Customer Relations 6 1.3 Products and Services Provided 7 1.4 Facilities and Location(s) 7 1.5 The History of [YOUR COMPANY NAME] 7 1.6 Management Philosophy 7 1.7 Goals 8 2. The Employment 9 2.1 Nature of Employment 9 2.2 Employee Relations 9 2.3 Equal Employment Opportunity 10 2.4 Diversity 10 2.5 Business Ethics and Conduct 12 2.6 Personal Relationships in the Workplace 13 2.7 Conflicts of Interest 13 2.8 Outside Employment 14 2.9 Non-Disclosure 15 2.10 Disability Accommodation 16 2.11 Job Posting and Employee Referrals 17 2.12 Whistleblower Policy 18 2.13 Accident and First Aid 20 3. Employment Status and Records 21 3.1 Employment Categories 21 3.2 Access to Personnel Files 22 3.3 Personnel Data Changes 23 3.4 Probation Period 23 3.5 Employment Applications 24 3.6 Performance Evaluation 24 3.7 Job Descriptions 25 3.8 Salary Administration 25 3.9 Professional Development 26 4. Employee Benefit Programs 27 4.1 Employee Benefits 27 4.2 Vacation Benefits 27 4.3 Military Service Leave 29 4.4 Religious Observance 29 4.5 Holidays 29 4.6 Workers Insurance 30 4.7 Sick Leave Benefits 31 4.8 Bereavement Leave 32 4.9 Relocation Benefits 33 4.10 Educational Assistance 33 4.11 Health Insurance 34 4.12 Life Insurance 35 4.13 Long Term Disability 35 4.14 Marriage, Maternity and Parental Leave 36 5. Timekeeping / Payroll 40 5.1 Timekeeping 40 5.2 Paydays 40 5.3 Employment Termination 41 5.4 Administrative Pay Corrections 42 6. Work Conditions and Hours 43 6.1 Work Schedules 43 6.2 Absences 43 6.3 Jury Duty 45 6.4 Use of Phone and Mail Systems 45 6.5 Smoking 46 6.6 Meal Periods 46 6.7 Overtime 46 6.8 Use of Equipment 47 6.9 Telecommuting 47 6.10 Emergency Closing 48 6.11 Business Travel Expenses 49 6.12 Visitors in the Workplace 51 6.13 Computer and Email Usage 51 6.14 Internet Usage 52 6.15 Workplace Monitoring 54 6.16 Workplace Violence Prevention 55 7. Employee Conduct & Disciplinary Action 57 7.1 Employee Conduct and Work Rules 57 7.2 Sexual and Other Unlawful Harassment 58 7.3 Attendance and Punctuality 60 7.4 Personal Appearance 60 7.5 Return of Property 61 7.6 Resignation and Retirement 61 7.7 Security Inspections 62 7.8 Progressive Discipline 62 7.9 Problem Resolution 64 7.10 Workplace Etiquette 65 7.11 Suggestion Program 67 Acknowledgement of Receipt 68 Welcome to [YOUR COMPANY NAME]! On behalf of your colleagues, we welcome you to [YOUR COMPANY NAME] and wish you every success here. At [YOUR COMPANY NAME], we believe that each employee contributes directly to the growth and success of the company, and we hope you will take pride in being a member of our team. This handbook was developed to describe some of the expectations of our employees and to outline the policies, programs, and benefits available to eligible employees. Employees should become familiar with the contents of the employee handbook as soon as possible, for it will answer many questions about employment with [YOUR COMPANY NAME]. We believe that professional relationships are easier when all employees are aware of the culture and values of the organization. This guide will help you to better understand our vision for the future of our business and the challenges that are ahead. We hope that your experience here will be challenging, enjoyable, and rewarding. Again, welcome! [PRESIDENT NAME] President & CEO 1. Organization Description 1.1 Introductory Statement This handbook is designed to acquaint you with [YOUR COMPANY NAME] and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the handbook. It describes many of your responsibilities as an employee and outlines the programs developed by [YOUR COMPANY NAME] to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth. No employee handbook can anticipate every circumstance or question about policy. As [YOUR COMPANY NAME] continues to grow, the need may arise and [YOUR COMPANY NAME] reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion. Employees will be notified of such changes to the handbook as they occur. 1.2 Customer Relations Customers are among our organization's most valuable assets. Every employee represents [YOUR COMPANY NAME] to our customers and the public. The way we do our jobs presents an image of our entire organization. Customers judge all of us by how they are treated with each employee contact. Therefore, one of our first business priorities is to assist any customer or potential customer. Nothing is more important than being courteous, friendly, helpful, and prompt in the attention you give to customers. [YOUR COMPANY NAME] will provide customer relations and services training to all employees with extensive customer contact. Customers who wish to lodge specific comments or complaints should be directed to the [TITLE AND NAME OF THE PERSON RESPONSIBLE] for appropriate action. Our personal contact with the public, our manners on the telephone, and the communications we send to customers are a reflection not only of ourselves, but also of the professionalism of [YOUR COMPANY NAME]. Positive customer relations not only enhance the public's perception or image of [YOUR COMPANY NAME], but also pay off in greater customer loyalty and increased sales and profit. 1.3 Products and Services Provided You will find more information about our products and services by reading the [YOUR COMPANY NAME] Corporate Brochures. 1.4 Facilities and Location(s) Head Office: [ADDRESS] [CITY], [STATE] [ZIP/POSTAL CODE] [COUNTRY] 1.5 The History of [YOUR COMPANY NAME] [DESCRIBE THE HISTORY OF YOUR COMPANY HERE] 1.6 Management Philosophy [YOUR COMPANY NAME] management philosophy is based on responsibility and mutual respect. Our wishes are to maintain a work environment that fosters on personal and professional growth for all employees. Maintaining such an environment is the responsibility of every staff person. Because of their role, managers and supervisors have the additional responsibility to lead in a manner which fosters an environment of respect for each person. People who come to [YOUR COMPANY NAME] want to work here because we have created an environment that encourages creativity and achievement. [YOUR COMPANY NAME] aims to become a leader in [DESCRIBE YOUR COMPANY'S FIELD OF EXPERTISE]. The mainstay of our strategy will be to offer a level of client focus that is superior to that offered by our competitors. To help achieve this objective, [YOUR COMPANY NAME] seeks to attract highly motivated individuals that want to work as a team and share in the commitment, responsibility, risk taking, and discipline required to achieve our vision. Part of attracting these special individuals will be to build a culture that promotes both uniqueness and a bias for action. While we will be realistic in setting goals and expectations, [YOUR COMPANY NAME] will also be aggressive in reaching its objectives. This success will in turn enable [YOUR COMPANY NAME] to give its employees above average compensation and innovative benefits or rewards, key elements in helping us maintain our leadership position in the worldwide marketplace. 1.7 Goals [DESCRIBE YOUR COMPANY'S GOALS HERE] 2. 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[YOUR COMPANY NAME] is very pleased to count you among our talented team. We truly appreciate you hard work and effort. If we had an award to give, you would certainly be a prime candidate. Please accept my sincerest appreciation for the fine job you are doing. Sincerely, [YOUR NAME] [YOUR TITLE] [YOUR PHONE NUMBER] [YOUREMAIL@YOURCOMPANY.COM] [IF SENT BY EMAIL YOU MAY INCLUDE THIS NOTICE] This email is intended only for the person to whom it is addressed and/or otherwise authorized personnel. The information contained herein and attached is confidential and the property of [SENDER]","Letter of Appreciation to Employee","https://templates.business-in-a-box.com/imgs/1000px/letter-of-appreciation-to-employee-D664.png","https://templates.business-in-a-box.com/imgs/250px/664.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#664.xml",{"title":123,"description":6},"letter of appreciation to employee",[125,126,129],{"label":18,"url":97},{"label":127,"url":128},"Motivation & Appreciation","motivation-appreciation",{"label":18,"url":97},"letter appreciation to employee","/template/letter-of-appreciation-to-employee-D664",{"description":133,"descriptionCustom":6,"label":134,"pages":8,"size":135,"extension":10,"preview":136,"thumb":137,"svgFrame":138,"seoMetadata":139,"parents":140,"keywords":147,"url":148},"COMPANY NAME:_______________________ Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Purchase Order The following number must appear on all related correspondence, shipping papers, and invoices: P.O. NUMBER: Contact: Address: _______________________________________ City: ______________________________ State/Province: ___________ Zip/postal code___________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Purchase Order",49,"https://templates.business-in-a-box.com/imgs/1000px/purchase-order-D1411.png","https://templates.business-in-a-box.com/imgs/250px/1411.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1411.xml",{"title":6,"description":6},[141,144],{"label":142,"url":143},"Sales & Marketing","sales-marketing",{"label":145,"url":146},"Bids & Quotes","bids-quotes","purchase order","/template/purchase-order-D1411",{"description":150,"descriptionCustom":6,"label":151,"pages":152,"size":9,"extension":10,"preview":153,"thumb":154,"svgFrame":155,"seoMetadata":156,"parents":158,"keywords":157,"url":165},"NON-DISCLOSURE AGREEMENT (NDA) This Non-Disclosure Agreement (the \"Agreement\") is made and effective [DATE], BETWEEN: [YOUR COMPANY NAME] (the \"Disclosing Party\"), a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] AND: [RECEIVING PARTY NAME] (the \"Receiving Party\"), an individual with his main address located at OR a corporation organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] WHEREAS, Receiving Party has been or will be engaged in the performance of work on [DESCRIBE]; and in connection therewith will be given access to certain confidential and proprietary information; and WHEREAS, Receiving Party and Disclosing Party wish to evidence by this Agreement the manner in which said confidential and proprietary material will be treated. NOW, THEREFORE, it is agreed as follows: NON-DISCLOSURE OF CONFIDENTIAL INFORMATION Both Parties understand and agree that each Party may have access to the confidential information of the other party. For the purposes of this Agreement, \"Confidential Information\" means proprietary and confidential information about the Disclosing Party's (or it's suppliers') business or activities. Such information includes all business, financial, technical, and other information marked or designated by such Party as \"confidential\" or \"proprietary.\" Confidential Information also includes information which, by the nature of the circumstances surrounding the disclosure, ought in good faith to be treated as confidential. For the purposes of this Agreement, Confidential Information does not include: Information that is currently in the public domain or that enters the public domain after the signing of this Agreement. Information a Party lawfully receives from a third Party without restriction on disclosure and without breach of a non-disclosure obligation. Information that the Receiving Party knew prior to receiving any Confidential Information from the Disclosing Party. Information that the Receiving Party independently develops without reliance on any Confidential Information from the Disclosing Party. Each Party agrees that it will not disclose to any third Party or use any Confidential Information disclosed to it by the other Party except when expressly permitted in writing by the other Party. Each Party also agrees that it will take all reasonable measures to maintain the confidentiality of all Confidential Information of the other Party in its possession or control. TERM The term of this Agreement is [number] of [years/months] from the date of execution by both Parties. TITLE The Receiving Party agrees that all Confidential Information furnished by the Disclosing Party shall remain the sole property of the Disclosing Party. DISCLAIMER","Non Disclosure Agreement Nda","3","https://templates.business-in-a-box.com/imgs/1000px/non-disclosure-agreement-nda-D12692.png","https://templates.business-in-a-box.com/imgs/250px/12692.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#12692.xml",{"title":157,"description":6},"non disclosure agreement nda",[159,162],{"label":160,"url":161},"Legal Agreements","business-legal-agreements",{"label":163,"url":164},"Confidentiality Agreements","confidentiality-agreement","/template/non-disclosure-agreement-nda-D12692",{"description":167,"descriptionCustom":6,"label":168,"pages":169,"size":170,"extension":10,"preview":171,"thumb":172,"svgFrame":173,"seoMetadata":174,"parents":175,"keywords":179,"url":180},"INDEPENDENT CONTRACTOR AGREEMENT This Independent Contractor Agreement (\"Agreement\") is made and effective [Date], BETWEEN: [INDEPENDENT CONTRACTOR NAME] (the \"Independent Contractor\"), a company organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [COMPLETE ADDRESS] AND: [YOUR COMPANY NAME] (the \"Company\"), a company organized and existing under the laws of the [State/Province] of [STATE/PROVINCE], with its head office located at: [YOUR COMPLETE ADDRESS] RECITALS Independent Contractor is engaged in providing [Describe] business services, its Employer Tax I.D. Number is [Insert], and its Business License Number is [insert]. Independent Contractor has complied with all Federal, State, and local laws regarding business permits, sales permits, licenses, reporting requirements, tax withholding requirements, and other legal requirements of any kind that may be required to carry out said business and the Scope of Work which is to be performed as an Independent Contractor pursuant to this Agreement. Independent Contractor is or remains open to conducting similar tasks or activities for clients other than the Company and holds themselves out to the public to be a separate business entity. Company desires to engage and contract for the services of the Independent Contractor to perform certain tasks as set forth below. Independent Contractor desires to enter into this Agreement and perform as an independent contractor for the company and is willing to do so on the terms and conditions set forth below. NOW, THEREFORE, in consideration of the above recitals and the mutual promises and conditions contained in this Agreement, the Parties agree as follows: TERMS This Agreement shall be effective commencing [Date], and shall continue until terminated at the completion of the Scope of Work which shall occur no later than [Date] or by either party as otherwise provided herein. STATUS OF INDEPENDENT CONTRACTOR This Agreement does not constitute a hiring by either party. It is the parties intentions that Independent Contractor shall have an independent contractor status and not be an employee for any purposes, including, but not limited to, [laws]. Independent Contractor shall retain sole and absolute discretion in the manner and means of carrying out their activities and responsibilities under this Agreement. This Agreement shall not be considered or construed to be a partnership or joint venture, and the Company shall not be liable for any obligations incurred by Independent Contractor unless specifically authorized in writing. Independent Contractor shall not act as an agent of the Company, ostensibly or otherwise, nor bind the Company in any manner, unless specifically authorized to do so in writing. TASKS, DUTIES, AND SCOPE OF WORK Independent Contractor agrees to devote as much time, attention, and energy as necessary to complete or achieve the following: [Describe]. The above to be referred to in this Agreement as the \"Scope of Work\". It is expected that the Scope of Work will completed by [Date]. Independent Contractor shall additionally perform any and all tasks and duties associated with the Scope of Work set forth above, including but not limited to, work being performed already or related change orders. Independent Contractor shall not be entitled to engage in any activities which are not expressly set forth by this Agreement. The books and records related to the Scope of Work set forth in this Agreement shall be maintained by the Independent Contractor at the Independent Contractor's principal place of business and open to inspection by Company during regular working hours. Documents to which Company will be entitled to inspect include, but are not limited to, any and all contract documents, change orders/purchase orders and work authorized by Independent Contractor or Company on existing or potential projects related to this Agreement. Independent Contractor shall be responsible to the management and directors of Company, but Independent Contractor will not be required to follow or establish a regular or daily work schedule. Supply all necessary equipment, materials and supplies. Independent Contractor will not rely on the equipment or offices of Company for completion of tasks and duties set forth pursuant to this Agreement. Any advice given Independent Contractors regarding the scope of work shall be considered a suggestion only, not an instruction. Company retains the right to inspect, stop, or alter the work of Independent Contractor to assure its conformity with this Agreement. ASSURANCE OF SERVICES Independent Contractor will assure that the following individuals (the \"Key Employees\") will be available to perform, and will perform, the Services hereunder until they are completed (identify by title and name as applicable): [Name of Key Employee, Title] [Name of Key Employee, Title] The Key Employees may be changed only with the prior written approval of the Company, which approval shall not be unreasonably withheld. COMPENSATION Independent Contractor shall be entitled to compensation for performing those tasks and duties related to the Scope of Work as follows: [Describe] Such compensation shall become due and payable to Independent Contractor in the following time, place, and manner: [Describe] NOTICE CONCERNING WITHHOLDING OF TAXES Independent Contractor recognizes and understands that it will receive a [specify tax] statement and related tax statements, and will be required to file corporate and/or individual tax returns and to pay taxes in accordance with all provisions of applicable Federal and State law. Independent Contractor hereby promises and agrees to indemnify the Company for any damages or expenses, including attorney's fees, and legal expenses, incurred by the Company as a result of independent contractor's failure to make such required payments. AGREEMENT TO WAIVE RIGHTS TO BENEFITS Independent Contractor hereby waives and foregoes the right to receive any benefits given by Company to its regular employees, including, but not limited to, health benefits, vacation and sick leave benefits, profit sharing plans, etc. This waiver is applicable to all non-salary benefits which might otherwise be found to accrue to the Independent Contractor by virtue of their services to Company, and is effective for the entire duration of Independent Contractor's agreement with Company. This waiver is effective independently of Independent Contractor's employment status as adjudged for taxation purposes or for any other purpose. Neither this Agreement, nor any duties or obligations under this Agreement may be assigned by either party without the consent of the other. TERMINATION This Agreement may be terminated prior to the completion or achievement of the Scope of Work by either party giving [number] days written notice. Such termination shall not prejudice any other remedy to which the terminating party may be entitled, either by law, in equity, or under this Agreement. NON-DISCLOSURE OF TRADE SECRETS, CUSTOMER LISTS AND OTHER PROPRIETARY INFORMATION Independent Contractor agrees not to disclose or communicate, in any manner, either during or after Independent Contractor's agreement with Company, information about Company, its operations, clientele, or any other information, that relate to the business of Company including, but not limited to, the names of its customers, its marketing strategies, operations, or any other information of any kind which would be deemed confidential, a trade secret, a customer list, or other form of proprietary information of Company. Independent Contractor acknowledges that the above information is material and confidential and that it affects the profitability of Company. 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Communicate mileage rates, eligible expenses, and submission procedures to employees. Free Word and PDF download.","vehicle expense reimbursement policy letter",[188,189,190,191,192,193,194],"vehicle reimbursement policy letter template","mileage reimbursement policy letter","employee vehicle expense policy","car expense reimbursement letter template","vehicle allowance policy letter","business mileage reimbursement letter","employee reimbursement policy template word",{"name":196,"credential":197,"reviewed_date":198},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":200,"legal_review_recommended":181,"signature_required":181},"easy",{"what_it_is":202,"when_you_need_it":203,"whats_inside":204},"A Policy Letter on Vehicle Expense Reimbursement is a formal internal communication that informs employees of the company's rules for claiming reimbursement when they use a personal or company vehicle for business purposes. This free Word download gives you a ready-to-edit letter covering eligible expenses, mileage rates, documentation requirements, and submission deadlines — export as PDF and distribute to staff in minutes.\n","Use it when onboarding employees who will drive for work, when updating your reimbursement rate to match the current IRS standard mileage rate, or when inconsistent claims signal that staff need a written policy reminder.\n","The letter covers the policy's effective date, which trips and expenses qualify, the reimbursement rate per mile or per category, required documentation such as mileage logs and receipts, the submission and approval process, and the consequence of non-compliance.\n",[206,210,214,218,222],{"title":207,"use_case":208,"icon_asset_id":209},"HR managers","Distributing a consistent reimbursement policy to all driving employees at once","persona-hr-manager",{"title":211,"use_case":212,"icon_asset_id":213},"Small business owners","Setting clear rules before reimbursement disputes arise with staff","persona-small-business-owner",{"title":215,"use_case":216,"icon_asset_id":217},"Finance and accounting managers","Standardizing expense submissions to reduce manual review and errors","persona-finance-manager",{"title":219,"use_case":220,"icon_asset_id":221},"Operations directors","Updating field teams on a revised mileage rate or new documentation requirement","persona-operations-director",{"title":223,"use_case":224,"icon_asset_id":225},"Office administrators","Issuing the letter on behalf of management to new hires who will use personal vehicles","persona-office-admin",[227,231,235,239,243,247],{"situation":228,"recommended_template":229,"slug":230},"Reimbursing employees at the IRS standard mileage rate","Policy Letter on Vehicle Expense Reimbursement (Mileage Rate)","policy-letter-on-vehicle-expense-reimbursement-D723",{"situation":232,"recommended_template":233,"slug":234},"Providing a fixed monthly vehicle allowance instead of per-mile reimbursement","Vehicle Allowance Policy Letter","car-allowance-policy-D13820",{"situation":236,"recommended_template":237,"slug":238},"Assigning a company-owned vehicle to an employee","Company Vehicle Use Policy","company-vehicle-policy-D12630",{"situation":240,"recommended_template":241,"slug":242},"Reimbursing travel expenses beyond mileage (tolls, parking, fuel)","Employee Expense Reimbursement Policy","expense-reimbursement-policy-D13688",{"situation":244,"recommended_template":245,"slug":246},"Disciplining an employee for submitting fraudulent mileage claims","Employee Warning Letter","letter-of-appreciation-to-employee-D664",{"situation":248,"recommended_template":88,"slug":249},"Documenting the full travel and expense policy in an employee handbook section","employee-handbook-D712",[251,254,257,260,263,266,269,272,275,278],{"term":252,"definition":253},"IRS Standard Mileage Rate","The per-mile reimbursement rate published annually by the US Internal Revenue Service; reimbursements at or below this rate are not taxable income for the employee.",{"term":255,"definition":256},"Mileage Log","A written or digital record of each business trip showing date, origin, destination, purpose, and miles driven — required to substantiate a mileage claim.",{"term":258,"definition":259},"Reimbursable Expense","A cost that the company has agreed in advance to repay, because it was incurred while conducting approved company business.",{"term":261,"definition":262},"Personal Commute","Travel between an employee's home and their regular workplace — generally not reimbursable and excluded from business mileage calculations.",{"term":264,"definition":265},"Accountable Plan","An IRS-defined reimbursement arrangement that requires employees to substantiate expenses with documentation and return any excess advance; payments under an accountable plan are not treated as taxable wages.",{"term":267,"definition":268},"Per Diem","A fixed daily allowance paid instead of actual-expense reimbursement for travel costs such as meals and incidentals.",{"term":270,"definition":271},"Vehicle Allowance","A fixed monthly sum paid to an employee to offset the cost of using their personal vehicle for work, regardless of actual miles driven.",{"term":273,"definition":274},"Expense Report","A standardized form employees submit to request reimbursement for business costs, attaching receipts or a mileage log as supporting documentation.",{"term":276,"definition":277},"Approval Workflow","The defined chain of review — typically employee, direct manager, and finance — through which an expense claim must pass before payment is issued.",{"term":279,"definition":280},"Effective Date","The specific date on which a new or revised policy takes effect, after which all claims must comply with the updated terms.",[282,287,292,297,302,307,312,317,322],{"name":283,"plain_english":284,"sample_language":285,"common_mistake":286},"Header and addressee block","Identifies the sender, recipient(s), date, and subject line so the letter is routed and filed correctly.","TO: All Employees | FROM: [NAME], [TITLE] | DATE: [DATE] | RE: Vehicle Expense Reimbursement Policy — Effective [DATE]","Addressing the letter to a department rather than 'All Employees' or a named group — employees who receive it indirectly assume it does not apply to them.",{"name":288,"plain_english":289,"sample_language":290,"common_mistake":291},"Policy purpose and effective date","States why the letter is being issued — new policy, rate change, or compliance reminder — and the date the rules take effect.","Effective [DATE], [COMPANY NAME] is updating its vehicle expense reimbursement policy to reflect the [YEAR] IRS standard mileage rate of $[RATE] per mile.","Omitting the effective date, which leaves employees unsure whether the new rate applies to trips already taken or only to future travel.",{"name":293,"plain_english":294,"sample_language":295,"common_mistake":296},"Eligible business trips","Defines which driving activities qualify for reimbursement and explicitly excludes personal commuting.","Reimbursable trips include travel to client sites, vendor locations, off-site meetings, and inter-office travel. Travel between your primary residence and your regular workplace is not reimbursable.","Failing to exclude home-to-office commuting in writing — employees frequently claim commute miles when the policy is ambiguous, creating tax and payroll headaches.",{"name":298,"plain_english":299,"sample_language":300,"common_mistake":301},"Reimbursement rate and method","States the exact per-mile rate or fixed allowance amount, the currency, and whether payment is via payroll, expense check, or direct deposit.","The Company will reimburse approved business mileage at $[RATE] per mile (USD). Reimbursement is processed through the standard payroll cycle on the last business day of each month.","Referencing 'the current IRS rate' without stating the actual dollar figure — employees cannot calculate their reimbursement and managers cannot audit submissions.",{"name":303,"plain_english":304,"sample_language":305,"common_mistake":306},"Required documentation","Lists the specific records employees must submit with each claim — mileage log fields, receipts for tolls or parking, and any required receipts threshold.","Each claim must be supported by a mileage log recording: date of travel, origin address, destination address, business purpose, and total miles driven. Receipts are required for tolls, parking, and fuel purchases exceeding $[AMOUNT].","Requiring receipts for fuel when reimbursing per mile — the mileage rate already covers fuel, so asking for fuel receipts too creates confusion and duplicate-payment risk.",{"name":308,"plain_english":309,"sample_language":310,"common_mistake":311},"Submission deadline and approval process","Sets the deadline by which expense reports must be submitted, identifies who must approve them, and states the expected payment timeline.","Expense reports must be submitted to your direct manager no later than the [5th] business day of the month following the travel date. Your manager will review and forward to Finance within [3] business days. Approved claims are paid on the next regular payroll date.","Setting a deadline without stating a consequence for late submission — employees treat the deadline as optional and finance teams receive claims months after the fact.",{"name":313,"plain_english":314,"sample_language":315,"common_mistake":316},"Non-reimbursable expenses","Lists costs specifically excluded from reimbursement — traffic fines, vehicle repairs, insurance, and personal side trips — to prevent disputes.","The following are not reimbursable: traffic or parking violations, vehicle insurance premiums, routine maintenance, car washes, and any personal detours added to a business trip.","Omitting this clause entirely and relying on employees to know what is excluded — ambiguity leads to claims for personal expenses and awkward individual conversations.",{"name":318,"plain_english":319,"sample_language":320,"common_mistake":321},"Consequences of non-compliance","Informs employees that false or unsupported claims will be denied and may result in disciplinary action, up to and including termination.","Claims submitted without required documentation will be returned unpaid. Submission of false or inflated mileage claims constitutes a violation of Company policy and may result in disciplinary action, up to and including termination of employment.","Using vague language like 'may be addressed by management' instead of specifying consequences — employees do not take the warning seriously without concrete stakes.",{"name":323,"plain_english":324,"sample_language":325,"common_mistake":326},"Contact and questions","Directs employees to a specific person or team for questions about the policy, preventing confusion from reaching multiple inboxes.","Questions regarding this policy should be directed to [NAME], [TITLE], at [EMAIL] or [PHONE NUMBER].","Listing a generic department email (e.g., hr@company.com) with no named contact — employees rarely follow up, and policy misunderstandings persist.",[328,333,338,343,348,353,358],{"step":329,"title":330,"description":331,"tip":332},1,"Set the effective date and reason for the letter","Decide whether you are issuing this as a new policy, an annual rate update, or a compliance reminder. Enter the effective date in the purpose clause so employees know exactly when the rules apply.","Align the effective date with the start of a payroll period so accounting does not need to split calculations mid-cycle.",{"step":334,"title":335,"description":336,"tip":337},2,"Enter the reimbursement rate","Insert the exact dollar-per-mile rate — either the current IRS standard mileage rate or your company's approved rate — as a specific number. Do not reference 'the IRS rate' without stating the figure.","Check the IRS website each January for the updated standard mileage rate; the rate can change mid-year for significant fuel cost swings.",{"step":339,"title":340,"description":341,"tip":342},3,"Define eligible and excluded trips","List the specific trip types that qualify — client visits, off-site meetings, inter-office travel — and explicitly state that home-to-office commuting is excluded.","If employees work from home some days, specify whether driving to the office on a remote-work day counts as a commute or a business trip.",{"step":344,"title":345,"description":346,"tip":347},4,"Specify required documentation","List every field the mileage log must include: date, origin, destination, business purpose, and miles. Add any receipt thresholds for tolls, parking, or other ancillary costs.","Recommend a free mileage-tracking app (such as MileIQ or Everlance) in this section — employees who use one submit cleaner, more complete logs.",{"step":349,"title":350,"description":351,"tip":352},5,"Set submission deadlines and the approval chain","Enter the cutoff date for monthly submissions, name the approver role (direct manager, department head), and state the payment date. Be specific — '5th business day of the following month' beats 'monthly.'","Calendar reminders sent to employees on the 1st of each month cut late submissions by more than half in most organizations.",{"step":354,"title":355,"description":356,"tip":357},6,"List non-reimbursable items","Add a clear exclusion list covering fines, vehicle maintenance, insurance, and personal detours. Copy this list verbatim from your existing expense policy if one exists so the documents are consistent.","Cross-reference this list against your most common disputed claims from the past 12 months — exclusions based on real disputes carry more weight with employees.",{"step":359,"title":360,"description":361,"tip":362},7,"Name a contact person and distribute","Add a named individual — not just a department inbox — for employee questions. Send the letter by email with read receipts, or have employees sign an acknowledgment form for the personnel file.","Attaching a one-page FAQ to the letter cuts inbound questions by approximately 40% in the first week after distribution.",[364,368,372,376],{"mistake":365,"why_it_matters":366,"fix":367},"Not specifying the per-mile dollar amount","Employees cannot calculate what they are owed, and managers cannot audit submissions against an unstated benchmark — claims become a negotiation instead of a math problem.","State the exact rate — e.g., '$0.70 per mile' — in the reimbursement clause and update it every January when the IRS publishes the new standard rate.",{"mistake":369,"why_it_matters":370,"fix":371},"Omitting the commute exclusion","Without an explicit exclusion, employees commonly add home-to-office miles to their business mileage, inflating claims and creating a tax liability for the company under a non-accountable plan.","Add a single sentence defining commute miles and stating they are not reimbursable, regardless of whether the employee's day included other business travel.",{"mistake":373,"why_it_matters":374,"fix":375},"No stated deadline for submitting claims","Finance teams receive mileage claims from two or three months prior, making accruals inaccurate and payroll cycles unpredictable.","Set a specific monthly cutoff — such as the 5th business day of the following month — and state that claims submitted after that date will be held for the next cycle.",{"mistake":377,"why_it_matters":378,"fix":379},"Listing no consequences for false claims","A policy without stated consequences is treated as a guideline, not a rule — fraudulent mileage submissions are more common when employees believe the only outcome is having the claim denied.","Include a single sentence stating that falsified claims are a policy violation subject to disciplinary action up to and including termination, and that significant fraud may be referred for legal action.",[381,384,387,390,393,396,399,402],{"question":382,"answer":383},"What is a vehicle expense reimbursement policy letter?","A vehicle expense reimbursement policy letter is a formal internal notice that tells employees exactly how and when the company will reimburse them for driving a personal or company vehicle on approved business trips. It states the mileage rate, eligible trip types, documentation requirements, submission deadlines, and consequences for non-compliance — all in a single document employees can reference when filing a claim.\n",{"question":385,"answer":386},"What is the IRS standard mileage rate and should I use it?","The IRS standard mileage rate is a per-mile reimbursement figure updated annually — and sometimes mid-year — that covers fuel, depreciation, insurance, and maintenance costs. Reimbursing employees at or below this rate means the payment is not considered taxable income for the employee and is fully deductible for the employer. Most companies use it as their default rate because it simplifies payroll tax compliance. For 2025, check the IRS website for the current figure before issuing your policy letter.\n",{"question":388,"answer":389},"Are vehicle reimbursements taxable income for employees?","Reimbursements made under an accountable plan — requiring employees to substantiate mileage with a log and return any excess advance — are generally not taxable income, provided the per-mile rate does not exceed the IRS standard mileage rate. Payments above that rate, or made without requiring documentation, are treated as taxable wages and must be included in payroll. Consult a tax adviser to confirm the treatment for your specific reimbursement structure.\n",{"question":391,"answer":392},"What records must employees keep to support a mileage claim?","At minimum, a mileage log should record the date of each trip, the starting and ending addresses, the business purpose, and the total miles driven. Many companies also require the odometer reading at start and end. Digital mileage-tracking apps automatically capture GPS-verified records that satisfy IRS substantiation requirements and are harder to inflate than manual logs.\n",{"question":394,"answer":395},"Does the policy letter replace the employee handbook section on expenses?","No — a policy letter is a targeted notice that communicates a specific rate or rule change quickly, typically at the start of a new year or following an IRS rate update. The employee handbook should contain the full, standing expense policy. The letter supplements the handbook; it does not replace it. Cross-reference the handbook in the letter so employees know where to find the complete terms.\n",{"question":397,"answer":398},"How often should the vehicle reimbursement policy letter be reissued?","Reissue the letter whenever the IRS publishes a new standard mileage rate (typically each January, and sometimes mid-year), when your company changes its internal rate or approval workflow, or when a pattern of non-compliant claims signals employees need a reminder. Annual reissuance at the start of each fiscal year is a reliable baseline practice.\n",{"question":400,"answer":401},"Can I use a fixed monthly vehicle allowance instead of per-mile reimbursement?","Yes. A fixed monthly allowance is simpler to administer — no mileage logs required — but carries a tax risk: because the payment is not tied to documented business mileage, the IRS may treat the full allowance as taxable wages rather than a non-taxable reimbursement. Per-mile reimbursement under an accountable plan is generally the more tax-efficient approach for both employer and employee. A tax adviser can help you choose the right method for your workforce.\n",{"question":403,"answer":404},"What should I do if an employee submits an inflated mileage claim?","Deny the unsupported portion of the claim and request the employee's mileage log as documentation. If the log is missing or inconsistent with known travel, follow your standard progressive discipline process — verbal warning, written warning, and if a pattern continues, termination. For significant or repeated fraud, consult legal counsel before taking action. A written policy with clear consequences makes enforcement significantly easier.\n",[406,410,414,418],{"industry":407,"icon_asset_id":408,"specifics":409},"Field Sales and Distribution","industry-sales","Sales reps driving to customer sites daily generate the highest mileage volume; a clear policy with a digital log requirement is essential to control reimbursement costs.",{"industry":411,"icon_asset_id":412,"specifics":413},"Healthcare and Home Services","industry-healthtech","Home health aides, visiting nurses, and mobile therapists drive between patient locations throughout the day; the policy must address multi-stop trip logging and the first-and-last-stop commute rule.",{"industry":415,"icon_asset_id":416,"specifics":417},"Construction and Trades","industry-construction","Foremen and project managers regularly drive between job sites, offices, and supplier locations; the policy should clarify whether the main job site counts as a regular workplace for commute purposes.",{"industry":419,"icon_asset_id":420,"specifics":421},"Professional Services","industry-professional-services","Consultants, accountants, and lawyers billing client engagements often need mileage records that align with time-tracking entries; the policy should require trip-level business-purpose notes for client billing support.",[423,426,429,431],{"vs":241,"vs_template_id":424,"summary":425},"expense-reimbursement-policy-D13492","A general expense reimbursement policy covers all business costs — meals, lodging, airfare, and supplies — in addition to vehicle use. A vehicle expense reimbursement policy letter addresses driving costs only and is shorter and more targeted. Use the full policy for onboarding; use the letter to communicate a mileage rate update or vehicle-specific rule change quickly.",{"vs":237,"vs_template_id":427,"summary":428},"D{COMPANY_VEHICLE_POLICY_ID}","A company vehicle use policy governs employees driving employer-owned vehicles — covering personal use, accident reporting, insurance, and maintenance responsibilities. A vehicle expense reimbursement policy letter addresses employees using their own personal vehicles for business travel. The two documents serve different populations and should be issued separately.",{"vs":88,"vs_template_id":249,"summary":430},"An employee handbook is a comprehensive reference document covering all HR policies, including a section on expense reimbursement. A policy letter is a targeted, timely communication designed to announce a specific change or remind employees of an existing rule. The letter supplements the handbook — it does not replace it — and should cross-reference the relevant handbook section.",{"vs":432,"vs_template_id":433,"summary":434},"Expense Report Form","expense-report-D383","An expense report form is the submission tool employees use to request reimbursement for individual trips or periods. The policy letter defines the rules that govern how that form is completed and when it must be submitted. Both documents are needed: the letter sets expectations, and the form captures and records the actual claim.",{"use_template":436,"template_plus_review":440,"custom_drafted":444},{"best_for":437,"cost":438,"time":439},"Any employer issuing or updating a standard vehicle mileage reimbursement notice to staff","Free","10–15 minutes",{"best_for":441,"cost":442,"time":443},"Companies with complex multi-state workforces, fixed allowance structures, or employees asking about tax treatment","$150–$400 (HR consultant or tax adviser review)","1–2 business days",{"best_for":445,"cost":446,"time":447},"Organizations with union agreements, regulated industries requiring specific reimbursement documentation, or international employees","$500–$1,500 (employment counsel)","3–5 business days",[242,249,449,246,450,451,452,453,454,455,456,449],"small-business-expense-report-D13396","travel-and-expense-policy-D13796","purchase-order-D1411","non-disclosure-agreement-nda-D12692","independent-contractor-agreement-D160","employment-agreement_at-will-employee-D541","job-offer-letter-long-D12769","employee-dismissal-letter-D508",{"emit_how_to":458,"emit_defined_term":458},true,{"primary_folder":97,"secondary_folder":460,"document_type":461,"industry":462,"business_stage":463,"tags":464,"confidence":469},"compensation-and-payroll","policy","general","all-stages",[465,466,467,468],"payroll","vehicle-reimbursement","expense-policy","employee-reimbursement",0.92,"\u003Ch2>What is a Policy Letter on Vehicle Expense Reimbursement?\u003C/h2>\n\u003Cp>A \u003Cstrong>Policy Letter on Vehicle Expense Reimbursement\u003C/strong> is a formal internal business communication that notifies employees of the company's rules for claiming reimbursement when they use a personal vehicle for approved business travel. It states the applicable mileage rate, defines which trips qualify, specifies the documentation employees must provide, and sets the deadlines and approval steps for submitting claims. Unlike a full expense policy embedded in an employee handbook, this letter is designed to be issued quickly — when a new rate takes effect, when a policy is introduced for the first time, or when a pattern of inconsistent claims requires a written reminder.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Without a written vehicle reimbursement policy letter, employees submit claims based on their own interpretation of what qualifies — and finance teams spend significant time resolving disputes over commute miles, unsupported receipts, and inflated mileage logs. The absence of a stated rate creates tax exposure: reimbursements made without proper documentation under an accountable plan may be treated as taxable wages, triggering payroll tax liability for the employer. A clear, distributed policy letter closes these gaps before they become payroll errors or employee grievances. This template gives you a professional, complete letter you can edit, brand, and send to your entire workforce in under 15 minutes.\u003C/p>\n",1781186031673]