��������Ƶ

An Expense Policy sets clear rules for how employees can spend company money and claim reimbursements. It outlines approved spending limits, required documentation, and proper procedures for common expenses like travel, meals, and business entertainment under Danish tax and accounting regulations.

Beyond just controlling costs, these policies help Danish companies maintain tax compliance, prevent fraud, and ensure fair treatment across the organization. A well-crafted policy balances employee needs with fiscal responsibility while following local business expense documentation requirements and the Danish Bookkeeping Act (Bogføringsloven).

Use an Expense Policy when your organization starts handling regular employee expenses or reimbursements. This becomes especially important as your team grows beyond 10 employees, when manual expense tracking becomes impractical and risky under Danish accounting standards.

The policy proves vital during tax audits, when expanding operations, or after detecting expense-related issues. Many Danish companies implement these policies before their first business trip abroad or when introducing corporate credit cards. It's particularly crucial for organizations receiving public funding or working with government contracts, where transparency in spending is mandatory.

• Basic Expense Policy: Covers fundamental reimbursement rules, spending limits, and documentation requirements suitable for small Danish businesses
• Comprehensive Corporate Policy: Includes detailed sections on international travel, entertainment, and digital expense management systems for larger organizations
• Project-Based Policy: Tailored for companies handling multiple client projects, with specific guidelines for billable versus non-billable expenses
• Public Sector Policy: Follows strict governmental guidelines and transparency requirements for Danish public institutions
• Remote Work Policy: Addresses home office expenses, remote work equipment, and digital collaboration tools under Danish labor laws

• Finance Directors: Create and oversee the Expense Policy, set spending limits, and ensure compliance with Danish accounting standards
• HR Managers: Communicate policy updates, handle training, and address employee questions about reimbursement procedures
• Department Managers: Review and approve expense claims within their teams, monitor budget adherence
• Employees: Submit expense claims, maintain required documentation, and follow policy guidelines for business spending
• Accounting Staff: Process reimbursements, audit expense reports, and maintain records for tax compliance
• External Auditors: Review expense documentation during annual audits and verify compliance with Danish tax regulations

• Company Structure: Map out your organization's departments, reporting lines, and spending patterns
• Spending Limits: Define clear monetary thresholds for different expense categories and approval levels
• Documentation Rules: List required receipts, forms, and deadlines aligned with Danish bookkeeping laws
• Payment Methods: Decide on approved payment methods, including corporate cards and reimbursement processes
• Approval Chain: Establish who can authorize expenses at different levels and amounts
• Digital Tools: Select expense management software that integrates with your accounting system
• Review Process: Set up internal controls and audit procedures for monitoring compliance

• Policy Scope: Clear definition of covered expenses and applicable employees under Danish labor law
• Expense Categories: Detailed breakdown of allowed business expenses with specific limits and conditions
• Documentation Requirements: Receipt rules aligned with Bogføringsloven (Danish Bookkeeping Act)
• Approval Process: Authorization levels and timeframes for expense submissions
• Payment Terms: Reimbursement methods and timing compliant with Danish payment regulations
• Data Protection: GDPR-compliant handling of personal information in expense records
• Compliance Statement: Reference to relevant Danish tax laws and accounting standards
• Policy Updates: Process for revising and communicating policy changes

An Expense Policy often gets confused with a Credit Policy, but they serve distinct purposes in Danish business operations. While both deal with financial controls, they focus on different aspects of company spending.

• Primary Focus: Expense Policies manage employee reimbursements and business spending, while Credit Policies govern customer payment terms and credit limits
• User Application: Expense Policies apply to internal staff and their business-related spending, whereas Credit Policies regulate external business relationships
• Compliance Requirements: Expense Policies must align with Danish tax and bookkeeping laws for business deductions, while Credit Policies follow financial services regulations and debt collection rules
• Risk Management: Expense Policies protect against internal misuse and ensure tax compliance, while Credit Policies safeguard against customer payment defaults and maintain cash flow