Can time and expense forms be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

What supporting documents are required?

Attach original receipts or legible digital copies for all expenses above the policy threshold; include boarding passes, expense receipts, and client meeting notes when relevant.

How are disputes handled?

Document disputed items, suspend payment until manager review, and follow the escalation path in the policy; retain all related evidence until resolution.

When must records be produced for audits?

Produce requested records within the timeframe set by internal audit or external regulators; typical retrieval times are 3–5 business days but may vary.

Are PHI or sensitive items allowed in expense reports?

Avoid including protected health information. If PHI is necessary, process under a Business Associate Agreement and follow HIPAA safeguards and minimum necessary rules.

Who do I contact for configuration help?

Contact your finance systems administrator or the technology integration team responsible for the expense platform; they manage templates, fields, and approvals.

Electronic Signature
Templates
Finance
Finance Time and Expense Policy

Finance Time and Expense Policy

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCE TIME AND EXPENSE POLICY

Company Name: Effective Date:

Purpose and Scope

This Finance Time and Expense Policy (the Policy) establishes mandatory requirements for recording work time, submitting expense reports, obtaining pre-approval for expenditures, and receiving reimbursements. This Policy applies to all employees, contractors and temporary staff who incur business expenses or record time on behalf of the company.

Definitions

"Business Expense" means any cost incurred while performing company business that is ordinary, necessary and appropriately documented. "Reimbursement" means payment made to an employee for an approved business expense. "Pre-Approval" means documented authorization by an employee's manager or designated approver before expense is incurred when required by this Policy.

Timekeeping Requirements

Employees must record actual hours worked in the company timekeeping system each pay period. Timesheets must be submitted no later than or the designated payroll cutoff for the applicable period. Falsifying time records is prohibited and may result in disciplinary action up to termination and civil or criminal liability.

Overtime and Approval

Non-exempt employees must obtain prior manager approval before working overtime except in documented emergency situations. All overtime must be recorded and approved in accordance with applicable wage and hour laws. Manager approval must be recorded in the timekeeping system or attached to the timesheet.

Expense Types and Pre-Approval

Expenses fall into categories including travel, meals, lodging, mileage, materials, supplies, and third-party services. Pre-approval is required in the following circumstances:

Pre-approval required for: Out-of-state or international travel Engagement of third-party contractors or consultants Purchases exceeding USD

Documentation and Receipts

Receipts are required for all expenditures. Itemized receipts must be submitted for amounts equal to or greater than USD and for all lodging, conference fees, and third-party services regardless of amount. Electronic images of original receipts are acceptable where permitted by law and company practice.

Per Diem, Meals and Mileage

The company may allow a per diem for meals when travel spans full calendar days. Per diem rates and eligibility are set by Finance. Mileage reimbursements for use of personal vehicles are limited to the company mileage rate of per mile. Mileage claims must show origin, destination, purpose and miles traveled.

Corporate Cards and Advances

Corporate card holders are responsible for timely submission of receipts and reconciling charges. Cash advances are granted only with written approval and must be reconciled within the timeframe specified on the advance authorization. Unreconciled advances may be recovered through payroll deduction where permitted by law.

Submission, Approval and Payment

Expense reports must be submitted within days of the expense date unless an advance was issued or other written exception applies. Approvers must certify that expenses are business-related and reasonable. Approved reimbursements will be processed within days of approval and will be paid via payroll or accounts payable per the company's payment methods.

Non-Reimbursable Expenses

The following items are normally non-reimbursable: personal entertainment, personal travel not business-related, fines and penalties, traffic violations, personal grooming, and expenses lacking supporting documentation. Exceptions require written justification and final approval from Finance.

Audit, Records and Tax Treatment

Finance will periodically audit expense reports and time records for compliance. Employees must retain supporting documentation for years or as otherwise required by law. Certain reimbursements may be taxable and will be reported in accordance with applicable tax rules.

Exceptions and Amendments

Exceptions to this Policy must be approved in writing by the Finance Director or an authorized delegate. The company reserves the right to amend this Policy at any time. Continued employment does not create contractual rights with respect to expense reimbursement beyond those established in this Policy.

Violations and Recovery

Submitting knowingly false, inflated or fraudulent expenses may result in denial of reimbursement, disciplinary action up to termination, and civil or criminal prosecution. The company may recover improper payments by payroll deduction or other lawful means.

Employee Acknowledgement

I acknowledge that I have read, understand, and will comply with the Finance Time and Expense Policy. I understand that failure to comply may result in disciplinary action and that reimbursement is subject to the terms of this Policy.

Employee Name Employee ID Department Manager Name Additional Comments or Exceptions (provide explanation if necessary)

Employee Printed Name:

Signature:

Date:

Overview of the Finance Time and Expense Policy

A Finance Time and Expense Policy documents rules and procedures for reporting work hours, submitting reimbursable expenses, and approving payments inside an organization. It defines eligible expense categories, required supporting items such as receipts and project codes, submission windows, approval routing and eligibility for per diems. The policy establishes how time is recorded for payroll and client billing, who reviews and authorizes reimbursements, and how exceptions are handled. It also sets retention expectations and references legal requirements for financial records and privacy where applicable.

Why a Standardized Policy Matters

A clear Finance Time and Expense Policy reduces payment errors, speeds reimbursements, protects against fraud, and provides consistent treatment across departments. It supports accurate payroll and client billing and creates defensible audit records for tax, regulatory, and internal control purposes.

Who Completes and Relies on This Policy

Employees and contingent workers use the policy to submit time and expense claims; managers and finance staff use it to approve and reconcile entries.

Employees submit timesheets and expense reports according to the policy and attach required receipts or digital evidence.
Managers review entries for accuracy, project allocation, and policy compliance before approving for payment.
Finance and payroll reconcile approved entries, process reimbursements, and maintain records for audits and tax reporting.

The policy also guides auditors, HR, and external reviewers when verifying payroll, expense reimbursements, and client invoicing.

Core Elements to Include in the Policy

A professional policy organizes rules into clear sections so submitters and approvers can follow consistent steps; include definitions, allowable items, approval flows, and enforcement measures.

Scope

Specify who the policy covers (employees, contractors, project classifications) and which expense types and time entries are in-scope or excluded.

Submission Rules

Set formats and timelines for submitting time and expenses, required fields (project code, business purpose), receipt thresholds, and allowed file types for attachments.

Approval Flow

Define approver roles, escalation paths, delegated authority limits, and automatic routing for exceptions or missing documentation.

Reimbursable Items

List eligible expense categories (travel, meals, supplies) with maximums, per diem rules, and any nonreimbursable items.

Audit & Controls

Describe periodic audits, spot checks, fraud detection signals, and consequences for policy violations.

Recordkeeping

State retention periods, acceptable electronic storage formats, and who is responsible for maintaining signed records.

Required Data Fields for Each Submission

Employee Name: Full legal name

Employee ID: Numeric or alphanumeric identifier

Date: MM/DD/YYYY

Project Code: Chargeable project identifier

Expense Category: Travel | Meals | Supplies

Receipt Attached: Yes or No

Step-by-Step: Submitting Time and Expense Reports

Follow these steps to ensure timely reimbursement and correct client billing.

01

Prepare: Collect receipts, note business purpose, and confirm project code.
02

Enter: Complete the form fields accurately and attach digital receipts.
03

Route: Send to the designated approver or use automated routing rules.
04

Review: Approver verifies policy compliance and authorizes payment.

How to Configure an Online Approval Workflow

Design a workflow that matches organizational roles and approval limits to reduce manual routing and delays.

Field	Configuration
Submitter Role	Employee account with expense entry permissions
Approver Role	Manager or project lead with approve/reject authority
Escalation	Auto-escalate after X days to next approver
Audit Trail	Enable timestamped logs for each action

Where to Send and How Records Move

The policy should define filing destinations, retention owners, and how electronic copies are distributed after approval.

Submit: User submits report in the expense system with attachments.
Approve: Manager approves or returns for clarification.
Finance: Finance reconciles and schedules payment.
Archive: Final record stored in central repository per retention rules.

Technical and Integration Considerations

Ensure the chosen system supports required integrations, file formats, and authentication methods before deploying the policy.

File Formats: PDF, DOCX, JPG
Integrations: ERP/Payroll, CRM, cloud storage
Authentication: SSO, MFA options

Submission Windows and Processing Expectations

Specify submission deadlines, expected review times, and typical payment timing so employees know when reimbursements will occur.

Reporting Window:

Submit within 30 days of expense occurrence

Approver Response:

Managers respond within 5 business days

Finance Processing:

Payments processed in next payroll or AP run

Late Submissions:

May be denied or require exception approval

Record Retrieval:

Allow 3–5 business days to retrieve archived records

Common Mistakes to Avoid

Missing or low-quality receipts make verification difficult and often delay reimbursement approval.
Incorrect project codes result in misallocated costs and can trigger client billing disputes and rework.
Submitting after the allowable window frequently causes denials or requires manager-level exceptions.
Using personal card charges without clear business purpose leads to audit questions and possible recoupment.

Consequences of Noncompliance or Incorrect Submissions

Payment Denial: Expenses may be rejected without complete documentation

Tax Implications: Incorrect reporting can affect taxable benefits

Client Disputes: Misbilled hours can trigger contract remediation

Disciplinary Action: Repeated violations may lead to HR action

Audit Findings: Missing controls can generate audit exceptions

Fraud Risk: Poor documentation increases exposure to misuse

Authorized Signers and Approval Authorities

Finance Manager

Typically authorized to approve reimbursements up to a defined limit, reconcile departmental spend, and certify that charges meet policy requirements. Finance managers often sign or certify expense pools for client billing.

Department Head

Approves time entries, validates business purpose, and authorizes higher-value or exception reimbursements; may be required to countersign for compliance with internal delegation of authority.

eSignature Vendor Pricing Snapshot for Policy Workflows

Compare common vendor pricing and feature indicators relevant to signing and approving finance time and expense records.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Answers to common operational and legal questions about using and enforcing the Finance Time and Expense Policy.

Need help? Contact support

Can time and expense forms be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
What supporting documents are required?
Attach original receipts or legible digital copies for all expenses above the policy threshold; include boarding passes, expense receipts, and client meeting notes when relevant.
How are disputes handled?
Document disputed items, suspend payment until manager review, and follow the escalation path in the policy; retain all related evidence until resolution.
When must records be produced for audits?
Produce requested records within the timeframe set by internal audit or external regulators; typical retrieval times are 3–5 business days but may vary.
Are PHI or sensitive items allowed in expense reports?
Avoid including protected health information. If PHI is necessary, process under a Business Associate Agreement and follow HIPAA safeguards and minimum necessary rules.
Who do I contact for configuration help?
Contact your finance systems administrator or the technology integration team responsible for the expense platform; they manage templates, fields, and approvals.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now