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Travel & Expense (T&E) Policy – Excel Template
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How to use this workbook
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1) Complete the Policy_Overview, Categories, Limits_PerDiem, Vendors, and Approval_Matrix sheets.
2) Fill Traveler_Profile (employee details).
3) Use Expense_Report to log trips and expenses (dropdowns are pre-configured).
4) Review KPIs for compliance and turnaround insights.
5) Track changes in Change_Log.

Tip: Keep the policy simple at first. Refine after rollout based on feedback.
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Sheets overview
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SheetWhat it contains
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Policy_Overview
Objectives, scope, owner, effective date, review cadence
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Categories
Expense categories, reimbursable flags, GL codes, receipt thresholds
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Limits_PerDiem
Spending caps and per diems by region/role/category
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VendorsApproved suppliers and preferred rates
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Approval_Matrix
Who approves what and when; exceptions and escalation
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Documentation
Receipt rules, submission timelines, audit notes
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Traveler_Profile
Employee profile: region, role level, cost center, manager
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Expense_Report
Employee expense entry with validations and policy checks
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KPIs
Compliance, turnaround, out-of-policy rates (formulas)
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Workflow
RACI-style steps for plan→book→submit→approve→reimburse
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Change_LogVersion history and updates
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GlossaryDefinitions for quick reference
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