Real Estate Team Expense and Reimbursement Policy Template

For the bigger picture, see our guide to real estate expense management for under $10/user (2026).

Expense Submission and Recordkeeping Procedures

To ensure accurate and timely reimbursement, please follow these procedures:

• Mileage Reimbursement:
• Expense Reporting: Submit expense reports within [30 days] of incurring the expense. Include the following information: date, location, description of expense, amount, and any supporting documentation (e.g., receipts, invoices).
• Receipts and Invoices: Keep all receipts and invoices for expenses over [dollar limit]. These must be itemized and include the date, amount, and description of the expense.
• Recordkeeping: Maintain accurate and detailed records of all expenses, including mileage logs, expense reports, and supporting documentation.
• Expense Limitations:Reimbursable expenses must not exceed [dollar limit] without prior approval from management.

Submit all expense reports and supporting documentation to [Manager's Email or Mail Address].

State tax laws can differ from federal guidelines, so it's essential to understand the specific regulations in your area. You can check your state's tax authority website for more information.

It's crucial to maintain accurate records of all reimbursable expenses, including mileage logs and itemized receipts.

When creating your expense and reimbursement policy, consider the following:

• Research state tax laws and regulations in your area.
• Maintain accurate records of all reimbursable expenses.

Expense Reimbursement Policy Overview

This policy outlines the guidelines for expense reimbursement for [Company Name] real estate team members.

For medical/moving expenses, the rate is 23.5 cents per mile for the same period. For charitable use, the rate remains at 14 cents per mile for all of 2026.

For the year 2024, the rate was 67 cents per mile. For medical/moving expenses in 2024, the rate was 21 cents per mile.

Reimbursable Expenses and Limits

The following expenses are eligible for reimbursement, subject to the limits outlined below:

• Office supplies and equipment, including paper, ink, and software
• Professional fees, including attorney and accountant services

The following limits apply to reimbursable expenses:

For expenses incurred in high-cost localities during the 2024-2025 period, the limit was $319 per day.