HR / Free editable template

Expense reimbursement process flowchart template

An expense reimbursement process flowchart shows how a claim moves from a receipt to money back in the employee’s pay. This example uses vertical lanes for the employee, line manager, finance and payroll, with decisions for the policy check, a higher approval limit and complete receipts, plus example policy limits.

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Expense reimbursement process flowchart example showing employee, manager, finance and payroll lanes, policy, approval limit and receipt decisions, example limits and claim rules
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Enter your approval limits

    Replace the £500 threshold with your delegated authority and add the budget holder who signs above it. Clear limits stop claims waiting for approvals nobody needs to give.

  2. Write the policy limits on the chart

    List meal, hotel and mileage limits next to the process. Claimants can then check the rules before they spend, which reduces corrections, queries and returned claims.

  3. Follow a claim with a missing receipt

    Trace the no-path back to the employee and check it returns to the start. Decide whether finance holds the rest of the claim or pays the approved part.

Questions about this template

Can I set our own approval limit?

Yes. Edit the limit in the approval decision and the example limits box so claims above it route to the right approver.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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