As of 13 August 2026, AI can write an expenses policy for your UK employees.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open your current finance rules, employment handbook, travel guidance and claim-system instructions, then gather the approved rates, limits, deadlines, evidence rules and approval routes.
   2. Write down the decisions the policy must make, including eligible employees, allowable and excluded costs, mileage, accommodation, subsistence, advances, exceptions and reimbursement timing.
   3. Paste those facts into the prompt, replacing each bracketed slot and leaving [DECISION NEEDED] where your organisation has not made a decision.
   4. Ask the chatbot to produce the policy, expense table, claims procedure, unresolved decisions and implementation checklist in one response.
   5. Compare every rate, limit, deadline, approval route and exclusion in the draft with your finance records and current claim-system settings, correcting any mismatch in the source facts and regenerating the affected sections.
   6. Ask your HR or finance lead to check the draft against employment contracts, existing agreements and current HMRC guidance, and obtain UK employment and tax advice for unusual or high-risk arrangements.
   7. Send the approved version through your organisation's policy approval process, publish it in the employee handbook or intranet, and tell employees which version and effective date apply.

   Prompt

   Write a UK expenses policy for the organisation described below. Draft it as an internal employee policy, not as legal advice. Use only the information I provide and do not invent rates, limits, tax treatment, approval rules or benefits. Where information is missing, write [DECISION NEEDED] and list the question I must answer.
   
   Organisation and employees: [describe the organisation, workforce and locations]
   Eligible expenses: [list what employees may claim]
   Excluded expenses: [list what employees may not claim]
   Limits and rates: [give the approved amounts, currencies and any distinctions]
   Approval process: [state who approves claims and any approval thresholds]
   Evidence: [state receipt, invoice, mileage, business-purpose and other requirements]
   Deadlines: [state when claims must be submitted]
   Payment process: [state how and when approved claims are reimbursed]
   Travel and accommodation rules: [give booking, class, hotel and subsistence rules]
   Exceptions and advances: [give the rules]
   Company systems and contacts: [name the claim system and responsible team]
   
   Produce:
   1. A concise policy with numbered headings and plain UK English.
   2. A table of allowable expenses, limits, evidence and approval requirements.
   3. A short claims procedure employees can follow.
   4. A list of unresolved decisions and possible ambiguities.
   5. A separate implementation checklist for HR and finance.
   
   Do not state that the policy complies with UK law. Flag clauses that need checking against current HMRC guidance, employment contracts, collective agreements or advice from a UK employment and tax professional. Keep the policy fair and consistent, and do not create different rules for protected characteristics.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.