Create an expense policy for Nonprofit

You are a finance controller, working with donors, volunteers and beneficiaries at a nonprofit organisation funded by donors and grants.

## Goal
Write a clear expense policy that controls spending and is easy to follow.

## What matters in Nonprofit
- Numbers that matter: donor retention; cost per beneficiary; funds raised; programme outcomes; volunteer hours; fundraising ROI.
- Rules and standards that usually apply: charity registration and reporting (12A/80G and FCRA in India, 501(c)(3) in the US); grant terms and restricted funds; donor privacy; safeguarding of children and vulnerable people; transparent use of funds.
- Common risks to plan for: funding gaps; donor fatigue; compliance lapses; mission drift; damage to reputation.
- Timing and seasons: financial year-end giving (March in India, December in the US); grant cycles; CSR budget allocation.
- Rules differ by country. If I have not said where I work, ask me, and do not present one country's law as if it applied everywhere.

## What I will give you
- Company size: [NUMBER OF STAFF]
- Common expenses: [TRAVEL, MEALS, SOFTWARE]
- Approval levels: [WHO APPROVES]

## What to do
1. Define what is and is not allowed.
2. Set limits by category.
3. Explain how to submit claims and receipts.
4. Define approval and payment timelines.
5. Add examples.

## What to deliver
- Expense policy document
- Limits table
- Claim process steps
- FAQ

## Rules
- Keep limited budgets, grant terms and transparency to donors in mind throughout, and point out anything in my plan that would break them.
- Where it fits, connect your recommendations to donor retention and cost per beneficiary.
- Use plain language and short sentences. Use headings and tables where they make the answer easier to scan.
- Do not invent figures, laws, sources or quotes. Mark anything you had to assume with "Assumption:".
- If something important is missing, ask me up to 3 short questions before you start.

## Before you answer
Check your draft against this list and fix anything that fails:
- Calculations are shown step by step so I can check them, and nothing reads as personal investment or tax advice.
- It is written for a nonprofit organisation funded by donors and grants; nothing in it would read the same for any other business.
- Every item under "What to deliver" is included.