What is the expense reimbursement policy in Bangladesh?

Modified on: Fri, 30 Jan, 2026 at 6:38 PM

This article explains how employees can claim reimbursement for business‑related travel expenses in Bangladesh, including mileage, transportation, and documentation requirements. Reimbursements are governed by company policy, as Bangladesh does not set statutory reimbursement rates for most business travel expenses.

1. Travel & Mileage (Use of Personal Vehicle)

Mileage Reimbursement

Bangladesh does not mandate a national mileage reimbursement rate.

If employees use a private vehicle for business travel:

The reimbursement rate must be defined in company policy.
Rates are typically based on:
- Fuel prices
- Maintenance and wear
- Distance travelled
Reimbursement applies only to approved business travel and not to commuting between home and the regular workplace.

Documentation

Employees must provide:

A mileage log (date, route, distance, business purpose), and
Receipts for any additional reimbursed costs such as fuel, tolls, or parking (if covered under policy).

2. Business Travel Expenses (General)

Companies in Bangladesh commonly reimburse actual business travel costs rather than flat allowances. Typical reimbursable expenses include:

Taxi and ride‑hailing services
Bus or train fares
Public transport tickets
Fuel, tolls, and parking (if business‑related)
Flights for business trips
Rental vehicles
Hotel accommodation
Meals incurred during business travel (if allowed by policy)

All expenses must be:

Business‑related
Pre‑approved where required
Reasonable and necessary for the work performed

3. Invoicing & Documentation Requirements

For most expense categories, companies require original receipts or invoices from the vendor to support reimbursement and proper accounting.

Required Supporting Documents

Depending on the expense type, documentation may include:

Vendor receipt or invoice (physical or electronic)
Ticket (for bus, train, or flight)
Booking confirmation (for hotels or rental cars)

Receipts should clearly show:

Vendor name
Date of transaction
Amount paid
Description of service or goods

Public Transport & Third‑Party Services

Bus and train tickets are typically accepted as receipts.
For flights, hotels, rental cars, and other third‑party services, reimbursements are usually processed on an actual‑cost basis, supported by boarding passes, invoices, or booking confirmations.

Expenses lacking reasonable proof may be denied or delayed.

4. Reimbursement & Taxability

Reimbursements of actual business expenses supported by proper documentation are generally not treated as additional income for employees.
Payments that:
- Lack receipts,
- Are excessive, or
- Are not clearly linked to business activities
  may be treated as taxable compensation, depending on circumstances and company practice.

5. Submission & Approval Process

To ensure timely reimbursement:

Obtain any required pre‑approval before incurring expenses.
Collect all original receipts or tickets.
Submit an expense claim/reportwith:
- Description of the expense
- Business purpose
- Date(s) incurred
Submit the claim within the company‑defined deadline.

Late or incomplete submissions may be rejected.

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Bangladesh