Accountable Plan Format

The Accountable Plan Template is a fully editable .docx document that sets forth the internal policy for reimbursement of employee and contractor expenses pursuant to Treasury Regulation Section 1.62-2(c)(2). It includes a customizable header with the company name, date of adoption and plan objectives, ensuring consistency in the justification and reporting of each expense.

The archive is organized into clearly identified sections:

• Background and purpose: defines the scope of the plan and its tax compliance objectives.

• Applicability: determines to which employees or contractors the plan extends.

• Reimbursement policies: details the substantiation requirements (amount, date, place, purpose and supporting documentation) and the rules for mileage and per diem expenses.

• Payment procedure: specifies the method of reimbursement and how corporate card charges are handled.

• Tax treatment: explains the exclusion of amounts from employees’ gross income and its impact on W-2 and 1099 reporting.

• Application form: includes a sample internal form to register each expense claim.

This template is compatible with Microsoft Word and Google Docs, supports electronic signatures and allows simultaneous collaboration. Bookmarks ([CLIENT’S NAME], [DATE], etc.) facilitate mass customization via “Find and Replace”, while its modular design allows the plan to adapt to regulatory changes without losing the integrity of the original format.