Before we begin
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Match EN → PL
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English
Polish
Dialogue: Employee ↔ Finance
A typical workplace conversation. Key vocabulary is highlighted — hover or tap to see the Polish equivalent.
The Expense Lexicon
Fifteen essential terms, grouped by function. Scan this table before moving on.
How expense reports really work
A short explainer on why companies care so much about receipts — and what's changing in 2026.
When employees spend money on behalf of their company, that money doesn't just return magically. A structured process — the expense report — makes sure every dollar, euro, or złoty is tracked, justified, and legally documented.
Why every receipt matters
Tax authorities in most countries require companies to prove that business expenses are genuinely business-related. If a company can't show a receipt, the expense may not be deductible — meaning the company pays more tax. That's why finance teams insist on proof of purchase for every claim, even for small amounts like a coffee with a client.
The modern shift: automation
Until recently, most employees kept paper receipts in wallets and envelopes, then typed everything into a spreadsheet at the end of the month. Today, tools like SAP Concur, Expensify, and Rydoo let you photograph a receipt with your phone — the app reads the amount, currency, and vendor automatically, then files the claim.
According to industry research, automated expense management reduces processing time by around 40–60% and cuts errors significantly. For companies with hundreds of employees, that's a major operational improvement.
What's typically covered
Standard business expenses include transport (flights, taxis, trains), accommodation, client meals, conference fees, and essential office supplies. What's usually not covered: alcohol (in many strict companies), entertainment without a business purpose, personal shopping, and upgrades to business class without approval.
Words that go together
In Business English, verbs and nouns travel in fixed pairs. Learn them together.
| Verb | + Noun/Phrase | Translation |
|---|---|---|
| submit | an expense report | złożyć raport wydatków |
| claim | expenses / a refund | ubiegać się o zwrot |
| attach | a receipt / an invoice | dołączyć paragon |
| approve | a claim / a report | zatwierdzić wniosek |
| reject | an expense | odrzucić wydatek |
| cover | the cost / expenses | pokryć koszty |
| get | reimbursed | otrzymać zwrot |
| issue | an invoice | wystawić fakturę |
| process | a payment | przetworzyć płatność |
| exceed | the budget / limit | przekroczyć budżet |
Gap-fill exercise
Complete each sentence with a word from the bank. Use each word once.
Multiple choice
Choose the best option. You'll see a short explanation after each answer.
True or False?
Based on the article in Section 5. Click T or F.
Talk about it
Use the vocabulary from this lesson. Aim for 3–4 full sentences per answer.
Describe the expense reimbursement process in your company — or how you imagine it should work.
Should employees be reimbursed faster than two weeks? Argue for or against.
What kinds of expenses should a company never cover? Why?
Have you ever had a claim rejected? What happened — and how did you handle it in English?
Do you prefer paper receipts or apps like Expensify? What are the pros and cons?
Imagine you're calling the finance department in English. What are the 3 most important phrases you need?
What to remember
Five core points, one closing line, and a personal checklist.
Five things you can now do in English
- Submit an expense reportUse the verb submit — not "send" or "give." It's the standard business verb for formally filing a document.
- Attach proof of purchaseAlways say "attach receipts" or "attach an invoice." Without them, you cannot claim anything.
- Distinguish expense typesBusiness expenses are work-related and covered; out-of-pocket means you paid first and need reimbursement.
- Talk about the reimbursement timeline"The company will reimburse you — usually up to two weeks after approval." A reliable, memorizable formula.
- Ask if something is covered"Is this covered by the company?" is the single most useful question before you spend anything unusual.
- I can translate the 15 key terms from the catalogue (§ 04)
- I can use "submit," "attach," "claim," and "approve" correctly
- I can explain the difference between an invoice and a receipt
- I can ask "Is this covered?" and "How long does reimbursement take?"
- I can role-play the Employee ↔ Finance dialogue without the text