Hi, I suggest that you take the initiative to prepare such communications on your own for two reasons. Firstly, it will improve your writing skills. Secondly, you alone will know the background of the circular rather than all the members of this forum. Therefore, you will be able to come up with a better draft. Anyway, please refer to the following and edit it as per your requirements:
Dear Employees,
As you are all aware, currently, our company is reimbursing eligible employees for necessary expenses incurred towards approved work-related travel. Now, with effect from [date], it has been decided to amend the Travel Policy as follows:
Travel Policy Amendment
Effective [date], any employee traveling beyond 150 km should submit the proper/original fuel receipt when applying for reimbursement. The original bill, along with the reimbursement form, should be submitted to the Accounts Department within [number] days from the date of travel. The travel reimbursement form must be signed by the authority who approves the official travel. Travel reimbursement forms without the supporting original fuel bill will not be entertained.
Your cooperation is greatly appreciated.
Regards,
HR Department