Skip to content
atifo

Browse tools

Language

Theme

Expense reimbursement form template

Claim back money you spent for work, with receipts and approval.

Save as

Paper size

Colour

Form details

Questions

More options

Leave empty to remove the box.

See preview

Processed in your browser. Nothing is uploaded.

How to make a expense reimbursement form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the expense reimbursement form and share it, print it or add it to your website.

About this expense reimbursement form

An expense reimbursement form (or expense claim) is how employees get back money they spent on the company’s behalf: travel, meals with clients, supplies, phone bills or training fees. Each item is listed with its date, category and amount, receipts are attached, and a manager approves the claim before finance pays it.

Use the expense report form for summarising a longer period or a trip budget, and the mileage reimbursement form for claims based on distance driven.

What’s on the expense reimbursement form

The template has 5 sections and 19 questions. Every one can be renamed, moved or deleted.

  • Claimant: Name; Employee ID; Department; Manager; Claim period from; to
  • Expenses: Items table (Date, Receipt no., Description, Category, Amount); Total claimed; Advance received; Purpose of expenses; Agreement: “All receipts are attached.”
  • Payment: Pay to (choose one: Salary account, Other bank account, Cash); Bank account details (if different)
  • Declaration: Agreement: “These expenses were incurred for business purposes and have not been claimed before.”; Claimant signature with date
  • Approval: Decision (choose one: Approved, Approved with changes, Not approved); Comments; Manager name; Manager signature with date

Tips

  • Number your receipts and write the number in the table so finance can match them.
  • Claim within the deadline in your expense policy, usually 30 days.
  • Keep personal items off company receipts, or mark them clearly as not claimed.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What expenses can be reimbursed?

That’s set by your company’s expense policy. Commonly: work travel, accommodation, meals while travelling, client entertainment, supplies and work phone or internet costs.

Do I need receipts for every expense?

Most companies need a receipt for each item, and tax rules often require them. Small items without receipts may need a signed note explaining the expense.

Can I put the expense reimbursement form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Can I get the expense reimbursement form as a Word document?

Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.

Can I change the questions on the expense reimbursement form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

Related tools