Expense Reimbursement Forms

Sometimes, an employee needs to pay for something business-related. When this happens, the employee must get reimbursed for the expense. The expense reimbursement process must be transparent so everyone knows they are treated fairly. The company needs to make sure the employee is demanding the right amount.

An expense reimbursement form can be considered here. Businesses use this form to request and approve employee expense reimbursements, aiding businesses in ensuring that all expenses are reasonable and necessary.

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The form is important as it aids in protecting employees and the company. It does this by professionally communicating to the employer what the employee has spent on business-related activities. Employees will be more confident in carrying out required purchases as they know they will be paid for these. Employees will not even overspend as they understand that the employer will be looking at their spending. The form can prevent any expense reimbursement fraud.

The form includes the details about the employee and their role in the company. The date that the employee carried out the expense for the company will be noted. Information on the cost will be mentioned, and the amount the employee spent will be recorded.

#1

Travel Expense Reimbursement Form

Travel Expense Reimbursement Form

This form is designed for employees or individuals to claim reimbursement for expenses incurred during work-related travel.

MS Excel (.xlsx) File

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#2

Mileage Reimbursement Form

Mileage Reimbursement Form

To request reimbursement for business-related travel using a personal vehicle.

MS Excel (.xlsx) File
[Print 2 per page]

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#3

General Expense Reimbursement Form

General Expense Reimbursement Form

MS Excel (.xlsx) File

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Benefits of Expense Reimbursement Forms:

The following are some advantages that an expense reimbursement form may have:

  • Allows the employee to professionally and formally request payment from the company due to business-related expenses.
  • The company can know where money has been spent and pay the amount to the employee.
  • The company will know that expenses are necessary and reasonable and that they comply with the company’s policies.
  • Organizations can keep proper track of business-related expenses and handle their budgets better.
  • Transparency can occur in the reimbursement procedure with the help of this document.

You may find it challenging to use the sheet because:

  • The process can be time-consuming, as the employee must gather the receipts, compile the expense reports, and add the data.
  • Some employees may provide incomplete and inaccurate expense reimbursement forms.

How to make an Expense Reimbursement Form?

The following points can be helpful when making an expense reimbursement form:

Professional document:

The form is a professional document and should have a formal format. Include a heading such as “Expense Reimbursement Form”. Details about the employee need to be present, and you can include the information related to expenses in a table.

Employee information:

The name of the employee, their employee ID, and the name of the manager can be included. The department the employee is in can be mentioned. Mention the time period the form concerns.

Make a table:

The table can have a column for a date that mentions the date that the employee carried out a business-related expense. A column for expense items can be included. There can be a column where you can briefly describe the expense. A column for notes can be present, and another for amounts can be used. There can be a row for total cost at the bottom of the table.

Signature:

The signature of the person who has approved the form should be included where the employee’s signature can be seen. The date should also be noted.

Consider the following quick note to draft a great form.

Select application: Use Microsoft Excel. The application can help you quickly create the form.

Simple to fill in: The form should be simple to fill in, so only include the necessary details so that those who will be filling it in will not be confused.

An expense reimbursement form is a document that a company needs if it wants expense reimbursement to be transparent and effective. When the form is made right, it aids an employee in requesting payment for work-related expenses and lets the company know that these expenses are valid.

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Expense reimbursement form

Download File Format: Excel [.xlsx]

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