Expense reimbursement form.
A simple expense-reimbursement form for out-of-pocket business spend — meal, travel, equipment, conference. Approval flow on the form, receipts attached.
EXPENSE REIMBURSEMENT FORM — [Company Name] Employee: ________________________ ID: ____________ Cost-centre: ____________ Manager: ________________________ Date submitted: ____________ EXPENSE ITEMS | Date | Description | Category | Amount | Currency | Receipt # | |------|-------------|----------|--------|----------|-----------| | ____ | ____________ | _______ | _____ | _______ | ________ |…
What's inside the document.
Name, employee ID, manager, cost-centre or team.
Date, description, category, amount per item, currency where relevant.
Receipts attached (scanned or photographed); reference numbers if relevant.
Total reimbursable, tax handling per your jurisdiction (AU GST, UK VAT, US sales tax).
Employee declaration, manager approval, finance verification, payment date.
Tick that each item is within the expense policy or flagged with justification.
A complete document set.
- Word document (.docx) — fully editable
- PDF — fillable signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this form
- Commercial-use licence for internal and client work
Three formats, one document.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
4 steps from download to use.
- 01Complete the form after the expense is incurred; attach receipts.
- 02Confirm each item is policy-compliant or flag with justification.
- 03Submit to manager for approval; finance verifies and processes payment.
- 04File the approved form in finance records with the receipts.
The right document at the right moment.
Use for any out-of-pocket business expense — meals, travel, accommodation, conference fees, small equipment. The form replaces ad-hoc email requests with a documented audit trail.
For large expenses (typically >$1,000), require pre-approval rather than reimbursement. The form has a pre-approval field for this case.
Honest answers before you download.
- How long do employees have to submit expenses?
- Typical policy is 30 to 60 days from the expense date. Beyond that, reimbursement is at the company's discretion. Set the deadline in the expense policy and reference it on the form.
- What about cash advances?
- Cash advances are tracked separately and reconciled against this form. The form has a 'advance reconciliation' field.
- Do I need original receipts?
- Scanned or photographed receipts are generally acceptable for tax-deductibility under current accounting standards. Originals are required only where statute or audit policy specifies.
Other documents in this neighbourhood.
This expense reimbursement form template is a professionally drafted starting point and is not legal advice. The clauses follow current US and AU practice; adapt the document for your specific jurisdiction and have qualified counsel review any clauses you add before signing or distributing. Full disclaimer.