sample travel reimbursement form

Expense Reimbursement Form Templates

A reimbursement form is used by most businesses and non-profit organizations. A new employer will soon realize they need a way to reimburse employees for general business expenses like office supplies, mileage, software, training fees, etc. For travel, you can use the Travel Expense Form or Mileage Tracker , but for these other expenses, a general reimbursement form will suffice. All you need is a simple spreadsheet for this type of form, so our Employee Expense Reimbursement Form below is just the thing. I have also added a new printable PTA Reimbursement form.

Employee Expense Reimbursement Form

Other versions.

License : Private Use (not for distribution or resale)

"No installation, no macros - just a simple spreadsheet" - by Jon Wittwer

Description

This reimbursement form was designed to allow employees to request reimbursement for general business expenses.

For travel-related expense reimbursement, use the Travel Expense Report . If you routinely use a vehicle for business purposes, download our Mileage Tracking Log .

Reimbursement Form with Receipts

Including digital receipts with reimbursement forms is becoming increasingly popular. Attaching electronic scans or photos of your receipts along with your form via email is an option. But, with this template you can insert images of your receipts below the form. Then you can print the form with the included receipts as a single PDF file.

New for Google Sheets: Google Sheets allows you to insert images into cells, so this could be done with receipts. However, GS currently doesn't have a great way to easily view larger versions of the images within cells. This template uses a separate worksheet to allow viewing the larger versions of the images.

How to Reimburse Employees for Business-Related Expenses

For employers.

Customize the template and then give a copy of the form to your employees when they need to submit a request for expense reimbursement. Make sure they know to attach a copy of their receipts. Remember to customize the list of items in the Categories worksheet and keep the mileage rate note up-to-date (see the references below for the current rates).

It would probably be good to write-up a short document that you can give your employees as a guide for what types of expenses you will reimburse and any other policies that you want to put into place (such as requiring an employee to get prior approval for any purchase over $XX).

Processing a Payment : For accounting purposes (assuming you are using an "accountable plan" - see IRS Publication 463), I find it simpler to write a separate check than to include the reimbursement in a payroll check. Employees may appreciate being reimbursed as soon as possible, instead of waiting for the normal paycheck. If you write a check, make sure to write Expense Reimbursement in the Memo field or otherwise indicate that the check is a reimbursement rather than a normal paycheck. See IRS Publication 463 for detailed rules.

For Employees

For each expense, choose an appropriate category. If you have questions about how to use the form, ask your employer. Don't forget to attach copies of your receipts.

Important : Keep a copy of your receipts and your reimbursement request form for your own records!

Business Meals: For business meals to be tax-deductible, there must be a clear business purpose, along with a receipt. You might include the purpose for the meal in the Description if you are listing many items on a single form.

PTA Reimbursement Form

My wife was PTA treasurer this year (2018-2019), so we based this form on how our school's PTA handles reimbursements. You can use this form to create a printable reimbursement form for your PTA, PTO, or similar organization.

• IRS Publication 463 (Chapter 6) at irs.gov - How to Report Expenses (information for both employees and employers)
• Mileage and Per Diem Rates at www.gsa.gov - U.S. General Services website providing mandated rates for mileage reimbursement and per diem.
• Standard Mileage Rates at www.irs.gov - The IRS's table for employees and self-employed individuals.

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Travel Reimbursement Form

A travel reimbursement form refers to a document that enables employees to list down costs they incurred while on a business trip for the purposes of refund. Filling this form enables the company to know how much you spent, and also to ascertain that you didn’t surpass the limit.

If your job involves a lot of travelling, then you may be required to be applying for a refund every month. This article contains 15+ travel reimbursement examples and templates to use and quickly make a claim. Also, these taxi receipt examples can be of great help.

Travel Reimbursement Form Examples & Templates

1. travel expense reimbursement form.

• Google Docs

Size: A4 & US

With this travel expense reimbursement form, you get blank sections where you enter your name, department, manager, description, dollar amount and date of travel. The print-ready template lets you customize the information in it, and have large enough column and row sizes to record transactions. To get started creating your travel expense reimbursement form, just download this fully customizable template.

2. Medical Travel Expense Reimbursement Request Form

Size: 18 KB

Use this medical travel expense reimbursement form to ask the company to refund you for the money you used while on a company trip. The template lets you include information such as your name, department, purpose of travel and the duration of the trip. It also shows an itemized calculation of the total cost, with the grand total appearing at the bottom.

3. Non Employee Travel Reimbursement Form

This is a claim reimbursement form for non-employees that traveled on company-related issues. The template helps you to include all the relevant information that will be needed before the reimbursement can be approved by your manager. As such, you can be sure your form is comprehensive and captures all the details when you use this template. Download it today.

4. Travel Advance Reimbursement Form

If you want to ask your company to give you money in advance to cater for your expenses during a business trip, this is the template that you need to get. It prompts you to include important information like your name, purpose of travel, and how much you are going to need among other things. The expenses are broken down into individual items like air ticket, car rentals, hotel accommodation and boarding pass. Also, check these printable mileage log examples for more inspiration.

5. Student Travel Reimbursement Form

Size: 74 KB

If you are a student traveling for university or college-related business, you should use this form to apply for a refund on the expenses you incurred while on the trip. The template has places where you just plug in your information like date of travel, duration, purpose of the travel and department or school among other things. The template can be edited easily and entering the name of your university or college is very easy.

6. Travel Expenses Reimbursement Claim Form

Size: 751 KB

This is a standard travel expenses claim form that you can use to apply for reimbursement of the costs you incurred while on a company-related trip. The template prompts you to provide details such as job title, date when you made the trip, duration, where you went, and an itemized list of expenses.

7. Travel Request and Expense Reimbursement Form

This is a multi-purpose form that can serve two functions at ago. You can use the template for getting your trip request approved, and at the same time ask for an advance travel expense reimbursement. With this template, you get to kill two birds with one stone. The template is easy to use since it is editable and highly customizable. You don’t need a special program to edit the template.

8. Travel Expense Reimbursement Form in PDF

Size: 24 KB

This PDF-based travel expense reimbursement report is another example of a template that you can use as a guide for creating yours. The template is easily customizable by writing your company name, department and the purpose of the travel. It even enables you to add your own logo and apply a new theme. Download it to get started.

9. Athletics Travel Reimbursement Form

Size: 28 KB

With this Athletics Travel Reimbursement template, you don’t have to create a reimbursement form from the start. The template enables you to add fields which in turn calculate the total amount that you are seeking refund for.  With this template, you can be done applying for a refund in minutes. If you want a quicker way to apply for your travel reimbursement, this template will serve you just fine.

10. Travel Authorization and Travel Reimbursement Form

Size: 93 KB

This form enables you to seek approval for your upcoming travel and at the same time apply for costs to cover your company-related travel expenses. Available on instant download, this template can be modified by changing color scheme, font, adding your logo , company name and even letterhead. With this template, you don’t have to waste a lot of time creating a travel reimbursement form. It makes your work easier.

11. Travel & Business Expense Reimbursement Form

Size: 199 KB

This travel & business expense reimbursement report is fully customizable. You can add some features to make it reflect your company’s refund policy. Fully researched, the template enables you to include all the expenses you incurred in your business trip . Whether it is car rental costs, hotel and meal expenses or air ticket expenditure, the template ensures you get back every coin you spent.

12. Travel Reimbursement Form Example

Size: 144 KB

Did you recently attend a company trip and want to claim back the money? If so, this template was designed precisely for you. It helps you to break down the expenses you spent on, and even has a place where you can attach receipt images. Just download the form today and get started.

13. Staff Travel Reimbursement Request Form

Size: 197 KB

With this staff travel request, you can capture all the costs that you are seeking reimbursement for. It includes all major costs of a business travel, but even if you don’t find something, can easily add. This instantly downloadable template is also easy to edit. In fact, you won’t need a special program for that.

14. Monthly Travel Reimbursement Form

This monthly travel reimbursement form has been designed to make you quickly claim for expenses related to business trips. The template helps you document and claim for different travel-related costs like accommodation, air ticket, boarding pass and meals among other things. Download it and be done in minutes.

15. Post-Travel Reimbursement Request Form

Size: 112 KB

As an employee, you have a right to be refunded any money you use for company-related things. If you want to claim for travel expenses, then this post-travel reimbursement request form is what you need. The template has been designed to enable you to make a quick and accurate claim without hassle. Just download the form, edit it and you are good to go.

16. Business Center Travel Reimbursement Form

Size: 217 KB

Did you go on a company trip and now want to be paid for the expenses you incurred? This travel reimbursement template enables you to quickly make a claim and be reimbursed your money. Professionally created and designed, the template enables you to capture all travel-related expenses so you don’t miss out on anything.

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Managing business travel expenses

Free business travel expense form templates.

What is an expense form?

• Determine how much they need to reimburse an employee for business expenses that have some out of their own pocket.
• Document business expenses in enough detail so they can write these off on their business tax returns.

Download your travel expense claim form

What should an expense claim form template include.

• Information about the employee submitting the report (department, position, contact info, etc.)
• Dates and currency amounts detailed for each expense,that matches the dates and amounts of the receipts submitted as evidence of that expense
• A short description of each expense
• Which account inside your company the expense will be billed to
• Subtotals for each expense type, which simplifies things for the person entering the data into the accounting system
• The amount of reimbursement being requested by the employee submitting the report
• Additional space to explain certain expenditures that don’t fit clearly into any category
• Removing fields related to expenses nobody uses anymore.
• Clearly indicating which fields are required and which are optional or contingent (for example, you might only require detailed explanations for entertainment expenses).
• Preparing a clear and concise addendum for any fields on the expense claim form that might be confusing (for example, spelling out just what the employee needs to include in the explanation of entertainment expenses — who was present, the nature of the entertainment, the business purpose, and so on).

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"Shoeboxed makes it stupid simple to scan receipts...”

What to know about travel expense reimbursement + templates.

The best way to establish an accurate reimbursement strategy for your employee and your company is to ensure that you have an expense reimbursement policy in place and that it is covered with all applicable employees during the onboarding process.

Caryl Ramsey

Published on

June 2nd, 2023

Shoeboxed is an expense & receipt tracking app that helps you get reimbursed quickly, maximize tax deductions, and reduce the hassle of doing accounting.

Employers and employees should understand the business’s guidelines for  T&E  or travel expense reimbursement policies so that neither runs into any issues over business-related expenses down the road.

The IRS is pretty flexible with employers when it comes to employee reimbursement for business travel expenses while away on a company trip.

Table of Contents

Does travel expense reimbursement qualify as a deductible travel expense?

What the IRS is not flexible about is whether or not the travel-related expenses incurred on the business trip qualify as a deductible travel expense.

Employers can deduct “ordinary and necessary expenses” of employees traveling away from their tax home.

According to the IRS, any reimbursement that does not qualify as a deductible travel expense is considered employee wages.

What are “accountable” and “non-accountable” plans?

There are two methods for reimbursing workers for expenses incurred when traveling for business. These are the “accountable plan” and the “non-accountable” plan.

An “accountable plan” is based on the Internal Revenue Service’s guidelines for reimbursing employees for the actual travel costs so that the reimbursable expenses incurred are not counted as income.

This means that the reimbursements are not subject to W-2 reporting or withholding taxes.

The expenses, however, must be business-related. To qualify for the “accountable plan,” expenses must be business-related, reported accurately, and excess reimbursements issued.

If the company’s reimbursement process doesn’t meet the guidelines under federal law for the “accountable plan,” then the expenses fall under the “non-accountable plan.”

If a reimbursed cost is non-accountable, then it is subject to being taxed as part of the employee’s compensation, therefore, it must be reported on the W-2 form and is subject to withholding.

What is travel expense reimbursement?

Travel expense reimbursement is when you pay employees back for business expenses incurred while traveling.

The expenses that are reimbursed are dependent upon the reimbursement policies determined by your business.

A travel reimbursement policy should be set up by your business that specifies the rules and procedures regarding reimbursement for travel-related expenses.

Many companies are using traditional expense management systems where staff can use a credit card and submit refunded trip expenses after the trip ends.

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What common types of travel expenses qualify for deductible expense reimbursement?

As an optional reimbursement provider, you have a choice on whether or not to  reimburse employees for travel expenses .

Regardless, a clear reimbursement policy should be established within the company.

Some of the most typical reimbursable expenses include the following:

Transportation costs between your home and the business destination

Transportation between airport/station and hotel

Transportation between the hotel and the work location

Sending company-related supplies from your regular work location to your travel work destination

Business use of a rental car or the actual expenses of operating your personal vehicle when traveling away from home on business such as mileage reimbursement

The cost of parking your rental car can vary significantly depending on factors such as location, duration, and demand. Urban areas and popular tourist destinations often have higher parking fees, while off-peak times or less crowded areas may offer more affordable options

Lodging and meal expenses

Dry cleaning and laundry

Business communication expenses

Business related tips

Parking fees and tolls

How do expense reports play a role in a business’s expense reimbursement policy?

To prevent fraud and to keep company records updated and accurate, companies should  use expense reports  as part of their expense reimbursement policy.

The expense report should be used by employees to report incidental expenses such as travel expenses , business meals, and small purchases of supplies or equipment for the office.

Employees fill out these expense reports, which require the information of a typical transaction.

Some of the information found on an expense report include the vendor’s name, date paid, expense description, amount paid, and totals for each expense category .

Then the expense report is submitted to the company and according to the reimbursement policy, the employee is reimbursed.

See also: Expense Report Template Google Sheets: 4 Free Templates

Receipt requirements

It’s important to always have proof or documentation of the expenses that you incurred. The best proof is to provide the original receipt from the store, merchant, or a  receipt book .

Therefore, when turning in an expense report, always attach any  supporting documentation such as your receipts  to the expense report.

This safeguards the company against  expense fraud  and ensures that the company will have the documentation needed for tax deductions and any  audits  if requested.

Processing expense reports for travel reimbursements

Once expense reports are submitted to the company, the company is responsible for the accuracy of the expense reports.

The company has an obligation to check the expense report against its business travel and reimbursement policies.

This is meant as an assurance system for ensuring accurate compliance with corporate policies.

Deadlines for expense reimbursement

Businesses should establish monthly or quarterly deadlines for expense reports. This ensures that the business can claim the expense as a tax deduction.

It also ensures that records are kept more accurate and up-to-date, that an expense doesn’t fall through the cracks, and that the company maintains a more efficient cash flow.

Not only should there be a deadline for the employee to submit an expense report, but there also should be a deadline for when the employee will be reimbursed by the company.

See also: Travel Nurse Expenses: Put Money Back in Your Pocket

4 Free travel expense reimbursement form templates

Whether you’re a new business looking for an easy way to keep up with eligible travel reimbursements or an employee that often travels for work, these free travel expense reimbursement form templates are a great way to record travel expenses and separate them from non travel reimbursements.

1. Hloom free travel expense reimbursement spreadsheet

Hloom free travel expense reimbursement spreadsheet for Excel.

Hloom offers a  free travel expense reimbursement spreadsheet  that you can use to report any travel expenses made while away on a business trip.

Employees’ travel expenses should be recorded in a concise, organized template so it’s easy to categorize eligible reimbursement claims, see if expenditures were within spending limits, and receive reimbursement all by looking at a single form.

Use this template to record:

The date, time, and location you traveled to

The meals you ate

The cost of lodging

Cost of transportation

Private vehicle license

This template is 100% free and customizable, so you can adjust the columns as needed to suit your company.

2. GeneralBlue simple free travel expense reimbursement form

This  free travel expense reimbursement form by GeneralBlue  is as easy as it gets. It’s an Excel template with 8 columns for recording the expenses incurred traveling for business.

With this straightforward form, you can record:

The date you traveled

A description of your trip

The cost of transportation

The cost of hotels

The cost of meals

Miscellaneous expenses

The total amount of travel expenses

There is also a line for employee and approval signatures so you have an official record of travel expenses and reimbursements.

3. U.S. General Services Administration travel expense reimbursement template

Travel expense reimbursement template from the U.S. General Services Administration.

For state employees, the U.S. GSA offers a  free travel expense reimbursement template  that you can use to record spending while out on state business.

This template has everything an employee would need to record official business expenses, including:

Department or establishment

Official business categories

Mileage, including fare or toll

Date traveled

Additional persons

Tips and miscellaneous expenses

Spaces for authorizing signatures

The U.S. GSA travel expense template has to be printed and written as a paper copy.

4. Vertex42 travel expense reimbursement sheet

The  Vertex42 travel expense reimbursement sheet  is available for free and can be downloaded as an Excel file or Google Sheet .

This expense report includes:

Description of travel

Air and transportation costs

Fuel and mileage costs

Conferences and seminars

Meals and tip costs

Entertainment

Other expenses

The total cost of expenses

There’s also a place for authorized signatures, department, manager name, employee ID, and more.

Bonus: Shoeboxed for receipt tracking and expense reports

Use Shoeboxed to capture your receipts and create detailed expense reports for reimbursement.

If you don’t want to deal with the hassle of keeping up with your receipts, manually inputting the expenses into a spreadsheet, or printing out an expense report for your boss,  Shoeboxed  can help!

Tracking receipts with Shoeboxed

Shoeboxed  is a great  travel management software  that allows you to snap photos of your receipts, digitally extract the important information, and categorize the expenses so that they’re easy to find and manage in your Shoeboxed account.

Break free from manual data entry ✨

Use Shoeboxed’s Magic Envelope to ship off your receipts and get them back as scanned data in a private, secure cloud-based account. 📁 30-day full money-back guarantee!

Creating expense reports for business travel expenses

Once your receipt details are uploaded to your  Shoeboxed account , you can select the receipts you want to put in your expense report and either export, print, or email them to the appropriate authority.

Shoeboxed will then create a detailed and organized  expense report  with images of your receipts attached so you can get reimbursed!

And if you didn’t think it could get any better, Shoeboxed also offers a  free mileage tracker  so you can effortlessly calculate business mileage and add it to your expense report.

Frequently asked questions

Can i get reimbursed for travel expenses.

The IRS offers two plans for reimbursing workers for travel expenses that are deductible: 1. Employers don’t have to pay employment tax by not including the reimbursement for travel-related expenses from the worker’s wages with the accountable plan; or 2. Employers will have to count all payments to workers as wages under a non-accountable plan.

What are travel reimbursements?

Travel compensation consists of reimbursements for out-of-pocket expenses by employees when they travel for work. The employee typically fills out an expense report and turns it in to the employer. Your employee’s costs will be affected according to your company and reimbursement policies. Travel insurance policies provide you with guidelines for reimbursement of travel expenses.

How much travel expense can I claim?

During business travel the actual cost of transport is 100% deducted—whether it is a flight ticket, train ticket, or bus ticket. Similarly, renting a motor vehicle can make your travel expenses deductible.

In conclusion

The best way to establish an accurate reimbursement strategy for your employee and your company is to ensure that you have an expense reimbursement policy in place and that it is covered by all applicable employees during the onboarding process.

Providing an expense report template makes it much easier for the employees and for those processing the expense reports.

The expense reports will also help to maximize tax deductions, make the audit process much smoother, and ensure that the employee is being reimbursed the correct amount.

Caryl Ramsey  has years of experience assisting in different aspects of bookkeeping, taxes, and customer service. She uses a variety of accounting software for setting up client information, reconciling accounts, coding expenses, running financial reports, and preparing tax returns. She is also experienced in setting up corporations with the State Corporation Commission and the IRS.

About Shoeboxed!

Shoeboxed  is a receipt scanning service with  receipt software  that supports multiple methods for receipt capture: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app ( iPhone , iPad and Android ) to snap a picture while on the go. Auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports that include IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports and more—with Shoeboxed.

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Home » Human Resources (HR) Templates » Free Employee Reimbursement Form Templates (Excel, Word)

Human Resources (HR) Templates

Free employee reimbursement form templates (excel, word).

The employee reimbursement form is a standard template used by an employee. They use it to report expenses paid on behalf of the company while seeking repayment. The specific reimbursable items are based on the agreement among the employer and the employee. Usually, employees who travel to conferences, meetings, and off-site work locations use this type of form.

Table of Contents

The purpose of employee reimbursement form:

The reimbursement form can be a very valuable tool for employees who travel to business conferences, meetings, and off-site work locations. This form assists in making sure that such employees are not left covering for the business expenses for themselves. Here are the reasons that why the expense reimbursement form is beneficial; You may also like Employee Counselling Form .

• At first, an expense reimbursement form creates documentation that strengthens your accounting records. They also prevent you against fraud. The form can be used as a point of reference in case any discrepancies are found between the amount reimbursed and the actual amount spent.
• Next, the expense reimbursement form is used as a standard form of gathering information relevant to reimbursement. This document also makes it easy for the accounting department to process the information presented. Departments who use the expense reimbursement form will enjoy the basic structure made. On the basis of your company’s policies, it will enable them to edit the categories with the appropriate program quickly and easily.
• Employee reimbursement form is a standard part of any expense reimbursement policy. For business-related expenses, they assist you to avoid overpaying or underpaying employees. You should also check the Employee Reprimand Form .

Employee Reimbursement Form Template Excel

Expense reimbursement form template, free employee reimbursement form, printable employee reimbursement form, pta reimbursement form editable, how to fill the employee reimbursement form.

You should include the following key information in your employee reimbursement form in order to make sure that you receive full expense reimbursement from your employer.

Add your personal information

After downloading the employee reimbursement form, write the following;

• your full legal name
• employee identification number
• your department

You can also include the other relevant information that may be needed in the form so that the receiver of the form knows whom to remit the reimbursement to.

Write the expense details

In most reimbursement form, you have to include the purchase or expense details including;

• the date the expense was incurred
• a brief and precise description of what was paid for
• the total amount spent
• the mode of payment used such as a credit card, check, or cash

Furthermore, itemize each expense individually if you have more than one expense.

Sign the expense reimbursement form

Include your signature and write the current date at the bottom-most part the form. Your signature indicates that you are certifying that the information provided is accurate. This also shows that the actual business expenses incurred on behalf of the company using your personal funds.

Enclose receipts

For each item listed on the expense claim form, enclose purchase receipts. By attaching your receipts with the form indicates that you actually paid for the expense as mentioned in the reimbursement form. If you do not display them with the appropriate physical, then most employers will not reimburse. This is important to protect potentially fraudulent activities from some employees. You may also see Employee Disciplinary Action Form .

Submit the reimbursement form

After completing all the details in the form, you have to attach the required receipts, and then submit the document to your manager or the appropriate department right away. Most organizations usually accept reimbursement requests within 30 days of the original expense. So, you don’t have to stay with the document for too long. You should submit it immediately.

Conclusion:

In conclusion, an employee reimbursement form is used by an employee to claim expenses paid on behalf of the employer in the hope of repayment. You should fill in the form appropriately while writing a reimbursement request. It is also important to give a detailed description of the expense and provide a reason for requesting the refund.

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I am Ryan Duffy and legal writer. I received a bachelor of business administration (BBA) degree from London Business School. I have 8+ years of writing experience in the different template fields and working with ExcelTMP.com for 7 years. I work with a team of writers and business and legal professionals to provide you with the best templates.

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FREE 11+ Sample Travel Claim Forms in PDF | MS Word | Excel

Sample travel expense claim form - 11+ free documents in word ..., sample travel insurance claim forms - 8+ free documents in word ..., travel expense form - 8+ free documents in pdf, doc, sample travel expenses claim form.

Size: 167 KB

A travel expense claim shows the total amount of money you spend during a business trip. The document shows how you spent your money, and when you spent it. The accuracy of the form guarantees timely review and reimbursements.

Travel Guard Claim Form

Size: 56 KB

You can download this form for free and use it to fill out your travel guard claim. It is important to fill out and submit the form at the right time. Check with the relevant body in the company to know when it is appropriate to fill a claim form.

Travel Insurance Claim Form

Size: 266 KB

In case you use your personal car for business travel and it happens that you get into an accident, you can fill out a travel insurance claim form and you can claim recovery cost from your employer.

Sample Travel Allowance Claim Form

If you would like to make a travel allowance claim from your employer, you can use this template to do so. The template is easy to fill and ready to print. You can download this template for free.

Student Travel Claim Form

Size: 612 KB

Students who travel for important training sometimes use their pocket money on the behalf of their school. It is important that they claim a refund from their institution, and the best way to do that is to fill out a claim form.

Foreign Travel Claim Form

Size: 142 KB

An employer may request you to travel to a foreign country for business meetings. If you use your money to cater for your expenses, you can fill out the expense form below and use it to request reimbursement.

Sample Travel Expense Reimbursement Claim

Size: 78 KB

The reason for filling out this form is to make a timely reimbursement request. The details provided must be as accurate as possible; this helps to make sure you get timely reimbursement for money spent on the behalf of a business.

National Travel Assistance Claim Form

Size: 92 KB

Download this form for free, and use it to fill out the expenses incurred during a business trip. The form is easy to fill, but make sure the information you provide is as accurate as possible.

Sample Overseas Travel Claim Form

Size: 170 KB

Your employer is more interested in knowing how much money you spent on a business trip. List all the expenses incurred during a business trip and the total cost of the claim by using this form.

Corporate Travel Claim Form

Size: 21 KB

The travel claim form is the best document to use to outline where you incurred expenses during your travel. Fill out the total amount for each expense, and then calculate the total expenses. Finally, submit the form for reimbursement claims.

Standard Travel Claim Form

Size: 42 KB

The Benefits of Travel Claim Forms

Employees who have sent out on business assignments use these travel claim forms. Usually, they use the forms to fill out the breakdown of every expense incurred during the trip. An employee can then use the claim to request a reimbursement from their employers. However, if the employer pays for all the expenses before the travel, you don’t have to fill the form at all; the form is only for employees who would like to ask for a reimbursement after using their own money on a business trip. You can also see  Travel Consent Forms

The travel claim forms provided in this thread are free to download. You can get the best form that you like with the click of a mouse at $0.00. If you need timely reimbursement, you should make sure that the information you provide is as accurate as possible. Note that customizing the template is not necessary. You may also see  Travel Authorization Forms

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In this section

• Reimbursable Expenses
• Non-Reimbursable Expenses
• How Per Diem is Calculated
• Foreign Flag Carrier Exemption

Manual Travel Reimbursement Form

• Mileage and Per Diem Rates

In most cases, Cornell faculty and staff members should use Concur  to request a reimbursement, or send their information to their local business service center to process reimbursements for them.

Individuals who do not have an active account in Concur or who need to process moving and relocation reimbursements, should use the following form.

This form contains the travel reimbursement request and authorization, the business meal details form, and the expense worksheet. You may extract the supplemental pages you do not need or that you need to duplicate.

Travel Reimbursement Form (PDF, 135 KB)

Submitting the Form

• Complete the form and sign it or obtain the traveler's signature
• Submit a travel reimbursement form to the business service center.
• Attach the completed Travel Reimbursement Form and original receipts to an I Want Doc , and submit it to your business service center.

Exception:   Moving and relocation  reimbursement requests should be sent to DFA directly, without creating an IWant Doc.

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Expense Claim Form

An Expense Claim Form is a form template designed to facilitate the reimbursement process for employees who have incurred business-related expenses. The form is used by employees to detail their expenses, provide supporting documentation, and request reimbursement from the organization. This form streamlines the reimbursement process, ensuring that employees are reimbursed accurately and efficiently.

For organizations, this Expense Claim Form provides a centralized and organized system for managing expense reimbursements. With Jotform's Form Builder, organizations can easily customize the form to meet their specific requirements. The drag-and-drop interface allows for easy customization of fields, making it simple to collect all necessary information. Additionally, Jotform Tables provides a spreadsheet-style workspace for organizing and analyzing the data collected through the form. This allows organizations to easily track and manage expense claims, ensuring accurate record-keeping and efficient reimbursement processes. With the ease of use, customizable options, and powerful data management capabilities offered by Jotform, organizations can streamline their expense reimbursement process and ensure timely and accurate reimbursements for their employees.

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Free Excel Expense Report Templates

By Andy Marker | December 13, 2022

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We’ve gathered the top expense report templates for Excel and included tips on how to use them. Fill out and submit these forms to your financial team to reimburse employees and to track deductions for your organization’s taxes. 

On this page, you'll find the most effective expense report templates for Excel, including a simple expense report template , an expense tracker template , a business expense report template , an e mployee expense report with mileage template , and weekly and monthly expense report templates . Plus, find tips on how to create an expense report in Excel .

Simple Expense Report Template

Download the Sample Simple Expense Report Template for Excel Download the Blank Simple Expense Report Template for Excel

This basic expense report template simplifies the business expense process for employees. Enter the primary purpose for each expense, employee name, employee ID, department, and manager. For each expense, provide the date, a description, and category details. As you enter each line item, the template automatically calculates your total expenses. Add any advances to the template to calculate the total reimbursement amount.

For free small business expense report templates and resources, see this collection of small business expense reports, trackers, and spreadsheets templates .

Expense Tracker Template

Download the Expense Tracker Template for Excel

Account for every expenditure with this comprehensive, easy-to-use expense tracker template. For each expense, simply enter the date and method of payment, who the expense was paid to, a brief description, and the amount paid. The Subtotal column keeps a running tally of your expenses as you enter line items so you can track your expenses at a glance. This template is an excellent way to streamline receipt tracking and to ensure quick reimbursement. 

For more tips and resources, check out this list of free expense report templates .

Business Expense Report Template

Download the Business Expense Report Template for Excel

This all-inclusive business expense report template helps employees and employers keep expenses and receipts in order. By doing so, companies can ensure that each authorized expense is approved for reimbursement as quickly as possible. This customizable template also includes a section to itemize expense types not included in the pre-built column headers so that you can capture all of your expenses. This unique template automatically calculates your total expenses and total reimbursement and includes space for recording approvals..

Take a look at this expense tracking and reporting template set for more help optimizing your expense reports.

Employee Expense Report with Mileage Template

Download the Employee Expense Report with Mileage Template for Excel

Designed with transportation expenses in mind, this employee expense report with mileage template is perfect for tracking reimbursable miles or kilometers traveled. Use the template’s built-in odometer-reading fields to calculate each distance driven, and record the reason for travel, such as driving to the airport, a client meeting, or an offsite social gathering. In addition to  tallying your expense totals, the template also helps you track total distances driven so you can ensure the most accurate and timely reimbursement possible. 

If you’re looking for expense reports in a Google Sheets format, check out this collection of free Google Sheets expense report templates and business expense trackers.

Weekly Expense Report Template 

Download the Weekly Expense Report Template for Excel

Get week-by-week reimbursements from your employer with this weekly expense report template. For each day of the week, enter expenditures by category, such as lodging, mileage, or meals. In addition to helping you track expenses paid by the employee, the template also includes a section to track expenses paid with company funds. Use this section to keep track of all expenses and reimbursement amounts.

Monthly Expense Report Template 

Download the Monthly Expense Report Template for Excel  

Enter your day-to-day expenses in the monthly tabs of this user-friendly expense report template to create a comprehensive dashboard view of month-by-month expenditures. Use this template to quickly and easily create a thorough document of your monthly and annual expenses. This customizable template can be adjusted to change expense categories so that you can account for every expense.

How to Create an Expense Report in Excel

The most effective way to create an expense report in Excel is to use a preexisting expense report template. Select an Excel expense report template from this page, and plug in your expenses for timely reimbursement from your employer. 

To get started with your claim for reimbursement for your travel or other business expenses, download an Excel expense report from this page. Next, save a copy of the template using your organization’s file naming conventions.

Once you have selected and downloaded your template, follow these steps to create your expense report: 

• Open the Document: Open your expense report template in Excel. 
• Employee Name: Enter the name of the person requesting reimbursement. 
• Employee ID: Enter that employee’s unique ID number. 
• Manager: Enter the name of the approving manager. 
• Department: Identify the department issuing the reimbursement. 
• Purpose: Provide the purpose of the expenses. 
• Statement Number: Assign a statement number to the report.
• Pay Period: Select a date range for the expenses. 
• Date: List the date the expense was paid.
• Description: Briefly describe the expense.
• Air and Transportation Cost: List the amount of any travel-related expenses. 
• Lodging Cost: List any costs related to accommodations. 
• Fuel and Mileage Cost: Record the amount spent on gas or the total mileage at the beginning and end of expensed car trips.
• Meals: Record the cost of any business meals. 
• Entertainment: Record the cost of any reimbursable entertainment purchases. 
• Other: Record any additional expenses. 
• Calculate the Total Expenses: Once you’ve entered each individual expense, calculate the subtotal of all expenses paid. Most templates will calculate this amount automatically.
• Enter Any Advances: Include any money that was advanced to the employee requesting reimbursement. 
• Calculate the Total Reimbursement: Subtract any advances from your total expenses. Most templates will calculate this amount automatically. 
• Submit Your Expense Report: Submit your completed report, including all receipts, to your manager or other authorizer so they can complete the authorization section and quickly issue reimbursement.

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Travel Expense Reimbursement Form Template

Download this Travel Expense Reimbursement Form Template Design in Word, Google Docs, Apple Pages Format. Easily Editable, Printable, Downloadable.

Do you have employees or even executives that have the need to take a lot of business trips for your company? If so, you may need a template like our Travel Expense Reimbursement Form that can help them itemize all of their traveling expenses for reimbursement. There is a lot more to this magnificent template. For one, it is incredibly easy to use, even for complete beginners. Another benefit to take advantage of would involve its high level of customizability, which allows for any necessary changes to the template. Do not waste any more time and get this amazing template today!

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Listed below are samples of completed Travel Reimbursement vouchers. These samples are provided to hopefully assist in the preparation of a Travel Expense Reimbursement Vouchers.  To view the actual sample form, click on the Sample 1 or 2.

Special Notes:

• Entire form must be completed. ( Always complete in the info requested in the highlighted areas in the sample. )
• All vouchers must be typed or completed in Ink.
• All signatures must be the full name, not initials, dated and be original.
• Each day's expenses must be shown on a separate line.

Sample 1 -   Employee travels to attend a Conference held in Dallas, TX.

• Travel Authorization number - 141189
• Personal Vehicle mileage to and from Charlottesville Airport, 120 miles round trip - $67.20
• Airline tickets - $410.00
• Travel day meal per diem - $55.00
• Shuttle to and from Dallas Airport and Hotel - $25.00 each way
• Registration Fee - $250.00
• Lodging @ $123.00 room rate (plus taxes & fees) per night - $139.95
• Full day meal per diems - $71.00
• Internet fees for official JMU business (justification required) - $11.95
• Meal per diem less dinner (included in Registration Fee)  - $71.00 less $36.00 = $35.00
• 121700 $11.95        Internet Fees
• 122400 $250.00      Registration Fee
• 122700 $1,374.00   All other Expenditures

Sample 2 -   Employee travels to Nashville, TN on field work.

• Travel Authorization number - 141190
• Personal Vehicle Mileage from JMU to Dulles Airport, 240 miles round trip - $59.04
• Airfare paid with Department SPCC - $0.00
• Travel day meal per diem - $51.00
• Lodging @ $122.00 room rate (plus taxes & fees) per night - $140.30
• Rental vehicle - $83.00
• Gasoline for rental vehicle - $23.00
• Parking at airport - $10.00
• 128200 $59.04     Mileage
• 128800 $102.00   Meal per diem
• 128500 $150.30   Lodging & parking
• 128300 $106.00   Rental vehicle & pas
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Travel Reimbursement Form in PDF (Simple)

Free travel reimbursement form in PDF format. This template tracks all expenses spent during your trip. Receipts should be attached along with this form.

This travel expense report is specifically designed for employees who need to be reimbursed for the expenses spent during a business trip. It’s printable and downloadable in PDF format.

The Simple travel claim form highlights sections for transport, hotel, meals, phone, and miscellaneous which are the common expenses spent during a business trip. Along with these information, sections which also need to be filled out include the company name, employee name, department, expense period, date of travel, description, total, subtotal, advance payment, total reimbursement, employee signature, and approval signature.

You may edit, print, or download this travel expense form anytime. For those looking for an auto-calculated template, the travel reimbursement in Excel is the recommended version to use.

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Reimbursement Form in Word (Basic)

Business Expense Reimbursement in Word (Aqua)