Timesheets and expensesFill in or type
Expense reimbursement form
A one-page form for claiming back money spent on business. List each expense with its date, description, category and whether a receipt is attached, log business miles, subtract any advance, and get it approved. Type the company, the employee and the purpose, or print it blank.
- Type your details or print blank
- Print or PDF, Letter or A4
- Free, no sign-up
On this page
What prints
The heading reads Expense Reimbursement Form, with your company name on the right. Two rows of lines hold the employee, department, date submitted, business purpose and the dates the expenses cover. The main table lists expenses with five columns: date, description, category, receipt (a tick when one is attached) and amount.
The Mileage table underneath has date, from, to, purpose and miles. Below it the totals boxes run expenses, mileage, less advances and amount owed, next to signature lines for the employee and for whoever approves the claim.
The settings
- Rows. 5 to 20 expense rows.
- Mileage log. Turn it off if no one drove, and the expense table gets the extra room.
- Company, employee and business purpose can be typed so they print in ink.
Categories that keep a claim clear
Use the same few categories every time, so the person approving the claim, and later your bookkeeper, can sort it at a glance: Travel (airfare, train, taxi, parking, tolls), Lodging, Meals, Supplies, Phone and internet, and Other.
Mileage
Miles driven in your own car are usually paid at a rate per mile rather than by the cost of fuel. Many employers use the IRS standard mileage rate, which the IRS publishes each year; others set their own. Multiply the total miles by the rate and write the result in the mileage box.
Worked example: a one-day client visit
Priya drives to a client 46 miles away and back, 92 miles in all. She pays $12.00 for parking, $18.40 for lunch with the client and $9.95 for printed handouts. Her company reimburses mileage at $0.70 a mile.
The expense rows add up to $12.00 + $18.40 + $9.95 = $40.35. The mileage log shows 92 miles, and 92 × $0.70 = $64.40. She had no advance, so the amount owed is $40.35 + $64.40 = $104.75. She staples the three receipts to the form and signs it, and her manager signs the approval line.
Receipts
The IRS expects an accountable reimbursement plan to have the expense proven with receipts or similar records, and returned or accounted for within a reasonable time. Your employer's policy will say what it needs. This form is not tax advice.