Expense Reimbursement Form Templates for Excel

Sometimes, employees pay for business expenses such as office supplies, training fees, mileage, hotel stays for company conferences, etc. Many companies depend on this to function effectively. However, the employee must be reimbursed for what they paid for.

Reimbursement includes money paid to the employee for any out-of-pocket costs the employee incurred to carry out company duties. The company will need to know details about this to pay the employee properly. An expense reimbursement form can be used here.

What is an expense reimbursement form?

This form includes details about an employee’s spending and the amount of Money that needs to be reimbursed. The employee can complete it and submit it to the boss or employer.

What does an expense reimbursement form do?

The form lets employees get paid rightfully for the expenses they incurred for work-related costs. This is because employees can note down these expenses on the form. The employer will know how much the employee needs to be paid. This process can be transparent as both parties will see the reimbursement details without the employee adding expenses they did not incur.

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The form must be professional as it is for a business setting. The following are some points that you can keep in mind when making this form:

Details to include on the form:

The form can be typed in Microsoft Word or Microsoft Excel so that you can include all the essential details related to the reimbursement. The heading of the form will be “Expense Reimbursement Form.” Include the company’s name on the form.

Employee details:

The name of the employee and their contact information needs to be provided. The name of their manager and department name can be included. The purpose of the expenses needs to be noted down.

Expenses incurred:

A table can be made that includes the work-related expenses. The table can have a column for a date so that the date the expense was incurred can be noted. A column for description will briefly describe the expense.

There can be a column for category and another column for cost of expense. At the bottom, there can be a row under cost where the subtotal and the total reimbursement amount are calculated. You can include a note reminding the employee to attach any receipts.

Signatures:

The form needs signatures to be valid and applicable, letting the employee and employer know the details are correct. The employee’s signature and date of signing should be present. For the person who has approved the reimbursement, an area should be present where you can also include their name, signature, and date of signing. There can be a statement where the employee certifies that the details above are accurate.

Make the request professional:

The form is important as it helps employees professionally request reimbursement for general business costs. The employee can include all relevant details related to the expense to be paid what they deserve. Receipts can be attached to the form so the employer knows the employee has noted valid expenses.

The form is important to an employer or boss as it gives them an accurate figure of what they need to pay the employee. It will be difficult for the employee to lie and note down expenses that were not incurred, as the form provides transparency and includes receipts. According to the rules of the company and the country, the employee can be reimbursed for work-related expenses.

The form can even be consulted in case any problems occur where the employee claims that they were not rightfully paid. If the employee has noted any extra expenses, the boss can tell them about this and whether they will be reimbursed. Therefore, with the details on the form, the reimbursement procedure is easy, as all those involved will know what needs to be refunded and its amount.

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