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Expense Claim Form Template

Streamline Your Reimbursement Process with Ease

Struggling to keep track of employee expenses can lead to delays and confusion during reimbursement. This Expense Claim Form Template is designed for employers and HR teams who want to simplify the expense reporting process while ensuring accurate reimbursements. You can reduce processing time, enhance clarity for your employees, prevent errors, and maintain compliance with company policies, all thanks to this easy-to-use template. Explore the live template to see how it can work for your team.

Use this Template (FREE) Live Preview
Full name
Employee ID or reference
Department or team
Work email
Phone number
Manager or supervisor name
Claim title
Business purpose of the expenses
Expense period start date
Expense period end date
Project or client code (if applicable)
Claim currency
Please Specify:
Expense 1 date
Expense 1 category
Please Specify:
Expense 1 merchant or vendor
Expense 1 description
Expense 1 amount (in claim currency)
Expense 1 payment method
Personal funds
Company card
Company cash advance
Other
Please Specify:
Expense 1 receipt available
Yes
No
Expense 2 date
Expense 2 category
Please Specify:
Expense 2 merchant or vendor
Expense 2 description
Expense 2 amount (in claim currency)
Expense 2 payment method
Personal funds
Company card
Company cash advance
Other
Please Specify:
Expense 2 receipt available
Yes
No
Expense 3 date
Expense 3 category
Please Specify:
Expense 3 merchant or vendor
Expense 3 description
Expense 3 amount (in claim currency)
Expense 3 payment method
Personal funds
Company card
Company cash advance
Other
Please Specify:
Expense 3 receipt available
Yes
No
Subtotal of reimbursable expenses
Total paid by company card (not reimbursable)
Tax or VAT included
Total amount requested for reimbursement
Bank details or payment reference (if required)
Preferred reimbursement method
Payroll
Bank transfer
Check
Cash
Add to next invoice
Other
Please Specify:
These expenses comply with company policy
Strongly disagree
Disagree
Neither
Agree
Strongly agree
I certify the information provided is true and accurate
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Receipts will be provided upon request
Yes
No
Any personal expenses have been excluded from this claim
Yes
No
If mileage claimed, enter total distance and rate
Links or references to receipts or storage location
Are any of these expenses mileage-based?
Yes
No
Manager email for approval
Manager comments
Approval decision
Approve
Reject
Needs more information
Claimant signature
Signed date
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paper art illustration depicting an expense claim form with various sections and details for an article on FormCreatorAI

When to use this form

Use this template when employees or contractors request payback for work expenses like flights, hotel stays, client meals, rideshares, conference fees, or software. It works for ad hoc purchases after a trip and for day-to-day needs, giving managers a clear audit trail and finance clean coding. If your policy pays a daily allowance, pair it with the Per diem request form. For out-of-pocket cash buys under a set limit, route smaller items through the Petty cash form. If you need a single, all-purpose submission with receipts and totals, the Expense reimbursement form fits most teams. The result: faster approvals, fewer emails, and timely repayment with the right cost center and taxes recorded.

Must Ask Expense Claim Questions

  1. What is the business purpose of this expense?

    This shows why the cost was necessary, so approvers can judge eligibility and policy fit. It also helps finance tag the spend to the right account for reporting.

  2. When did you incur the expense, and where?

    Date and location verify it falls within the trip or event and meets policy timing. They also support tax and per diem rules if applicable.

  3. What is the total amount, currency, and payment method?

    This ensures accurate totals, exchange rates, and prevents duplicate claims. Knowing if you paid by card or cash speeds reconciliation.

  4. Which department, project, or client should be charged?

    Clear coding routes the claim to the right budget owner and avoids rework. For shoots or productions, align details with the Film production expense report form.

  5. Is this covered by the company's accountable plan, and are itemized receipts attached?

    Marking accountable plan status and attaching receipts helps keep reimbursements non-taxable and audit-ready. If your policy uses one, review the Accountable plan reimbursement form.

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