travel expenses claim form

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• Per Diem Lookup

Claim for Reimbursement for Expenditures on Official Business

• Title: Claim for Reimbursement for Expenditures on Official Business
• Form #: OF1164
• Current Revision Date: 11/2017
• Authority or Regulation:

PDF versions of forms use Adobe Reader ™ . Download Adobe Reader ™

PER DIEM LOOK-UP

1 choose a location.

Error, The Per Diem API is not responding. Please try again later.

No results could be found for the location you've entered.

Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense .

Rates for foreign countries are set by the State Department .

2 Choose a date

Rates are available between 10/1/2022 and 09/30/2025.

The End Date of your trip can not occur before the Start Date.

Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."

When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.

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.

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.

How to Reimburse Employees for Business Expenses

For employers.

• Customize the Template: Start by customizing the reimbursement form template with your specific information. Ensure that the list of expense categories is relevant and up-to-date. Include a note about current mileage rates, which can be found on the IRS or GSA websites below.
• Establish Reimbursement Criteria: Clearly define what types of expenses are eligible for reimbursement. This helps avoid misunderstandings and potential disputes. Consider setting limits on certain types of expenses, such as meals or travel. Another common policy is to require an employee to get prior approval for any purchase over $XX.
• Provide the Form to Employees: Give a copy of the customized form to your employees when they need to submit a request for expense reimbursement. Make sure they understand how to fill it out and the importance of attaching receipts.
• Substantiate Expenses with Receipts: Ensure employees know that they need to substantiate (provide evidence to support) expenses with receipts, especially for amounts exceeding $75, as per IRS guidelines. Decide if you want to require receipts for smaller amounts for better record-keeping (some experts suggest including receipts for all expenses).
• Process Payments: 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. Clearly mark the check as "Expense Reimbursement" in the memo field.

For Employees

• Complete the Reimbursement Form: For each expense, choose an appropriate category. If you have questions about how to use the form, ask your employer.
• Attach Receipts: Attach copies of all receipts to the reimbursement form. For digital submissions, scans or photos of receipts are usually acceptable. Keep copies of all your receipts and the completed 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.
• Submit the Form: Follow your company's procedure for submitting reimbursement forms, whether that is through email or a physical copy. Do this promptly to avoid delays. The longer you wait, the more likely you'll forget or lose your receipts.

General Tips

• Discuss Approved Expenses: Employers and employees should regularly discuss what expenses are eligible for reimbursement to avoid any confusion.
• Set Clear Policies: Both parties should understand the company’s policies on expense limits and the types of expenses that require prior approval.
• Use Per Diem Rates: Consider using per diem rates for expenses like meals and lodging to simplify the reimbursement process. These rates can be found on the General Services Administration website.
• 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 Administration 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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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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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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Travel Expenses Form

A Travel Expenses Form is a form template designed to streamline the process of employee reimbursement, business travel tracking, and budget management

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A travel expenses form is a document used for reimbursing the expenses that the employee spent during his/her trip. Trips that are approved by the management are covered financially by the company.

This travel expenses form contains form fields that ask for employee's name, position or title, unit or department, contact details, start, and end trip date, and the purpose of the travel. The expense table is using the Input Table tool to arrange the data by date, category, details or purpose, and the amount. Using the Form Calculation widget, all data in the amount column will be added automatically. This form also uses the File Upload tool so that the employee can upload any supporting documents like receipts or invoices. This form is using the Signature tool so that the employee can digitally sign. Using the Form Builder, you can customize this template based on the branding of your company.

Travel Expenses Form FAQs

1) why is the travel expenses form template used.

The travel expenses form template is used to simplify the process of employee reimbursement, business travel tracking, and budget management. It provides a convenient way for employees to submit their travel expenses and ensures accurate record-keeping.

2) What should be included in the travel expenses form?

The travel expenses form should include fields for employees to provide information about their travel activities, such as the purpose of the trip, destination, dates of travel, transportation expenses, accommodation expenses, meal expenses, and any other relevant expenses. It should also have a section for employees to attach receipts for verification.

3) When to use the travel expenses form template?

The travel expenses form template should be used whenever employees need to submit their travel expenses for reimbursement. It is especially useful for employees who frequently travel for business purposes and need a standardized and efficient way to record and submit their expenses.

4) Who can use the travel expenses form template?

The travel expenses form template can be used by employees from any industry or organization who need to submit their travel expenses for reimbursement. It is suitable for both small and large businesses.

5) How to create a travel expenses form with Jotform?

To create a travel expenses form with Jotform, you can start by cloning the travel expenses form template. Customize the form by adding or removing fields according to your specific requirements. You can also use Jotform's drag-and-drop form builder to design a form that matches your branding. Once the form is ready, you can embed it on your website or share it with employees to start collecting travel expense data.

6) What are the benefits of using the travel expenses form template?

Using the travel expenses form template offers several benefits. It simplifies the process of submitting travel expenses, reducing the time and effort required. It ensures accurate record-keeping and eliminates the risk of lost or misplaced receipts. The form can be customized to suit specific business needs, providing a tailored solution for expense management. Additionally, Jotform's features like save and continue later, conditional logic, and electronic signature capabilities enhance the user experience and make the form more efficient.

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Frequently Asked Questions

1) what is a report form.

A report form is a document that provides details about a particular event or incident and prompts the appropriate people to respond or take next steps. These forms are usually the first step in a chain of response actions, and organizations must retain the reports so they can refer to them as necessary.

2) Why do we need to use report forms?

We mainly need to use report forms to document important details about an event, like where it occurred, when it took place, and who was involved. Report forms also assist in determining the next steps after the initial incident and tracking the actions that are taken.

We often need to use report forms for compliance purposes as well, because organizations in certain industries can face legal repercussions if they don’t keep reports on file. Report forms also facilitate communication between different departments and increase transparency in organizations, which helps them make continuous improvements.

3) What types of information are typically included in a report form?

Report forms typically include all of the observations or evidence relevant to an event or incident — including what happened, when it occurred, where it took place, and who was involved. Report forms may also document the sequence of events and any immediate actions taken in response. They should also include any identifying information, such as names, dates, times, and phone numbers of those involved or filing the report.

4) Can report forms be customized for different industries or purposes?

Report forms are fully customizable, no matter the industry you work in or the end goal you want to achieve. Whether you’re analyzing business data, reporting an incident, or providing a status update, you need a foolproof, user-friendly way to categorize and summarize your findings. Using our drag-and-drop form builder, you can customize your report form in minutes to make it fit your exact needs. Then, just embed it in your website or send it out via email or link.

5) How are report forms used in data collection and analysis?

Organizations use report forms to identify patterns and trends in incidents. By analyzing multiple report forms, organizations can identify recurring issues, risk factors, root causes, effectiveness of safety measures, and more. These forms not only alert organizations to incidents that need immediate attention, but they support incident prevention in the future.

6) Are there any best practices for designing effective report forms?

When creating your report form, plan ahead for the scope of information that you’ll need to make sound decisions about how you respond. For example, if you’re creating a weekly shift report, you’ll want to collect an employee’s general information, working days and hours, payment rate, etc. Once you’ve gathered responses on your report form, you can analyze the submission data to determine whether you should reorganize your staff, elevate an incident, or implement new productivity measures.

Try to ask only for the information you really need. A lengthy form may cause responders to get sloppy, and accurate information is key to being able to handle the incident properly.

7) What are the subtypes of report forms?

Report forms are useful for documenting incidents, accidents, and changes in business, medicine, education, and much more! Types of report forms can include everything from police reports and shift reports to inventory reports.

Travel Reimbursement Form in Excel (Simple)

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

This travel expense report can be used by employees who need to be reimbursed for the expenses spent during a business trip. It’s printable and downloadable in Excel format.

The 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.

Instructions:

Enter company and employee information.

Enter department name (if applicable).

Specify expense period.

Indicate the date of travel.

Enter description of each expense along with the amount paid for each expense type. Calculations for the total amount should be automatically calculated upon entry of details.

Enter advance payment (if applicable). In cases where an advance payment was provided by your employer, you may enter that figure under the designated section. This will be automatically deducted from the total reimbursement.

Attach signature for validation purposes. Signatures of both the employee and the manager/supervisor should be attached at the lowermost section of the template.

Review, email, or print the completed reimbursement form.

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Travel Reimbursement Form

Ai generator.

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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Understanding business travel deductions

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IRS Tax Tip 2023-15, February 7, 2023

Whether someone travels for work once a year or once a month, figuring out travel expense tax write-offs might seem confusing. The IRS has information to help all business travelers properly claim these valuable deductions.

Here are some tax details all business travelers should know

Business travel deductions are available when employees must travel away from their  tax home  or  main place of work  for business reasons. A taxpayer is traveling away from home if they are away for longer than an ordinary day's work and they need to sleep to meet the demands of their work while away.

Travel expenses  must be ordinary and necessary. They can't be lavish, extravagant or for personal purposes.

Employers can deduct travel expenses paid or incurred during a  temporary work assignment  if the assignment length does not exceed one year.

Travel expenses for  conventions  are deductible if attendance benefits the business. There are special rules for conventions held  outside North America .

Deductible travel expenses include:

• Travel by airplane, train, bus or car between your home and your business destination.
• Fares for taxis or other types of transportation between an airport or train station and a hotel, or from a hotel to a work location.
• Shipping of baggage and sample or display material between regular and temporary work locations.
• Using a personally owned car for business.
• Lodging and  meals .
• Dry cleaning and laundry.
• Business calls and communication.
• Tips paid for services related to any of these expenses.
• Other similar ordinary and necessary expenses related to the business travel.

Self-employed individuals or farmers with travel deductions

• Those who are self-employed can deduct travel expenses on  Schedule C (Form 1040), Profit or Loss From Business (Sole Proprietorship) .
• Farmers can use  Schedule F (Form 1040), Profit or Loss From Farming .

Travel deductions for the National Guard or military reserves

National Guard or military reserve servicemembers can claim a deduction for unreimbursed travel expenses paid during the  performance of their duty .

Recordkeeping

Well-organized records  make it easier to prepare a tax return. Keep records such as receipts, canceled checks and other documents that support a deduction.

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