Free expense reimbursement template
Help your team submit accurate and complete expense reimbursement requests for out-of-pocket expenses, minimize back and forth, and eliminate the headache of missing details with this easy-to-use template.
How to use the template
Fill in your personal info
Add your name, department, manager, and reimbursement period. Make sure to include any helpful notes for your approver — like project codes or missing receipts.
Log your expenses
Enter each expense or mileage claim with their dates, description, amounts, and any relevant categories and vendors. Reference the Expense Categories sheet to ensure your info is correct.
Sign, export, and send off
Pop in the date and sign the document. From there, you can download a PDF, keep a copy for your records, and send to your manager for approval. Depending on your company’s expense policy, you may need to attach receipts.
Expense reimbursements, explained.
Why expense reporting is important
Proper expense reporting and reimbursement policies are key to keeping a business’ operations fair, transparent, and efficient — especially as it scales and grows in headcount. When employees pay out-of-pocket expenses, you’ll want to repay them accurately and promptly. Likewise, it’s important for your company’s spend management, bookkeeping, and eventually, your finance team.
A team member submitted an expense — now what?
Once submitted, a designated approver should review the form ensuring it’s complete and compliant with your company’s expense policy. If everything looks good, the expense should be approved and the reimbursement issued.
FAQs
What should be included in an expense reimbursement?
Typically, expense reports must include your name, department, your manager’s name, the reimbursement period, as well as expense details (date, category, vendor or merchant, and amount). Your company may also require receipts.
Should employees provide receipts for every expense?
Many companies require receipts for all out-of-pocket expenses, but policies will vary. Some companies might only request receipts for expenses above a certain threshold. And when it comes to mileage, many will have a means for calculating costs at a rate per mile.
Can mileage reimbursement requests come with receipts?
Usually, companies forego receipts for mileage reimbursements. Mileage is typically reimbursed at a standard rate per mile (like the IRS guideline) and so doesn’t require a receipt — just a reason for travel and distance traveled.
What are some common expense categories?
The template includes a full list of common categories such as travel, lodging, meals, office supplies, professional development, and more. You’ll find these listed in the “Expense Categories” tab of the sheet, along with examples to help you choose the right one. When in doubt, check with your manager or finance team.
Do I have to make a new report for every expense?
The template has multiple rows to use for submitting several expenses at once. To streamline expense reporting, have reimbursement issued faster, and simplify bookkeeping.