ClauseryFree expense reimbursement form template (Word)
A standard form employees use to request reimbursement for work-related expenses they paid out of pocket — travel, meals, supplies, mileage — with receipts attached and coding for accounting.
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An expense reimbursement form is how employees submit out-of-pocket work expenses for repayment: travel, client meals, mileage, supplies, conference fees, or other approved business costs. It itemises each expense, attaches receipts, codes to the right budget/category and gets manager approval before payment.
Many US states require employers to reimburse necessary business expenses (e.g. California Labor Code 2802). A standard form creates the paper trail required for tax compliance and reimbursement.
What to include#
- Employee info. Employee name, department, manager, employee ID, pay period/date submitted.
- Expense details per line. Date of expense, description/purpose, category (travel, meals, mileage, supplies, lodging, other), amount, and whether it is billable to a client/project.
- Mileage (if applicable). From/to locations, miles driven, purpose; multiply by the standard mileage rate (IRS HMRC per-km).
- Receipts and coding. Receipts attached (original or scanned), accounting/GL code, project/client if billable; totals and any cash advance to offset.
- Approvals. Employee signature, manager approval signature (and finance approval if over threshold), approval date, and date paid.
How to fill it in#
Step 1: Submit promptly
Submit expenses within the company deadline (often monthly or within 30 days).
Step 2: Itemise each expense
One line per expense; do not lump together; label personal portions.
Step 3: Attach receipts
Attach original or scanned receipts — credit card statements alone are not always sufficient; keep copies.
Step 4: Code correctly
Apply the right GL/cost centre; client-billable expenses get a client code.
Step 5: Manager approval
Manager reviews for business purpose and policy compliance, signs and submits to payroll/AP for reimbursement.
Related templates and guides
Questions
Are receipts required?
Company policy determines the threshold; IRS requires receipts for expenditures over $75. Always require itemised receipts for meals/hotel.
Is reimbursement taxable?
If made under an accountable plan (business connection, substantiated, excess returned), reimbursements are not wages and not taxed.
Do I have to reimburse employee expenses?
Some states (e.g. California) require reimbursement of all necessary business expenses; best practice everywhere.
What about mileage?
Reimburse at or below the IRS standard mileage rate for business miles; require a log showing business purpose, date and miles.
Can I refuse non-policy expenses?
Yes — if the expense violates policy (alcohol without client, unapproved travel) it can be declined.
These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.