Employee Expense Reimbursement Form Template in Excel, OpenOffice Calc, Google Sheets & PDF to record and reimburse the employee expenses.
Additionally, this template consists of 2 different reimbursement forms: Simple Employee Expense Reimbursement Form and Corporate Employee Expense Reimbursement Form.
Moreover, it consists of blank pdf printable format for the Employee Expense Reimbursement Form. Just insert the actual expenses in the respective column and the template automatically calculate the rest for you.
Table of Contents
What is an Employee Expense Reimbursement?
Generally, employees travel to distant places for business development or procurement of clients. Such travels are either pre-paid or post-paid. In the case of pre-paid expenses, employees don’t need any kind of reimbursement.
But, when travel is post-paid, employers need to compensate their employees for the expenses made from their pocket.
When an employer repays or compensates the expenses done by the employee from his/her pocket for business purposes it refers to employee expense reimbursement. These expenses include ticket fares for air/land transport, food, tolls, parking, etc.
Allowable Expenses For Reimbursement
Allowable expenses differ from company to company based on the company’s reimbursement policy. In addition to that, it also differs based on employee designation, location, and activity.
Generally, companies either pay in two ways. One is paying on a per diem basis to the employees and the second is by reimbursement process on an actual basis.
If an employee is using his or her car for business travel, you can use our IRS Compliant Mileage Log Template for reimbursement.
Per Diem Basis means paying a fixed amount for a particular day or activity. The employee benefits on a per diem basis because he gets a fixed amount and can save some dollars in his pocket.
Whereas, reimbursement on an actual basis is good for employers. It saves a considerable amount and safeguards misuse of the company’s money.
Usually, the company allows reimbursement of the following expenses:
Air tickets.
Rail tickets.
Rent A Car.
Registration fees for Conferences.
Mileage expenses.
Lodging at the hotels, motels in case of an overnight stay.
Daily Meals.
Client Meals.
Parking Fees.
Road Tolls.
Visa fees in case of international travels.
Purchase of items for business.
Local Transportation.
This list is not limited to the above expenses. Any expense made for business purposes on behalf of the company is reimbursable.
Employee Expense Reimbursement Policies
Defining an Expense Reimbursement Policy is advisable for every company to safeguard unnecessary expenses. An Expense Reimbursement Policy should define allowable expenses, their threshold based on employee designation.
While designing your Expense Reimbursement Policy, consider the following points:
- Describe each reimbursable expense.
- Define the threshold. Threshold means the maximum and minimum limit of spending for any expense. For example, 3 start hotels, maximum expenses on breakfast, lunch or dinner, etc.
- Most importantly, time duration for submitting the reimbursement forms.
- Employers should also mention the rules for maintaining records and receipts for expenses made.
You can download a ready Expense Reimbursement Policy Format in editable Microsoft Word from the link below to assist you in making your policy:
Employee Expense Reimbursement Policy
Download Simple Employee Expense Reimbursement Form (Excel, OpenOffice Calc, Google Sheet & PDF)
We have created a ready-to-use Simple Employee Expense Reimbursement Form with predefined formulas. This template is useful for employees who seldom travel.
Employees who frequently travel can download the Corporate Employee Expense Reimbursement form given below.
Therefore, just insert the employee details and record the expense. Your reimbursement form is ready to print and submit for approval.
Download by clicking below on the desired format:
Additionally, you can also download other HR templates like Payroll Template With Attendance, Timesheet Template, Paycheck Calculator, Job Application Tracker, and Business Mileage Log Template, IRS Compliant Mileage Log Template depending on the company requirement.
How to use Simple Employee Expense Reimbursement Form?
This template consists of 5 sections: Company information, Employee information, Expense Details, Expense Summary, and Approval Section.
Let us understand how to use this template in brief.
Company Information
Insert company name, address, and logo in the top section to personalize the expense reimbursement form. This section also consists of the heading ” Expense Reimbursement Form”.
Employee Information
The employee information section consists of the following:
Employee Name
Employee ID
Designation
Department
Purpose
Period
All the above details are self-explanatory. Insert purpose for which the business travel is made and also insert the start and end dates of the business trip.
Expense Details
This section consists of the following columns:
Date
Description
Type
Mode of Payment (MOP)
Amount
Insert the date on which the expense is done. Add a short description of the expense for which it was made. For example; flight destinations, name of hotel/motel, etc.
Select the type of expense from the dropdown list: Air/Rail Transport, Ground Transport, Lodging, Meals, and Miscellaneous. This will help you automatically bifurcate the expenses in the summary section.
Select Mode of Payment from the dropdown list. It can either be Cash or Credit Card (CC). Lastly, insert the amount spent for that particular expense.
In case the company provides some advance for expenditure, then insert it the advance. The template will subtract the advance and display the actual reimbursable amount.
You are almost done.
Expense Summary
This section is auto-populated. Hence, you don’t need to make any entries in this section. Based on your selection in the Type column in the above section. It automatically adds the expenses in the respective column here.
Approval Section
This section consists of the employee’s signature and the approver’s signature.
Printable Simple Employee Expense Reimbursement Form
Click on the image to download and print the Simple Employee Expense Reimbursement Form:
The HR heads can keep a bunch of these prints to give to their employees as and when needed. Or else, they can also share the given format to them in excel or google sheet.
Download Corporate Employee Expense Reimbursement Form (Excel, OpenOffice Calc, Google Sheet & PDF)
We have created a ready-to-use Corporate Employee Expense Reimbursement Form with predefined formulas. This template is useful for employees who travel frequently.
Just insert the employee details and record the expense and your reimbursement form is ready to print and submit for approval.
Download by clicking below on the desired format:
How to use the Corporate Employee Expense Reimbursement Form?
This template consists of 4 sections: Company information, Employee information, Expense Details, and Approval Section.
Let us understand how to use this template in brief.
Company Information
Insert company name, address, and logo in the top section to personalize the expense reimbursement form. This section also consists of the heading ” Expense Reimbursement Form”.
Employee Information
The employee information section consists of the following:
Employee Name
Employee ID
Designation
Department
Mileage Rate
Purpose
Period
All the above details are self-explanatory. Insert the pre-approved mileage rate of the company. This will calculate the amount in the Mileage column.
Insert purpose for which the business travel is made and also insert the start and end dates of the business trip.
Expense Details
Date
Description
Transportation Expenses (Air/Rail, Ground, Taxi)
Food & Accommodation Expenses (Lodging, Breakfast, Lunch, Dinner)
Mileage Expenses (Miles, Tolls, Parking Fees)
Miscellaneous Expenses
Insert date and a short description of the expense. Insert the amount under the respective type of expense. This section provides a daily total as well as cumulative totals.
The total column sums up all the miles and multiplies it with the mileage rate to provide the mileage expense.
Approval Section
The approval section consists of a summary of expenses. Insert advances if provided by the company and it displays the total reimbursable amount.
Lastly, insert the reimbursable amount in words. It also consists of the employee’s signature and the approver’s signature.
Printable Corporate Employee Expense Reimbursement Form
Click on the image to download and print the Corporate Employee Expense Reimbursement Form:
The HR heads can keep a bunch of these prints to give to their employees as and when needed. Or else, they can also share the given format to them in excel or google sheet.
Frequently Asked Question
Are reimbursements taxable?
Taxability depends on the type of plan the employer chooses for IRS: accountable or non-accountable. If the employer has an accountable plan then the reimbursements are non-taxable. Moreover, the employee doesn't need to withhold taxes like FICA, or unemployment taxes. On the contrary, if the employer chooses a non-accountable plan then the reimbursements are taxable.
Where can we find the state-wise Per Diem Rates set By IRS?
You can find state-wise Per Diem Rates on the following website:
https://www.gsa.gov/travel/plan-book/per-diem-rates
Select the year and State on the website to find the applicable Per Diem Rates.
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