Expense Reimbursement Form Template
Free expense reimbursement form template for small businesses. Includes date, description, category, amount, receipt tracking, and manager approval fields.
Last updated: 2026-02-09
Expense Reimbursement Form Template
When employees spend their own money on business expenses -- supplies, client meals, software subscriptions, conference fees -- they need a straightforward way to get paid back. This expense reimbursement form template gives you a clean, organized document that captures every detail your accounting needs: what was purchased, when, why, how much, and whether a receipt is attached.
For small businesses, a simple one-page form is often all you need. No complex expense management software required.
When to Use This Form
- An employee has made out-of-pocket purchases for business purposes
- You are setting up a formal expense reimbursement process for the first time
- You need better documentation for tax-deductible business expenses
- Your accountant has asked for itemized expense records
- You want to replace informal expense tracking (Venmo requests, text messages) with a proper system
Expense Reimbursement Form
Company Name: [Company Name]
Employee Information
| Field | Details |
|---|---|
| Employee Name | _______________________________________ |
| Employee ID / Number | _______________________________________ |
| Department | _______________________________________ |
| Manager Name | _______________________________________ |
| Submission Date | ________ / ________ / ________ |
| Reporting Period | From: ____/____/____ To: ____/____/____ |
Expense Details
Record each expense on a separate row. Attach itemized receipts for all expenses. Number each receipt to match the line number below.
| Line | Date | Description of Expense | Category (see key) | Business Purpose | Amount | Receipt? |
|---|---|---|---|---|---|---|
| 1 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 2 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 3 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 4 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 5 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 6 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 7 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 8 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 9 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
| 10 | ____/____/____ | _________________________________ | _______ | _________________________________ | $_________ | [ ] Yes [ ] No |
Category Key
Use the following codes in the Category column:
| Code | Category |
|---|---|
| ML | Meals (business meals, client entertainment) |
| TR | Transportation (gas, tolls, parking, rideshare, public transit) |
| LG | Lodging (hotel, accommodation) |
| SP | Supplies (office supplies, materials, equipment under $[250]) |
| SF | Software / Subscriptions (apps, tools, online services) |
| CN | Conference / Training (registration, event fees) |
| CM | Communication (phone, internet, postage, shipping) |
| CL | Client / Business Development (gifts, entertainment, meeting costs) |
| OT | Other (describe in the Business Purpose column) |
[Customize these categories to match your chart of accounts or your accountant's preferences.]
Expense Summary by Category
| Category | Total |
|---|---|
| Meals (ML) | $_________ |
| Transportation (TR) | $_________ |
| Lodging (LG) | $_________ |
| Supplies (SP) | $_________ |
| Software / Subscriptions (SF) | $_________ |
| Conference / Training (CN) | $_________ |
| Communication (CM) | $_________ |
| Client / Business Development (CL) | $_________ |
| Other (OT) | $_________ |
| GRAND TOTAL | $_________ |
Missing Receipt Explanation
If a receipt is unavailable for any expense, provide an explanation below. Expenses over $[25 / 50] without a receipt may not be reimbursed.
| Line # | Reason Receipt is Unavailable |
|---|---|
| _____ | _____________________________________________________________ |
| _____ | _____________________________________________________________ |
| _____ | _____________________________________________________________ |
Employee Certification
I certify that all expenses listed above were incurred for legitimate business purposes on behalf of [Company Name]. I have not included any personal expenses or expenses that have already been reimbursed. Receipts are attached for all items where indicated. The information is accurate and complete to the best of my knowledge.
| Field | Details |
|---|---|
| Employee Signature | _______________________________________ |
| Date | ________ / ________ / ________ |
Manager Review and Approval
| Field | Details |
|---|---|
| Manager Name (printed) | _______________________________________ |
| Manager Signature | _______________________________________ |
| Date Reviewed | ________ / ________ / ________ |
| Approved Amount | $_________ |
| Denied Amount (if any) | $_________ |
| Reason for Denial (if applicable) | _______________________________________ |
Manager notes:
For Accounting Use Only
| Field | Details |
|---|---|
| Received by | _______________________________________ |
| Date Received | ________ / ________ / ________ |
| Verified Receipts | [ ] Yes -- all receipts match reported amounts |
| Payment Method | [ ] Payroll [ ] Separate Check [ ] Direct Deposit |
| Payment Date | ________ / ________ / ________ |
| Check Number (if applicable) | _______________________________________ |
| GL Account Code(s) | _______________________________________ |
| Notes | _______________________________________ |
How to Customize This Template
- Set your receipt threshold. Decide the minimum amount that requires a receipt. $25 is common. Some businesses require receipts for everything regardless of amount.
- Customize the categories. The category codes above are a starting point. Align them with your chart of accounts so your bookkeeper or accountant can process reimbursements without recoding.
- Set submission deadlines. Add a note about when expense forms are due. Most small businesses require submission within 30 days of the expense, or within 15 days of the end of the reporting period.
- Define reimbursement limits. If you have spending caps (e.g., $50 per meal, $200 per hotel night), add them to the form or reference your expense policy.
- Choose your format. This form works well as a printed document, a fillable PDF, or a spreadsheet. A spreadsheet version with formulas can auto-calculate category totals and the grand total.
- Add a policy reference. If you have a separate business travel or expense policy, add a line at the top referencing it: "All expenses must comply with the [Company Name] Business Travel and Expense Policy."
Tips for Small Businesses
- Snap receipts immediately. Encourage employees to photograph receipts on their phone the same day. Paper receipts fade, get lost, and end up in the wash. A photo taken immediately is the simplest backup.
- Process quickly. Reimburse employees within two weeks of submission. Slow reimbursement discourages employees from making necessary purchases and creates frustration.
- Review for patterns. Look at expense submissions periodically. Are most expenses in one category? Is one employee consistently spending more than others? Patterns can reveal opportunities to negotiate vendor discounts or adjust your budget.
- Keep it simple. For a small team, a one-page form and a folder of receipts is often all you need. Do not over-complicate the process.
- Store for tax time. Keep completed expense forms and receipts for at least three years (seven is safer) in case of an audit.
Keeping track of expense submissions, approval status, and employee reimbursement records is easier with a central system. Boring HR's Team Tracker helps you organize employee documents and maintain clear records so nothing gets lost or forgotten.