Expense Claim Form

No matter what the size of an organization is, the policy of reimbursing expenses is much needed nowadays. When an organization implements the use of expense claim forms, it also makes the policies regarding reimbursement clear to the employee. The form is then provided to the employee when he returns from work after spending money from his pocket.

What is an expense claim form?

The expense claim form is a document that is used for the reimbursement of expenses related to business. The purpose of using this form is to provide an organization with all the details needed to perform the reimbursement. OR It is a written request or document that allows an employee or any other person to register a claim against an expense that he/she might have made or is going to make for the attainment of the goals and objectives of the organization or institution.

Expense Claim Form

Form Template (.docx) File

There are various fields in the form that collect information regarding the employee and the total amount to be reimbursed.

The reimbursement of money means paying back the amount to the employee that he spends while he performs his duties. Most of the expenses to be reimbursed are those that occur when the employee travels for business purposes.

Need for an expense claim form

In organizations, employees are required to carry out different kinds of tasks and activities to meet the requirements of fulfilling the goals and objectives of the company. There may be some tasks that are desk jobs, while others may be different and require a lot of running around and spending money.

When this money is spent by the employee or manager, he or she has the right to claim it as an expense made by the employee for the organization.

This process is completed by using an expense claim form. For example, if an employee travels outstation for a meeting with a client and pays the traveling expense through his pocket, he can claim it from the organization to be paid back to him through an expense claim form.

The Process:

  • The employee fills in all the details on the expense claim form
  • Submit it to the finance department of the organization
  • The department verifies all the details
  • Reimburses the employee with the payment made.

This is a very detailed form, and the employee must write down the facts and figures in the form to avoid any problems.

What is the purpose of using the expense claim form?

The expense claim form is usually used by the employees of the organization when they spend their own money for a business purpose. This form is very important for an employee because whenever he is required to claim the money, the organization asks him to provide the details needed to make decisions regarding whether to reimburse the expenses or not.

The use of expense claim forms is very convenient for the employee because it saves him from having to think about the details to be provided. Furthermore, many employees like to use this form because it reduces the possibility of forgetting any important detail while claiming reimbursement for expenses.

The employee is also required to attach various types of receipts to the form to provide evidence of the expenses that occurred. For example, the receipt of hotel bills where the employee stayed, the fuel consumption receipts, and a lot more However, if the organization trusts the employee, it will not ask the employee to attach the receipts to the form.